Everyone deserves to experience events fully. We know that when attendees feel valued and respected, their experience changes. They engage more deeply, share ideas more freely, and form more meaningful connections. The importance of this engagement doesn't change from person to person, but how event planners go about achieving it can. Embracing the diversity of your audience, and providing for every person in the room, is the surest way to take your event from good to extraordinary. Here’s how:
Understand your audience
Great events don't happen by accident—they're the result of intentional, thoughtful planning. Use your registration process as an opportunity to learn about your audience. Ask questions that will help you understand their needs, but be mindful not to single out those who require support. Consult experts or individuals with lived experiences where you can. Their insights can be invaluable in creating a truly inclusive atmosphere.
Part of this advance planning should include communicating with your audience too. The more you can share in advance, the better prepared your attendees will be. Consider offering virtual venue tours or pre-event "briefing calls" where people can ask questions and get a clear picture of what to expect. Be proactive rather than reactive when it comes to policies on accommodations, dietary restrictions, or travel limitations. The goal is to anticipate needs and address them before they become issues.
And remember to stay up-to-date with legal requirements and best practices in accessibility and inclusion—this field is constantly evolving.
Do more than just get people in the door
By now, most are well-versed in the need for physical accessibility, but true accessibility goes beyond ramps and elevators. It's about creating an environment where everyone can participate fully. Technology can be a great leveller, and the most groundbreaking is opening up plenty of exciting new possibilities for inclusive events.
Innovations like Holoplot, which allows you to direct audio like light, enable personalised content delivery and multilingual support in shared spaces. AI avatars can provide round-the-clock support to attendees, answering questions and providing guidance in multiple languages. Real-time captioning for presentations has a big impact, and plenty of not-so-new tech considerations can transform accessibility. For example, have you checked your event app is compatible with screen readers?
Create content that resonates
People absorb and process information in myriad ways, so a one-size-fits-all approach to content delivery is a missed opportunity. Mix up your format with interactive sessions, panel discussions, and hands-on workshops. Provide ways for attendees to revisit and process information after the event and build feedback mechanisms into the day so you can address any issues quickly.
Most importantly, seek out a diverse range of speakers, panellists, and case studies. This not only provides a richer experience but also increases the chances that attendees will see themselves represented in your delivery. By offering choices in how information is presented and consumed, as well as a diverse programme of content, you empower attendees to participate in ways that work best for them.
Prioritise sensory harmony
Sensory needs are often overlooked, but creating an environment that accommodates a full spectrum of preferences can be transformative. And it’s easier to achieve than you might think. Consider offering a range of seating options, from high-top tables for those who prefer to stand to quiet corners for individuals who need periodic breaks from the buzz of activity. Think about your lighting design carefully—soft, adjustable lighting can make a world of difference. And don't forget about sound. Offering headphones for presentations can help those who process auditory information differently or need to adjust volume individually.
Build a support network
Sometimes, just attending an event solo can be daunting. Consider allowing attendees to bring a support buddy or offering a mentorship program that pairs first-time attendees with event veterans. Provide clear, detailed information about the event schedule well in advance, allowing people to plan their energy and attention accordingly.
Having a dedicated team member as a point of contact for diversity and inclusion matters can make a world of difference. This person can help address specific needs and ensure that inclusivity remains at the forefront of your event execution.
Creating a sense of belonging at your event isn’t about ticking these factors off your checklist. It’s a mindset that should factor into every decision from the earliest planning stages right through to post-event comms. It's about recognising value in every attendee and creating an environment where they can bring their whole selves to the experience.
So, are you ready to start planning your next event? With these strategies as your guide, you're well on your way to creating an unforgettable, inclusive experience that will resonate with all your attendees. And we’re here to help every step of the way.
To start planning your next event with DRPG, just reach out to anythingspossible@drpgroup.com. Let’s create something incredible together.
