Diversity and inclusion has become one of the event industry’s most talked-about – and essential – topics.

But beyond the buzzwords, there’s growing recognition that genuinely inclusive events drive better engagement, spark innovation and create more meaningful experiences for everyone.

Today’s event attendees expect inclusion to be embedded across every element of your event – and they’ll be quick to tell you if it’s missing. So it can’t be just about ticking boxes.

Alex Palmer, founder of Kina Events, said:

Inclusive events don’t just happen – they’re built through curiosity, collaboration and conscious decision-making.

“When every detail is designed with inclusion in mind, you create more than just a successful event; you create a space where people feel seen, heard and valued. And that’s when the real magic begins!”

So, what does an inclusive event look like – and how can you ensure your guests feel welcomed, represented and supported? 

Read on for our expert advice:

What makes an event inclusive?

An inclusive event is where every delegate feels safe, respected and empowered to participate fully.

It means planning for physical, mental and emotional accessibility in every aspect – from venue selection and session formats to signage and catering.

It’s also about creating an environment where all guests feel equally welcomed, appreciated, and encouraged to engage in sessions, networking and every part of the experience.

Start with inclusive planning

Inclusion starts behind the scenes. From the beginning, build a planning team that reflects diverse backgrounds, roles and experiences.

This will help challenge unconscious bias, bringing in ideas and perspectives you may not have considered.

Pre-event insight: know your audience

Understanding your audience is key, so speak with past or potential attendees from underrepresented communities. It’s always better to ask than assume.

You can use these conversations alongside simple pre-event surveys to gather key information on:

• Accessibility needs
• Dietary restrictions
• Neurodiversity considerations
• Preferred names and pronouns.

Be transparent about why you’re asking and how the information will be used to encourage engagement and honest responses.

If your event is hybrid, don’t forget to check the virtual experience is just as inclusive as the physical event. Captions, recordings and interactive tools can help ensure a positive experience for all of your participants.

Venue accessibility

Choose a venue that is:

• Wheelchair-friendly (with ramps, lifts and wide aisles)
• Equipped with accessible toilets
• Well-connected with easy access to public transport links
• Welcoming to service animals (with water and rest areas).

Gender-neutral toilets should also be signposted and included in floor plans to ensure the dignity and comfort of all your guests.

We recommend always visiting the venue in person to evaluate whether it provides everything your attendees need.

Create space for everyone

Events can be overwhelming, so your guests will welcome:

• Calm, sensory-friendly zones with soft lighting
• Mindful breaks: meditation, crafting or digital detox spaces
• A mix of high- and low-energy activities, such as team challenges, creative workshops and low-pressure sessions.

It’s important to balance entertainment options, too – for example, you can pair DJs or live music with acoustic sets or quieter zones for guests who need a breather.

Communication that includes everyone

Use inclusive, non-gendered language throughout signage, speeches and written materials.

Also consider:

• Live captions
• British Sign Language (BSL) interpreters
• Induction loops
• Braille and high-contrast signage
• Multilingual materials where appropriate

It can also help to provide verbal descriptions of any visuals and provide support staff to assist those with hidden disabilities.

Allow attendees to display pronouns and preferred names on badges: a small gesture with a significant impact.

Representation matters: speakers and content

Your speakers should also reflect a spectrum of genders, races, ethnicities, abilities and backgrounds.

Ask yourself:

• Are there diverse voices on stage?
• Is language inclusive and respectful?
• Are all attendees encouraged to contribute?

When delegates see themselves represented, it builds connection, credibility and trust – and sparks deeper conversations.

Support and safety

Ensure the well-being of all guests by offering:

• Clearly identified first aiders and mental health support
• Well-communicated emergency procedures
• Information about local health and wellbeing services.

This will give everyone peace of mind, especially those managing health conditions.

Respect cultural and religious observances

Before locking in your event dates, cross-reference major religious and cultural holidays.

For example, planning a lunch event during Ramadan could unintentionally exclude Muslim guests.

Inclusive catering

Your catering should be as diverse as your attendees. Work with caterers to provide:

• Vegan, vegetarian, halal, kosher and gluten-free options
• Nut-free and allergen-aware meals
• Non-alcoholic drink options as standard.

Collect dietary preferences well in advance to ensure all guests feel comfortable and cared for.

Encourage feedback

It’s vital to build in multiple ways to collect feedback from your attendees. These might include:

• Anonymous forms
• In-person comments
• Digital surveys (via QR code)

By asking guests for their input and using it to improve future events, you show their views are valued.

If you have any questions or would like some help planning your business events, please contact the Kina Events team on 0207 205 7901 or send us an email.