5 Simple Steps for Planning Your Next Inclusive Event 

5 Simple Steps for Planning Your Next Inclusive Event 

When planning an event, virtually every aspect of how an event is produced, managed—and experienced—benefits from inclusive thinking. Moreover, it’s good practice for achieving goals.  

With a little planning and reconnaissance work, you, too, can develop overarching strategies and approaches to inclusive meeting and event planning that will serve your audience and support your goals. And, it’s not hard to do.  

Consider the below as a guide in planning your next campus function. 

  1. Be mindful in your scheduling and seek opportunities to collaborate. 
  • Ensure your event date doesn’t fall on religious holidays and other days of special observance, such as the Sabbath and other regular religious observances. 
  • Look for cross-pollination opportunities across campus units and departments. Establish a reciprocal (as in, you-promote-my-event-and-I’ll-promote-yours) relationship with like-minded campus partners in the promotion of events.  
  • Check the SU calendar to ascertain if potential scheduling conflicts might arise.  
  • Have a virtual option for in-person events. 
  • For in-person events, choose a venue near to accessible public transportation routes or on the main campus.   
  1. Anticipate what accommodations are needed. 
  • Determine if CART and ASL interpreting will be needed; if scheduled, consult ASL interpreting and/or CART guidelines and secure academic or student audio visual support.  
  • Provide multiple ways to register (phone, email, online) and collect information to contact participants in the event of an emergency.  
  • Indicate how to request accommodations and/or register, including a contact and deadline.  
  • Ensure any online registration forms and confirmation emails are accessible and usable.
      
  1. Be aware of all avenues available in promoting your event. Think broadly about your audience’s needs. Engage campus partners in communicating your event to desired audiences. Additionally, 
  • Create multiple alternate and accessible formats of flyers/posters for sharing, and images used should include alt-text or image descriptions.  
  • Use relevant and accessible social media conventions.  
  • Submit posters and flyers for digital display. 
     
  1. Think like an event operations manager. 
  • Conduct a venue walkthrough. 
  • Take into account transportation, parking, building entrances, restrooms, signage, ramps, room set-up, dietary needs, and seating.  
  • Provide participants information on cultural supports as well as any other general wellness supports.  
  • Provide an array of accessible formats for all presentation materials—in advance, during, and after.    
  • Provide audience members with alternative formats to ask questions or provide feedback.  
  • Share tips with presenters on ways to make their presentations accessible.  
  • Caption films and videos should be captioned. Better, yet, audio-describe.  
  • Anticipate what restrictions might arise with inclement weather. 
  1. Review your plan with people in the know. Consult with campus partners who are experts in equity, diversity and inclusion, student life, and campus event planning ahead of time to identify and address potential issues making for a more seamless and successful meeting or event. 

By following these steps, you can ensure that your events and meetings are more inclusive.