Today, it’s common to hear about “green” or “sustainable” events, but inclusive events are still not discussed nearly as much. Inclusion goes beyond integration—it embraces and accommodates difference. It’s not up to individuals to adapt to their environment; it’s the environment that must adapt to them. In an increasingly diverse society where every individual deserves respect, organising an inclusive event is no longer optional—it’s a necessity, both to ensure accessibility for the widest audience and to increase impact.
Be mindful of communication before, during, and after
Every event begins with an invitation and/or a website—your first touchpoints.
In addition to being well designed, these tools should be tailored to your audience. Beyond the choice of language(s)—a must in Luxembourg—it’s also important to consider your vocabulary: Is my language inclusive? Am I using gender-neutral terms? If you’re sending a physical invitation, could adding braille be beneficial?
If you are creating a website, remember that people with disabilities should be able to access it and find the information they need with ease.
During the event, consider whether you might need interpretation services to reach all parts of the population.
Consider the accessibility of the venue
Accessibility is a key factor when planning your event. Attendance is likely to be higher if the venue is easy to get to and offers ample parking. When thinking about accessibility, also think of people with reduced mobility. It’s always wise to check that the venue has all the necessary facilities to accommodate them.
Think carefully about the layout
After ensuring physical accessibility, the next step is to think about how the space is arranged.
Is the signage readable for everyone? It may seem obvious, but illegible or undersized signage is still common. In terms of layout, make sure walkways are wide enough for people with reduced mobility to navigate easily. Also, consider creating a quiet space that can be used for calls or—something less expected—for nursing mothers.
Deaf or hard-of-hearing guests will appreciate having seats reserved near the stage. Finally, don’t overlook the intensity of sound or lighting, which can sometimes be uncomfortable or overwhelming for some attendees.
Diversify your team
It’s important to diversify the profiles of your event staff. Ensure a mix of genders among hosts and hostesses and vary age groups as well. The same goes for your panel of speakers—ensure a balance of women and men. Thinking about diversity in your panel will also enrich the discussion.
Catering for everyone
As with any event, catering is essential. Don’t overlook the variety of dietary needs: vegan, vegetarian, halal… Everyone should be able to enjoy a meal without frustration. To make logistics easier, consider asking about dietary preferences during the registration process. Lastly, remember to check the calendar for any religious food restrictions that might fall on the day of your event.