Making events more inclusive – AND 6 Ways you might be making attendees feel unwelcome

We recently attended Connect Pacific Northwest in Boise, Idaho and heard from Justin Skeesuck who taught about the Multiplier Effect and how it relates to accessibility in your events. My takeaway from this important talk was: If you exclude one person, you are also losing 4-5 additional attendees who might be connected with that person. Photo from official website of the speaker.

Everyone says, “I want to throw the best event ever!” and that means making events more inclusive. If your attendees feel unwelcome or left out, your event is falling short. Here are 6 ways you might be making attendees feel unwelcome, and how you can fix that. This isn’t meant to be an exhaustive or definitive list. We welcome your input and additions in the comments if you have the time.

The menu. (Including alcohol)

Gone are the days of the rubber-chicken conference dinner or surf-and-turf-for-all. Today’s event attendees are health-minded, from diverse ethnic and cultural backgrounds, and care about the environment, animal welfare, and where their food comes from. Food is the centerpiece of any gathering, and if the foods you offer at your event do not serve all of your attendees, they’ll feel left out and unwelcome. Check out this blog post, written by EJP Events’s resident vegetarian and Marketing Events Assistant, Shawn Granton, for some examples.

Are you preparing for attendees who avoid animal products; follow diets based on their faith, such as Kosher or Halal; or have sensitivities to any of the nine major food allergens? If not, you should! And to do so, you’ll want to ask, in your registration form, whether or not your attendee has any dietary preferences (I prefer the word “preferences” rather than “restrictions,” which can sound negative). You also want to make sure you’re working closely with your caterer and venue — even before signing the contract — to make sure they can prepare the foods your attendees want within your budget.

Don’t forget alcohol! As we talk more and more about mental health and overall wellness, we need to bring this into our events too. Not every attendee is excited about an open bar. Indeed, being around a lot of alcohol can present problems both for individuals on a recovery path as well as for organizations who want to promote healthy choices and professionalism. Make sure you are designing your event not just for different dietary needs, but also including those who make the choice to avoid or reduce alcohol consumption. Here’s a recent blog post we wrote about Dry January and how that thinking is coming into how events are planned.

Physical Accessibility

There’s nothing worse than getting to an exciting event you’ve been looking forward to, and finding out it’s a literal pain to get there. Think about the last time you had to walk what felt like miles inside a giant venue to find the restroom, or when you finally got there, only to find it was cramped or poorly appointed. Now imagine being a wheelchair user, someone on crutches, or a person with any other kind of mobility challenge, and you can see how the problem gets much worse. All of us are one accident away from disability, and if we’re lucky enough to grow old, we’ll all need accessibility accommodations at some point in our lives. Again, ask your attendees when they register what their needs and preferences are. “What accommodations, if any, would make it easy for you to attend this event?” is one example of how you can ask. And again, start asking your planning and logistics questions BEFORE you book your venue. One important one is “Are there ramps for a wheelchair-using speaker to get to the stage?” You can find a good resource of additional questions to ask starting here.

Finally, just because there are no curbs, or because the venue is legally ADA accessible, doesn’t mean your event is safe for a wheelchair user. We recently attended a presentation on Accessibility in Travel, where a wheelchair user described being assigned to stay in a hotel where she couldn’t open her room door by herself, from the inside. When asked, the front desk said she could call them whenever she wanted to leave her room. But what if there was a fire? Clearly, “just following ADA” is not enough. We all need to do more, such as spending more time evaluating the actual attendee journey through the space, not just checking off boxes.

Outdated concepts and wording

Sadly, this example of making guests feel excluded is still common. When attendees eagerly click on your event website, or registration form, is there anything there that would make them feel like this conference isn’t for them? One example I see often is titles on a registration form such as Mr. and Mrs. If all I see is Mr. and Mrs. as the choices, I feel left out because neither one describes me.

While many people use these titles, it’s true that “Mrs.” in our current society refers to marital status, and in a business setting, there’s no reason to ask women to declare their marital status. while leaving Mr. as the default for men, without any kind of denotation. Probably a whole dissertation could be written about why there is no version of “Mrs.” to denote a married man, in our society. What to do? A couple of ideas: Avoid titles altogether and instead, ask for first and last name, and pronouns. Or do all of the former and allow multiple choices and fill-in options for the title, such as Dr., Mr., Ms. or Mx.

Online Accessibility

Just like physical accessibility, online accessibility involves allowing everyone, not just sighted or hearing folks, the ability to enjoy your content and use your registration form. If someone with low vision, or a Blind or Deaf person can’t get to your registration form, then how will they attend? It’s a real problem and if your goal is to be inclusive and attract a diverse audience, you must consider disability. Thankfully there are lots of tools to make your visual content readable by a screen reader, so a person with vision disability can have it read to them. And vice versa – there are lots of tools to create captioned content for photos and videos, so hearing-impaired people can access your event sound content. One of the resources for finding these that we like is at MabelyQ – they’re a resource helping organizations improve access for people with disabilities. We recently took their course “Accessibility Made Easy“, and we realize we have a lot of work to do. Even looking at my own web theme at ejpevents.com, there is a lot that needs fixing, starting with text color contrast in my own, low-vision opinion. From adding alt text to photos, to using #CamelCase for hashtags, the resources out there have been useful and important to learn.

Online accessibility is also related to other ways of including everyone. By offering an online component of your event, whether it’s a selected number of livestreams or a full hybrid version, you’re making events more inclusive and accessible to attendees with a caregiving responsibility, such as mothers; the immunocompromised or at-risk populations who are still told to avoid large groups due to COVID; and those for whom traveling to an event would pose a barrier. Consider virtual or hybrid options to increase your attendee reach and inclusivity.

Excluding introverts and the neurodiverse.

This is something, as an event planner, I have struggled with for many years. As someone who gets energy from one-on-one contacts, and can feel depleted having to connect with many people all at the same time, I’ve realized over time that I identify as introverted. It’s common for me to need extra time to process information, to desire to skip small talk, and jump right into deep discussion of a topic. These might sound like liabilities in the workplace. On the other hand, what clients and colleagues stand to gain from these traits, is they receive more authenticity, well-thought-out opinions and guidance, and meaningful interaction. Glen Cathey, SVP of Digital Strategy and Innovation at the staffing agency Randstad, has a wonderful presentation about introversion at work called Introversion: The Largest Neurodiversity Category In Sourcing, Recruiting, Diversity and Inclusion. Unfortunately, because introverts are in the minority, our society and events tend to be built for assertive, “sociable”, and talkative people who have the tendency to seek stimulation in the company of others, leaving introverts (1 in 3 people) feeling left out and excluded. While introversion is not officially yet considered a category of neurodiversity, both Cathey and others, such as Sam Sheppard, advocate for including introversion as a part of any organization’s strategy to include the neurodiverse, and I agree.

And let’s talk about the more well-known neurodiversity identities, which are just as, if not more important, to accommodate at events if you truly want to work towards making events more inclusive. How do we serve those who are on the autism spectrum? How do we design for those with sensory issues or other neurodivergent traits?

What can you do? Learn, learn, learn, and then take action. We love the resource from GoogleXi called The Neu Project, which explores the topic of neurodiversity and helping create events that embrace all neurotypes. We recently heard Naomi Clare, one of the leaders on this project, speak at CMP Advance in New York, and she provided us with a Guide to Neuroinclusion which contains a wonderful A-Z toolkit of what you can actually do, starting now, on your path to making events more inclusive.

Affordability

Affordability of events, in my experience, has only recently become part of the conversation of inclusivity. However, as a child of immigrants, and someone who identifies as “1st Gen” (being the first generation in your family to meet a major life milestone, such as going to college in the US), I’ve witnessed firsthand how affordability can be a real issue in attending events. While there has been some consideration of affordability at events, most often in community and nonprofit events, the affordability question is now being addressed by more corporate and business events as well. This is important when we think about the history of racial inequity in this country, and how financial and monetary resources, and paths to generational wealth, have been inequitably distributed or just outright stolen, removed, or legislated out of the hands of marginalized groups. This Twitter thread from Ebony Elizabeth Thomas, an associate professor at University of Michigan, clearly outlines many of the major issues of affordability and events.

What can you do? Here are a few ideas and you’ll need to consider your event’s business model.

  • Offer a sliding scale or path to reduced or free participation.
  • Get sponsors to host scholarships or awards that come with a comped registration.
  • Pay speakers the cost of their travel plus an honorarium, so you’ll have access to all kinds of talent no matter their financial situation.

Sometimes, stakeholders will say, “There isn’t a budget for this.” However, my experience is that where there’s a will, there’s a way. Consider how you’re apportioning your entire budget. Do you have budget for conference swag, luscious decor, or other items, but not a few scholarship or student/low-income registrations? Did you pick a venue that leaves you no margin? Why is that? Can you sharpen your event planner pencil and find a place for your priorities? Your budget will show what the goals and priorities of your event are. If inclusivity is one of those goals, you and your budget will find a way.

I hope you find this blog post helpful! EJP Events works to include many of these methods of thinking when we are working with our clients. If you find these methods would be helpful for your event, I hope you’ll reach out.

Dry January, and alcohol-free options for your event

Image: Illustration of Man in suit holding out hand to refuse an alcoholic drink
From an old Soviet anti-drinking poster.

There has been a “Dry January” trend over the last decade of either cutting out or dialing back alcohol consumption in January. It’s a reaction against the overindulgences of the holiday year and a way to have a fresh start for the new year. As alcohol consumption has increased over the last two years due to pandemic and other stresses, now is a good time to be questioning your alcohol intake.

The concept of a sober, or dry January, started in 2013 in London. It’s part of a broader campaign called “Mindful Drinking”, which aims to rethink our approach to alcohol without quitting it completely. Ruby Warrington, who wrote the book “Sober Curious: The Blissful Sleep, Greater Focus, Limitless Presence, and Deep Connection Awaiting Us All on the Other Side of Alcohol” said in a recent New York Times article that “interrogating one’s drinking habits often leads people to adopt more mindful drinking strategies.”

There are definite benefits to drinking less. Alcohol is expensive, so cutting down is a great way to save money. Less drinking can lead to better sleep, better overall health, and can help with anxiety and depression.

But if you are used to having a drink or two on most days of the week, it can feel daunting to give up alcohol for a period of time, even if the period is relatively short. Several organizations, like the one who started Dry January, Alcohol Exchange UK, offer apps and coaching emails to support the decision. And it’s best not to approach the challenge as an absolute: take it one day or week at a time. It’s OK if you end up enjoying an alcoholic beverage during the challenge.

And there are ways to make cutting back on drinking easier, like exchanging alcoholic drinks with a non-alcoholic equivalent.

A good place to start is with beer. If your only experience with NA Beer is O’Doul’s, you’ll be relieved to know that now there are more and tastier options out there. Athletic Brewing serves up a selection of craft beer styles like India Pale Ale (IPA.) Clausthaler has been brewing German style NA beers for fifty years.

If spirits are your thing, Zero Proof offers booze-free rum, gin, tequila, and whiskey alternatives. Spiritless has their own alcohol free take on bourbon. For lovers of fermented grapes, Surely has non-alcoholic wine.

Are these options not available to purchase in your area? Since these products either don’t contain alcohol or a negligible amount (under 0.5% alcohol by volume), they don’t suffer the same shipping restrictions that actual alcoholic beverages encounter. You can buy many of these drinks directly from their manufacturer, or find an online store that specializes in booze-free booze, like Sipple.

You can still accessorize your non-alcoholic beverages. Groovy Guy Gifts offers up personalized decanters for your spirits-free spirits, while their “sister” company Bridesmaid’s Gifts offer insulated stemless wine glasses for your alcohol-free pinot!

And alcohol-free options should not just be limited to one month! With the hopes of weddings and more in-person events returning this year (fingers crossed), one should think about options for their non-drinking participants. Emphasizing alcohol without giving options for those who aren’t imbibing can make people feel unwelcome. And being unwelcoming is no way to have an event! So consider some of the “dry” options listed above in addition to the normal alcoholic beverages. Your teetotaling guests will thank you!

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Event planner podcasts to motivate and inspire

EJP Events has recently been featured on a few event planner podcasts, so we’d like to share them with you! I hope you give these worthy programs a listen and let me know what you think.

Image ID: a banner with the text "Events:Demystified", and an image of a woman in business attire with her hand on her chin, leaning on a sound mixing board. This is one of the popular event planner podcasts available.
Tree-Fan Events produces the event planner podcast, “Events: Demystified”.

Events: Demystified

Here’s the first one, from March 2021: The show is called (in-person, virtual & hybrid) Events: Demystified. We’re on Episode 31: The Importance of Time Management and Friendors When Planning a Virtual Event . Anca Trifan of Tree-fan Events has been leading this podcast for over 2 years, and it was so great to work with her on a large virtual event, then to go on her show and talk about it.

Image ID: a black banner with the words "Miracle Workers: A Podcast for planners, by planners." (This is one of the popular event planner podcasts available.)

Miracle Workers: A Podcast for Meeting Planners by Meeting Planners

And the other, from July 2020. This show is called Miracle Workers: A Podcast for Meeting Planners by Meeting Planners. Episode 14, Using Events To Change The World. Amanda and Darryl have been producing Miracle Workers since 2019 as well, and their topics range from “Wi-Fi pricing to last-minute requests for kosher, vegetarian, gluten-free, low-salt meals.” The episode we are on dealt with diversity, and why it’s important to change the world through inclusive events – right up EJP Events’s alley!

In addition to these two podcasts that EJP Events has been featured on, here is a list of some other event planner podcasts that you might be interested in, whether you are in the profession of event planning, wedding planning or production; or thinking about it as a career.

  • She Doesn’t Even Go Here: Unsolicited Musings on Life and Business. By Terrica Skaggs. Terrica is so informative and entertaining, the minutes just fly by and suddenly you’re doing more laps or miles on your treadmill just to have an excuse to listen to another ep. Highly recommended!
  • The Savvy Event Planner Podcast. We haven’t tried this one out yet, but it has been going since 2015, and covers such interesting and timely topics as Active Shooter Protocol and Event Safety; as well as International Event Planning.
  • Talk With Renee Dalo. Renee Dalo is a respected industry veteran, and invites high-level guests such as Liene Stevens, Kirsten Palladino, and Kawania Wooten to talk about everything from entrepreneurship to combating burnout.

Do you have a favorite event planning podcast you want to share? Or helpful tips on how to stay up on the latest event planning news? Leave us a comment, please!

Will and Erik’s Columbia River Gorge Wedding at Thunder Island, Cascade Locks

Two grooms ceremony walk - Columbia River Gorge Wedding
Will and Erik’s Columbia River Gorge Wedding at Thunder Island, Cascade Locks
The “Lookback” Series of blog posts features weddings that happened more than a year ago. Some are repeats, some totally new to this blog! We hope you enjoy looking back with us on these wonderful weddings.

Will and Erik’s Columbia River Gorge Wedding at Thunder Island, Cascade Locks was a wonderful celebration in the midst of the Columbia River Gorge Natural Area. The couple met in Portland, Oregon and chose to celebrate their love in breathtaking beauty surrounded by nature, the river and the foothills.

Bridge of the Gods

I loved so many details of their wedding and their planning journey. Their excellent taste in invitations and their choice of brewpub to hold our planning meetings in, just for starters! Look closely, their invitation from LetterpressPDX incorporated a blind-embossed topographic imprint of Thunder Island. 

Interesting challenges from a wedding planner perspective were:
1. The very large outdoor location. Thunder Island is a private island, about 3/4 of a mile long, attached to a public park. We made sure to provide plenty of staff and signage so it was very clear where to park, where the ceremony was, and where the reception was, as the two locations were about 3/5 of a mile apart. At the end of the event I looked at my Apple Watch and noticed that I had walked ten miles!

2. The quirkiness of being located near rail lines. Because a railroad trestle crosses the entrance to the park, vehicle clearance is only twelve (12′) feet. This is pretty low, and I wanted to make sure transport and vendors were aware so they could plan which vehicles to use. I noted this at the walkthrough and made sure to put it in huge red letters at the top of the event plan I sent to each vendor and staff member.

3. There was a definite division of warm-weather loving Californians and hardy Oregonians in attendance. We optimized for both groups by providing both indoor tables and outdoor tented seating, as well as open-air areas for celebration.

All in all, the careful planning process that included detailing out the couple’s needs, family requests, vendor logistics, and public facility regulations came together into an unforgettable day.

Finally, what you’ve been waiting for – photos and vendor list, right?