Creating inclusive events: our perspective on planning for diverse audiences and needs
As experienced corporate events planners, we understand that the essence of event planning has evolved from simply hosting an “event” to being about sculpting an inclusive experience that caters to the multifaceted needs of all attendees. Diversity in attendance is not just a sign of a healthy society, but also a testament to a brand or company’s appreciation for varied perspectives and backgrounds.
It can greatly enhance employees and consumers engagement with the brand, driving it up the Brand Engagement Pyramid to the apex - Devotion.
At Dovetail, we believe inclusivity in events mirrors the organisation's commitment to equality and respect for diversity.
Our approach to inclusive events
For us, conceptualising and hosting inclusive events means designing experiences with everyone in mind. This is not just about physical accessibility, but includes factors such as language barriers, age, gender, cultural sensitivities and economic constraints. We strive to make everyone feel welcome, comfortable, and able to participate fully, whatever their unique needs or circumstances may be.
The Dovetail blueprint for inclusive events
Planning: From the initial planning stages for an event, we stress the importance of inclusivity. Understanding potential attendees' needs are vital in informing our decisions, as this impacts on the final selection of location, venue, times, program, entertainment, food, guest speakers, activities and ultimately the overall success of the event.
Communication: We prioritise clear communication, ensuring all attendees have necessary information about accessibility and accommodations in advance. As part of this, we consider what the best forms of communication are for our audience - pre-event, during the event and after the event. For example, are invitations to the event to be digital or print, or both? What’s the best way to register for the event – via an online form or website, or do we need a number for people to call? What format will communication take throughout the event and for any post event follow-up?
Venue accessibility: In selecting a venue, our goal is to make the event accessible to everyone. Factors to think about are transport to the venue, on-site or nearby parking, wheelchair access, safe areas for activities for children, sign language interpreters and seating with easy access (if required) for people with disabilities.
Cultural sensitivity: Recognising and respecting cultural and religious sensitivities is integral to our approach. This extends to food and drink options, advance information on any special dietary requirements for individuals, dress codes and program scheduling.
Inclusive content: We also strive to make the event content relevant and accessible to all attendees; providing materials in multiple languages if required, and using suitable language, presentations, activities and entertainment options.
Our observation of inclusive events
There are many brands leading the way in inclusive events, and we look to global best practice to learn from them. We see numerous companies embracing inclusivity in their corporate events, and each one contributes to our growing knowledge base. Notably, businesses are progressively acknowledging the importance of staff diversity and inclusivity in their corporate events.
Due to their large scale and therefore audience diversity, music and arts festivals are currently leading the way in creating inclusive events.
The Edinburgh Fringe Festival for example, provides accessibility guides, sensory backpacks for autistic individuals, and wheelchair accessibility for one in three shows. In so doing they live their ethos by providing “creative freedom” for everyone.
Ernst & Young, made a significant stride in inclusivity during their annual EY Connect Day. The multinational professional services firm facilitated an array of volunteer activities to cater to their diverse employee needs. From crafting with kids to outdoor team-building activities, EY ensured that the day's events were accessible to all of their employees, regardless of their physical abilities or personal preferences.
Examples such as these represent the best practices in the industry. Each initiative sets a benchmark for others to follow, underlining the significance of building a community that not only respects but also celebrates diversity. By learning from these practices, we strive to incorporate them into our own approach, making inclusivity a core aspect of every event we design.
In our experience inclusivity in events is more than just a buzzword; it's an ethos that binds diverse people together. It cultivates a sense of community and respect. It helps to build your employer and consumer brand.
“Inclusion is more than ticking a box; it’s about creating spaces where everyone feels valued and welcome.”
Dovetail Brand Engagement specialises in creating unique, customised conferences and events aligned to a company’s brand, goals and budget. We’ve organised conferences, incentive groups and events in Australia, New Zealand, Hawaii and South East Asia including, Singapore, Malaysia, Vietnam, Bali and the Phillipines. Find out more >