Overcoming Challenges to Build a Strategy Around Inclusivity and Belonging in Events

Creating an event that fosters inclusivity and belonging is a goal many event planners strive for, but it comes with its own set of challenges. From understanding diverse needs to implementing inclusive practices, the journey can be complex. However, with the right strategies, these challenges can be effectively addressed. Here’s a guide to some common obstacles in building inclusivity and belonging in events, along with practical solutions to overcome them.

Challenge 1: Understanding Your Audience's Diversity

The Challenge:
One of the biggest hurdles in planning an inclusive event is gaining a deep understanding of the diverse needs and preferences of your audience. With attendees coming from various cultural, socio-economic, and personal backgrounds, it can be difficult to know where to start.

The Solution:
Start by conducting thorough audience research. Use surveys, focus groups, and data analytics to gather insights into who your attendees are and what they need to feel included. Segment your audience into different groups based on factors like cultural backgrounds, gender identities, and accessibility needs. This research will provide a solid foundation for creating an event that resonates with all participants.

Challenge 2: Ensuring Accessibility

The Challenge:
Making an event fully accessible can be daunting, especially when considering the wide range of physical, sensory, and cognitive disabilities that attendees might have. Additionally, many venues and digital platforms may not be fully equipped to accommodate all accessibility needs.

The Solution:
Plan accessibility from the outset. Choose venues that offer ramps, accessible restrooms, and hearing loop systems. For virtual events, ensure platforms support closed captioning, screen readers, and other assistive technologies. Additionally, offer materials in multiple formats (e.g., braille, large print) and provide sign language interpreters when needed. By prioritizing accessibility, you create an environment where everyone can participate fully.

Challenge 3: Curating Diverse Content and Speakers

The Challenge:
Finding and securing a diverse range of speakers and content that reflects the variety of experiences and perspectives of your audience can be challenging. There may be pressure to feature well-known names, who might not always represent the diversity you're aiming for.

The Solution:
Expand your search for speakers and contributors. Look beyond the usual suspects and seek out voices from underrepresented groups in your industry or community. Partner with organizations and networks that focus on diversity to find speakers who can bring fresh perspectives. Encourage content that addresses a wide range of issues and experiences, ensuring that your event programming is as diverse as your audience.

Challenge 4: Cultivating an Inclusive Event Culture

The Challenge:
Even with the best intentions, creating a truly inclusive culture at your event can be difficult. Implicit biases, lack of awareness, or unintentional exclusion can undermine your efforts.

The Solution:
Start with training. Provide diversity, equity, and inclusion (DEI) training for your staff, volunteers, and speakers to build awareness and understanding of inclusive practices. Create clear guidelines on expected behaviors and establish a zero-tolerance policy for discrimination or harassment. During the event, encourage open dialogue and create safe spaces where attendees can share their experiences and perspectives.

Challenge 5: Implementing Inclusive Marketing

The Challenge:
Marketing an event inclusively can be tricky. It's easy to unintentionally use language or imagery that excludes certain groups, or to overlook channels that could reach a more diverse audience.

The Solution:
Review your marketing materials through an inclusive lens. Use language that is gender-neutral, culturally sensitive, and accessible to people with disabilities. Choose images that reflect the diversity of your audience. Additionally, ensure your marketing reaches diverse communities by using various platforms and channels that cater to different demographic groups. Highlight the inclusive aspects of your event in your marketing messages, such as accessible facilities, diverse speakers, or scholarships for underrepresented groups.

Challenge 6: Facilitating Meaningful Connections

The Challenge:
Creating opportunities for all attendees to connect meaningfully can be difficult, especially when attendees come from different backgrounds and may not have common ground.

The Solution:
Design your event with connection in mind. Organize networking sessions that are structured to encourage interaction among diverse groups. Consider small group discussions or workshops focused on specific topics that appeal to various segments of your audience. Provide designated spaces for underrepresented groups to meet and share their experiences. By creating these opportunities, you help attendees build relationships and foster a sense of belonging.

Challenge 7: Gathering and Acting on Feedback

The Challenge:
Gathering feedback on inclusivity and belonging can be challenging, especially if attendees are hesitant to share their honest opinions. Furthermore, acting on feedback requires resources and commitment, which can be limited.

The Solution:
Make feedback a priority. Use anonymous surveys, one-on-one interviews, and social media channels to collect honest feedback from attendees. Ensure your questions specifically address inclusivity and belonging. Once feedback is gathered, analyze the results to identify areas for improvement. Demonstrate your commitment by transparently sharing how you plan to address the feedback and make changes for future events.

Building a strategy around inclusivity and belonging in events is a journey filled with challenges, but each challenge presents an opportunity to create a more welcoming and impactful experience. By understanding your audience, ensuring accessibility, curating diverse content, fostering an inclusive culture, implementing thoughtful marketing, facilitating connections, and acting on feedback, you can overcome these obstacles and host events that truly resonate with everyone involved. The effort to make every participant feel valued and included will not only enhance the event experience but will also contribute to a more inclusive society.

Book a call with a Collective Media Strategist to help your event become a welcoming and inclusive event.