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In our increasingly diverse and interconnected world, the importance of hosting inclusive meetings is essential. By doing so, we create a safe space where all individuals — regardless of their backgrounds, abilities or identities — can feel part of the meetings experience. Such environments ensure that not only attendees are present, but that they also feel valued, heard and respected. By including diverse voices, your group benefits from a variety of perspectives that lead to greater innovation and success.
Inclusive trends
The meetings landscape is constantly evolving, and inclusivity is at the forefront of this shift. Some of the most notable trends include:
- Extra space. Renewed emphasis on inclusivity has encouraged venues to offer designated lactation rooms for mothers, as well as quiet spaces to be used as prayer rooms, meditation spaces, or places to get away from the hustle and bustle of the event.
- Padding the schedule. Planners are building in ample time between sessions to facilitate smooth transitions for guests with limited mobility.
- Necessary services. Every extra you can provide helps someone feel included, such as making sure sign language interpreters are available, making sure all spaces are wheelchair accessible, and expanding nonalcoholic options at receptions so those who don't want to drink can opt for more than water or soda.
Have an open dialogue
Initiating discussions on inclusivity early in the planning process is important, as it requires thoughtful strategy to implement the roadmap from beginning to end. Be mindful of attendees with specific needs, such as those prone to seizures, as the use of flashing lights will need to be considered carefully. For individuals with chemical sensitivities, avoid strong scents to help them feel heard and included. And give attendees the option of putting their pronouns on their badges.
Collaboration between planners and venues is essential. At preconvention meetings, ask the venue staff how they plan to be advocates for every attendee. This meeting also allows everyone to talk through all the possible outcomes before the group arrives on site.
While pre-event surveys can be helpful, it's also recommended that planners begin by identifying the primary audience and defining the conference's goals. Then tailor the event to meet the diverse needs of every attendee.
Hosting inclusive meetings is an integral part of modern event planning. By taking everyone's needs into consideration, planners create environments where diversity thrives, innovation flourishes and everyone can participate fully by bringing their whole selves to the event.
Kate De Master is director of sales and marketing at the Hyatt Regency Jacksonville Riverfront in Florida.