Event production is not only about creating memorable experiences, but also about ensuring the safety and well-being of everyone involved. Whether you are organizing a small workshop, a large festival, or anything in between, you need to promote a positive event culture that respects diversity, fosters inclusion, and prevents harm. Here are some tips on how to do that.
Before you start planning your event, you need to clarify what kind of culture you want to create and communicate. What are your core values and principles? How do you want your attendees, speakers, sponsors, staff, and volunteers to feel and behave? What are the rules and boundaries that everyone needs to follow? Write down your event vision and mission statement, and create a code of conduct that outlines your expectations and consequences for any violations. Share this information with all your stakeholders, and make it visible and accessible throughout your event.
One of my favorite ways to help a team define values is to start by asking what kind of teams people admire outside of work- fictional or real. You can get answers that range from The Avengers to someone's local Starbucks baristas, and in the process of that, you start to narrow in on what type of team interactions are exciting/motivating/attractive to your group. And 10 times out of 10, your team is going to adjust their behavior in the direction of something they find exciting or motivating, so it's a great way to start to painlessly refresh how your team is going to work together at this event and beyond.
Your event culture is shaped by the people who participate in it, so you need to engage with them and listen to their feedback. Find out what your audience wants, needs, and cares about, and how you can meet their expectations and preferences. Create opportunities for dialogue and interaction, such as surveys, polls, forums, social media, or live Q&A sessions. Encourage your speakers, sponsors, and partners to share their stories and values, and to connect with your attendees. Build trust and rapport with your community, and show them that you value their opinions and contributions.
A positive event culture is one that welcomes and supports people of different backgrounds, abilities, identities, and perspectives. You need to design your event in a way that makes it accessible and inclusive for everyone, and that avoids any barriers or discrimination. Consider the physical, technical, and social aspects of your event, such as the venue, the equipment, the content, the language, the format, and the atmosphere. Use universal design principles, such as clear signage, captions, transcripts, audio description, alternative formats, and multiple modes of communication. Provide accommodations, such as ramps, elevators, restrooms, seating, lighting, sound, and dietary options. Invite diverse speakers and guests, and create a space for dialogue and learning.
A positive event culture is also one that protects and cares for the health and safety of everyone involved. You need to implement safety measures and protocols that comply with the relevant laws, regulations, and standards, and that address the potential risks and hazards of your event. Conduct a risk assessment, and identify the sources of harm, the level of impact, and the mitigation strategies. Prepare an emergency plan, and assign roles and responsibilities for crisis management. Train your staff and volunteers on safety procedures, such as fire drills, first aid, crowd control, and evacuation. Provide adequate security, insurance, and legal protection. Inform your attendees about the safety rules and guidelines, and how to report any incidents or concerns.
Finally, you need to monitor and evaluate your event culture, and see how well you achieved your goals and objectives. Collect and analyze data and feedback from your attendees, speakers, sponsors, staff, and volunteers, and measure their satisfaction, engagement, and learning outcomes. Identify the strengths and weaknesses of your event culture, and the areas for improvement. Celebrate your successes, and acknowledge your challenges. Learn from your experiences, and share your insights and best practices with your community and peers.