Making Your Next Event More Inclusive

Every day I am involved in conversations with prospective clients, current partners, and other event industry leaders; one common theme that continues to blossom is the future strategies around leveraging virtual content for an upcoming event experience. As this has been such a prominent theme in my conversations, this recent Forbes article really resonated with me ...

"Last year, as conference after conference went online in the wake of the coronavirus pandemic, it seemed as if the days of the big in-person event might be over. At the same time, going virtual delivered a big green dividend.

According to Meet Green, the physical cancellation and move online of just one 1,000 conference delegates in the U.S. last year slashed carbon emissions from 1.8mn kgs to 8,424 kg.

Another bonus was that attendance increased - by 50% in this case."

Hybrid events have changed the game. The article also notes that although virtual events existed pre-pandemic, COVID has helped to make virtual attendance a more acceptable form of participation for attendees. "You don’t have to spend three days in a city, flying in one or two days before, and out the following day, just to participate in a one-day event.”?

This article is a great example of ways online events are evolving and pushing us forward. We want to create and be better at making inclusive, green, sustainable events. A few weeks ago I wrote a blog on this very topic, about going back to basics and remembering why we organize events in the first place – to honor and provide an incredible attendee experience.

In order to do this, we have to make sure we are providing every participant with an equal experience. So, when disabled people are at your event, it is crucial to build the most inclusive and constructive space for success. Here are a few of the tips I wrote about to keep in mind when planning an event for your audience in the new hybrid model.?

1. Ask Your Attendees if they Need Accommodations

Sometimes in the heat of the moment, we overlook the simple things. While it’s always important to make events accessible, it is useful and thoughtful to create space for your attendees to make that request. This can be as easy as including a question in your event registration. Or, you can share your planned accommodations with your audience in an email, with an opportunity for responses.

2. Include Closed Captions

This is one of the easiest ways to ensure a comprehensive audience experience. Nearly 1 in 5 Americans are deaf or hard of hearing, and providing closed captions allows attendees access to all of your important content! And this feature doesn’t just apply to pre-recorded content, many real-time transcription services, and ASL interpreters are available for virtual and hybrid events.

3. Avoid Strobe/Flashing Effects

One, often overlooked, event feature that can negatively impact your audience is flashing and strobe lights. Many people with epilepsy are light-sensitive, making it extremely difficult to consume content. So, make sure you are conscious of what videos or sizzle reels you include in your program. In any situation, it is best to include a proper disclaimer before the content is presented.?

4. Read polls/questions aloud

If your event plans to incorporate polling features, or a live Q&A session, make sure your presenters are reading all of the content out loud. This includes all questions and the replies from other attendees. Taking this simple step allows people with learning disabilities the time and space to process all of your questions, and will encourage more engagement!

Those of us in the events industry are all about creating great experiences for our audiences, and that means thinking about the attendee experience from every perspective. Reach out to me or my team if you have any questions, or want to learn more about how to make your next event more accessible!

Cheers,

Paige