Creating an all-inclusive participant experience at your event—be it a conference, seminar, or expo—will not only benefit your participants, but it will also positively impact your event's overall success. Let’s explore the importance of inclusivity and diversity in events as we share practical tips to make your event as inclusive as possible.

Why is inclusivity important in events?

The main goal of any event is to provide an enjoyable, engaging, and valuable experience for all participants. Inclusivity and diversity have a direct impact on this goal. By fostering a sense of belonging and welcoming an array of perspectives, organizations can create a richer, more engaging experience for everyone involved.

Benefits of inclusivity include:

Increased attendance: By welcoming a diverse group of participants, your event becomes accessible to a much wider audience, leading to higher attendance rates.
Enhanced reputation: Demonstrating a commitment to inclusivity and diversity will position your event—and, by extension, your organization—as progressive and socially responsible.
Improved networking opportunities: Inclusive events facilitate connections among participants, encouraging new ideas, collaborations, and business opportunities.
Positive event evaluation: By ensuring that all participants feel valued, included, and understood, you increase the likelihood of positive event feedback, which can lead to future growth and success.

How to make your event more inclusive

Offer different registration options

Not everyone can attend an event for the full duration, and not everybody has the same financial situation. To make your event more accessible, consider offering a variety of registration options:

Early bird discounts: Offer incentives for those who register in advance, making attendance more affordable.
Day passes: If your event spans multiple days, provide options for participants to register for specific days rather than the entire event.
Discounts for underrepresented groups: Encourage diverse attendance by offering discounts or scholarships to groups that are typically underrepresented at similar events.

Ensure accessibility

Think about the unique needs of your participants from the beginning of event planning.

Physical accessibility: Ensure all event locations meet or exceed ADA guidelines. Consider providing sign-language interpreters and captioning for presentations.
Alternative formats: Distribute event materials in multiple formats, such as braille or large print, to accommodate different needs.
Dietary considerations: Offer a variety of menu options, including vegetarian, vegan, gluten-free, and allergy-friendly choices.

Promote diversity in speakers and marketing

To make your event welcoming and engaging for everyone, ensure that your speaker lineup and marketing materials reflect diversity in terms of gender, race, ethnicity, sexual orientation, and abilities.

Diversity in speakers: Actively recruit speakers from diverse backgrounds and with different perspectives to enrich the conversation.
Inclusive marketing: Use inclusive language and visual communication that represents the diversity of your target audience. Showcase images that capture people of color, the LGBTIQ+ community, and persons with disabilities.

Examples of successful inclusive events

School’s Out, Make it Count! Conference 2023

This is the event for education professionals to push the boundaries and create high-quality expanded learning and development opportunities that support New York’s youth.

How to Boston While Black Summit ‘23

The annual Summit brings together more than 750 Black entrepreneurs, business professionals, non-Black allies, and DEI leaders.

Email us at hello@erinleonardevents.com or follow us on Instagram, Facebook, and LinkedIn for more tips, best practices, and industry updates!

Creating an All-Inclusive Participant Experience for Your Event