Inclusion isn't making a wheelchair ramp optional

The stage says something about who the organisation represents. Imagine: every speaker is male, white and over fifty. At an organisation with a mixed workforce, that unintentionally communicates who really matters. That feeling is hard to overturn with a DEI statement in the newsletter.

Diversity in speakers and presenters isn't a quota obligation: it's quality policy. A diverse set of speakers brings new stories and perspectives. That makes the programme richer and more relevant to a broader audience.

The same applies to entertainment and cultural elements. Music choice, visuals, references in speeches: every element communicates which backgrounds and tastes are treated as standard. Deliberate choices here don't feel like a concession; they feel like care.

Catering is one of the most direct expressions of inclusion at events. A catering offer that serves only meat dishes excludes part of the audience. The same applies to an offer that doesn't account for religious dietary requirements or common allergens.

A practical approach: actively ask about dietary requirements in the invitation, not as a mandatory field, but as an open question. Make sure the vegetarian and vegan offer sits on the same level as the meat dishes — not an afterthought of inferior alternatives. Make sure halal and kosher options are available if the audience calls for it.

An inclusive catering offer takes minimal extra effort but carries great symbolic value. It shows that you thought about your guests in advance: not on individual request, but as a standard.

Physical accessibility is the minimum baseline: no stairs without a lift, enough room for wheelchair users, accessible toilet facilities. But an inclusive venue choice goes further.

Consider sensory aspects too. A space with loud music and a lot of reverb is particularly taxing for people with hearing loss or auditory sensitivity. Provide quiet corners. Make sure speeches are amplified and clearly audible. Offer interpreters or sign-language provision if the audience asks for it.

Transport: is the venue well reached by public transport? Many employees and guests don't have a car. For them, public transport is the difference between being able to come or not. An inclusive venue choice takes the geography of the participant group into account, not just the logistics of the organiser.

The invitation is the first impression of the event. The language you choose and the images you use communicate who the event is meant for. The same applies to the information you share beforehand.

Avoid excluding language (e.g. defaulting to 'he' as a neutral reference when the audience is mixed). Use images that reflect the diversity of the audience. Mention proactively how attendees can flag particular wishes or needs — not as an exception, but as a given.

Inform attendees in advance about the venue, the programme and the catering. That way, people with particular wishes or needs aren't caught by surprise. Inclusion doesn't start on the day itself: it starts with the invitation.

Inclusion and sustainability often go hand in hand. Read our article on organising sustainable events too →

Live Impact builds inclusion into the design process of every event as standard. For each audience, we ask who the attendees are and what their backgrounds are. We then look at which choices we can make in venue, catering, programme and communication to make everyone feel welcome.

That isn't an extra layer on top of the event design. It's part of our standard quality process. An event that makes sense for everyone delivers higher engagement — and more people who say: this was meant for me.

Want to build an event that reflects and celebrates the diversity of your organisation? Let us know. We think along from the first conversation.

More on events that strengthen employee engagement →

Send a brief via live-impact.nl/briefing, call 085 401 40 14 or email hello@live-impact.nl. We'll help you build the event where everyone — truly everyone — feels welcome.

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