You're organizing a company event. How can you make sure it's inclusive for everyone?

To ensure a company event is inclusive, consider the diverse needs of all participants by offering accessible venues, providing dietary options, and accommodating different cultural or religious practices. Additionally, solicit feedback from employees beforehand to understand their preferences and ensure the event's activities and communications are respectful and representative of everyone's backgrounds.

It will help to plan a venue focusing on Maslow's hierarch of needs. Make sure the food is inclusive with options, ensure temperature comfortable (not too hot, not too cold) and shelter accessible. Ensure it is safe with clarity on evacuations.

Something else to consider is the religious values of the team. There are some places, such as farms, that may not be appropriate due to the livestock held there.

Make sure you have shared views, listened to the opinion of the rest of the team, considered their reservation, restrictions and preferences. Obvious areas are the type of venue… is it religiously affiliated, does it have a political bias, are there cultural implications. Also the location… is if far away, can non-drivers reach it by public transport. All these area need consideration and then their might be personal concerns. Eg the venue is owned by an ex-partner, the venue supports controversial beliefs, the venue does not supply the required food needs

A lot of the time, dietary restrictions such as halal are taken as a secondary issue. Consider if you have people with a specific dietary restriction don't just try to address it with the lowest common dominator (vegetarian or vegan food) gain your teams respect by understanding their needs.

Inclusion is all about our micro actions. It is very important to not any acknowledge diversity but to take real actions to demonstrate inclusivity.

Everyone connects to something differently and so its important to create a dynamic program that engages people in different ways. I also find it super helpful to also think about the different sense that get activated in different pieces of the program. To leave a lasting and impactful impression, is imperative we use more that just our ears and eyes throughout the event.

This is perhaps the most powerful tool to lean into when building an event. Are the people experiencing it, engaged with it? When creating something long lasting there has to be an element of inclusion. An opportunity for folks to be invited into the total experience. Some of the more fun ways to build engagement is to lean into play and fun, bringing in movement elements like yoga or dance. Also asking questions in panels and speakers, to ensure the audience is also an active participant. There are so many different ways to shift into engaging aspects and to enhance the sense of inclusion and being 'in the field' collectively and purposefully.

The invitation should be planned with others to ensure it reflects the comfort/needs/understanding of all. Consider the following:- 1. Is it culturally sensitive 2. Does it reflect a diverse audience 3. Is it available in different languages 4. Do the images reflect a culturally diverse team 4. Are the needs of all protected characteristics catered for (eg age, ability, gender etc) 5. Finally… consider who might NOT be able to access this, who might NOT feel welcome and who might need additional encouragement.

When planning any type of company event to be fully inclusive involve your ERG’s in the process. Then go out of your way to let the organization know what you learned about equity and inclusion…it can be a great teaching moment.

At a team activity, we had chosen the activity of tree-top trekking. This activity requires a high level of fitness and strength. I remember at that event, out of the 8 of us, 3 chose not to participate as they didn't want to hurt themselves. It made me realize that we need to be much more considerate when we select activities for team events, ensuring it is inclusive and accessible for all. The unfortunate part at that event was that the 3 people watched as we went ahead with the activity.

Building an experience that is inclusive, often leads to feelings of belonging and motivation to be a part. When building programming in consideration of inclusion, what we often find is that many folks skip a step in the process. The first thing that must be done is to create a safe and brave space for teams to feel open to the invitation. It is important to consider not only personality differences, physical differences but also life experience differences. We need to shift our set up and approach this with the thought of meeting people where they are at and being open to learn new perspectives. Guided Journaling is one of our favorite ways to create this inclusive and enlightening space.

Going along with our signature Guided Journaling Workshop, we find that having a team journal available always, is a powerful way for folks to express some of their experiences and perspectives. This is a place where teams can anonymously leave messages and others can also read how those around them are processing. Also creating more regular check ins can be key to keeping these conversations open and flowing. The consistency will also build trust amongst the team.