15 Top Recommendations for Making Events More Inclusive and Accessible

"DEI consultants, what are your top recommendations for making events more inclusive and accessible?”

Here is what 15 thought leaders had to say.

Plan Global Diversity From Day One

Based on our experience at INS Global organizing international HR events, one of my top recommendations for making events more inclusive and accessible is to always plan with global diversity at the center from day one. Since our audience includes attendees from different countries, languages, time zones, and cultural backgrounds, we approach inclusivity from several angles:

Local champions: For events like SEA Asia (Singapore) or Dream Worldwide (Jakarta), we always try to work with trusted local partners who know the community, help us understand local sensitivities, and ensure we're creating a welcoming space for all attendees — not just international visitors, but local participants as well.

Language accessibility: Many of our attendees are non-native English speakers. We make sure to simplify communication, provide materials in multiple languages when possible, and offer interpreters or translation tools during sessions.

Hybrid formats: Offering both in-person and online participation allows us to include people who may face travel restrictions, budget limitations, or personal constraints — which is a key factor for accessibility.

Cultural awareness: Small details matter — like being mindful of local customs, religious holidays, dietary needs, or prayer spaces. We always gather local input to avoid blind spots.

Networking & social experiences: We've learned that part of the value for attendees is not only the sessions but also the full international experience — organizing optional local tours, cultural outings, and informal networking helps create a more open and inclusive atmosphere where people connect across backgrounds.

Pre-event communication: Many people feel more included when they know exactly what to expect: clear agendas, dress codes, accessibility options, and contact persons for special requests. We've found that proactive communication reduces anxiety and makes the event more accessible to everyone.

Continuous learning: After each event, we collect detailed feedback about inclusivity, accessibility, and overall experience. It helps us improve constantly and adapt to the evolving needs of global attendees.

Ion Oyarzun, Marketing specialist, INS Global

Accessible Design Boosts Metrics for All Users

Through 10+ years of scaling businesses, I've learned that accessibility isn't just about compliance—it's about expanding your customer base. When we implemented ADA compliance for one of our retail clients, they saw a 12% increase in conversions because the site worked better for everyone, not just users with disabilities.

The biggest revelation came from our chatbot work. We finded that features designed for accessibility (like keyboard navigation and clear visual hierarchy) dramatically improved the experience for elderly users and people in noisy environments. One dental client's appointment bookings jumped 30% after we optimized their chatbot for screen readers because the cleaner interface helped all users steer faster.

For events, I always recommend starting with your registration technology. We rebuilt a conference client's signup process with proper form labels and logical tab order—basic accessibility features that also reduced abandonment rates by 18% across all users. The same principles that help someone using assistive technology will help someone registering on their phone in poor lighting.

The data consistently shows that accessible design improves metrics across the board. Better color contrast helps everyone read your content, clear navigation helps everyone find what they need, and multiple communication channels ensure no one gets left out regardless of their preferred interaction style.

Seth Gillen, Owner, Sierra Exclusive Marketing

Treat Inclusivity as Core Business Practice

In my role leading e-commerce and digital marketing teams for major companies, and more recently as President of ECDMA, I have seen firsthand how events can fall short on inclusion and accessibility, often unintentionally. The most effective approach is to treat inclusivity not as a side program, but as core business practice - a direct extension of your brand’s operational excellence and commercial ambition.

To start, event planning should run on data, not assumptions. At ECDMA, we gather attendee feedback and analyze participation patterns to understand who engages, who does not, and why. This allows us to make targeted adjustments rather than rely on generic solutions. For example, providing remote participation options is only effective if the platforms are genuinely accessible and tested with real users who have different needs.

Physical and digital access need equal attention. In consulting global organizations, I have seen how venue selection, signage, and even session timing can unintentionally exclude people. Small details matter - clear wayfinding, accessible restrooms, and flexible meal options are not trivial. On the digital side, accessible registration portals and captioned livestreams are now business basics, not extras.

Representation on stage and in the planning process is another area where I’ve driven impact. At ECDMA Awards, we have found that inviting speakers and judges from varied professional and demographic backgrounds not only enriches the conversation but also signals genuine openness. This drives stronger attendance and better engagement metrics, which are ultimately what sponsors and stakeholders care about.

I encourage my clients to treat inclusion as a measurable input to event ROI. For example, tracking how many first-time attendees return, or how networking outcomes vary across groups, provides actionable insight. This is not just the right thing to do, it’s good business: more inclusive events consistently show greater reach and higher satisfaction ratings.

Ultimately, inclusivity and accessibility succeed when they are part of the operational DNA, not an afterthought. When companies take a strategic, feedback-driven approach - and are willing to make practical adjustments - they build events that attract broader audiences and deliver stronger business results.

Eugene Mischenko, President, E-Commerce & Digital Marketing Association

Create Nervous System-Friendly Events for Everyone

While I'm primarily a trauma therapist, I've organized numerous professional trainings at Pittsburgh Center for Integrative Therapy and noticed that trauma-informed approaches dramatically improve event accessibility. The biggest game-changer has been creating what I call "nervous system-friendly" environments that benefit everyone, not just trauma survivors.

I redesigned our EMDR training format after realizing traditional all-day workshops were overwhelming participants. We now offer multiple shorter sessions with longer breaks and quiet spaces for regulation. Our completion rates jumped from 78% to 94% because people with anxiety, ADHD, sensory sensitivities, and trauma histories could actually stay engaged.

The most unexpected insight came from incorporating Polyvagal Theory principles into event planning. Simple changes like dimmer lighting options, designated quiet zones, and advance detailed agendas help people's nervous systems feel safe. When we started sending participants detailed environmental information beforehand (room layout, sound levels, break schedules), our post-training feedback scores increased significantly.

From my somatic therapy training, I learned that physical safety directly impacts cognitive accessibility. We now include movement breaks, offer standing/sitting options, and provide sensory tools like fidget items. These accommodations helped our most recent ethics training accommodate therapists with chronic pain, PTSD, and neurodivergence without anyone feeling singled out.

Lauren Hogsett Steele, Therapist, Pittsburgh Center for Integrative Therapy

Start With Intentional Planning for True Inclusion

As a retired event planner who works with culturally diverse clients, my top recommendation for making events more inclusive and accessible is to start with intentional planning. Inclusion is not just a checklist, it begins with who is at the table and how their needs are considered from the start. That includes working with diverse vendors, being mindful of representation in marketing, and ensuring that every guest feels seen and valued.

Accessibility should never be an afterthought. Ask about dietary needs, ensure physical spaces accommodate all bodies, offer materials in multiple formats, and be mindful of cultural and religious practices. Inclusion is about creating space for people to participate fully and comfortably. When done right, it leads to events that are not only more welcoming but also more meaningful.

Jody-Ann Rowe, Founder & CEO, EC Marketing Agency

Choice Architecture Eliminates Awkward Accommodation Conversations

I've finded that the most overlooked inclusion barrier at workplace events is how we handle invisible struggles. When Bloomsbury PLC asked me to train their managers, we redesigned their company retreat format to include quiet spaces and flexible participation options. Attendance from parents dealing with postpartum depression increased by 40%.

The breakthrough came from implementing what I call "choice architecture" - giving people multiple ways to engage without explaining why they need accommodations. Instead of forcing networking dinners, we offered walking meetings, virtual participation options, and structured small group discussions. This eliminated the awkward disclosure conversations that kept struggling parents away.

My biggest learning from working with HR directors is that accessibility announcements often backfire. When we stopped highlighting "special accommodations" and just built flexibility into the default event structure, participation from employees dealing with pregnancy complications or child bereavement doubled. Nobody had to out themselves as needing help.

The data shows that designing for parents facing mental health challenges automatically makes events more inclusive for everyone. Our evidence-based approach at Know Your Mind proves that when you solve for the most constrained participants, engagement across all demographics improves.

Dr. Rosanna Gilderthorp, Clinical Psychologist & Director, Know Your Mind Consulting

Design From Multiple Perspectives From Day One

While I'm primarily a therapist, creating inclusive therapeutic environments has taught me critical lessons about authentic inclusion that translate directly to events. In my practice at Revive Intimacy, I've learned that true accessibility starts with examining the emotional and psychological barriers people face, not just physical ones.

The most powerful change I implemented was restructuring intake processes to eliminate shame-based language entirely. Instead of asking clients to "disclose" their sexual orientation or relationship structure, I use affirming language like "help us understand your relationship constellation." This single shift increased LGBTQIA+ client retention by over 60% because people felt genuinely welcomed from first contact rather than merely tolerated.

For events, this means auditing every piece of communication—registration forms, speaker introductions, even restroom signage—for language that assumes heteronormative, able-bodied, or neurotypical experiences. I've seen conference attendance from marginalized communities double when organizers replaced "ladies and gentlemen" with "everyone" and offered quiet spaces for sensory breaks.

The breakthrough insight from my multicultural therapy work is that inclusion isn't about adding accommodations—it's about designing from multiple perspectives from day one. When I developed group therapy protocols, I involved clients with different cultural backgrounds and neurodivergent experiences in the planning phase. The resulting format worked better for everyone, including participants who never identified as needing accommodations.

Utkala Maringanti, Owner, Revive Intimacy

Live Captioning Boosts Engagement Across Communities

Running Game Host Bros has shown me how small technical details can completely exclude entire communities, which is why I'm confident talking about event accessibility. One specific example is when we added live captioning to our launch webinar. After implementing real-time captions, attendance increased by 25 percent and engagement from people using hearing aids or learning English improved significantly. Getting this right means choosing captioning software that syncs smoothly with your streaming tools and assigning someone to monitor and correct errors on the fly. Without clear captions, many people end up straining to follow conversations or dropping out entirely. Making accessibility tools like this part of your event from day one and testing them thoroughly creates a welcoming space where everyone can participate fully. That level of care opens doors for voices that would otherwise go unheard and makes the event stronger for everyone involved.

Hone John Tito, Co-Founder, Game Host Bros

Inclusive Events Expand Market and Drive ROI

About half of the U.S. population is female, 42% are non-white, and roughly 13% live with a disability. That's a massive, often under-engaged event audience. Making events more inclusive and accessible can expand your total addressable market by up to 30%—driving stronger business outcomes through increased participation, deeper engagement, and broader brand reach.

To capture this opportunity, provide live captioning and translation, ensure your venues and digital platforms meet accessibility standards, and design experiences using diverse audience insights. Research consistently shows that inclusive events see higher attendance, greater satisfaction, and stronger ROI. By connecting with this wider customer and talent base, inclusive events don't just boost reputation—they generate measurable revenue and create long-term competitive advantage.

Joseph Santana, CEO, Joseph Santana LLC

Multiple Format Options Increase Participation by 40%

I've organized hundreds of recognition events through Rocket Alumni Solutions, and the biggest accessibility wins come from rethinking your default assumptions. When we started offering virtual Q&A sessions alongside in-person events, our participation jumped 40% because people with mobility issues, caregiving responsibilities, or geographic barriers could finally join.

The most impactful change was switching from lengthy evening galas to shorter afternoon celebrations with multiple format options. We saw donor retention increase 25% when we offered both livestreamed and recorded versions of our awards ceremonies. People could engage when it worked for their schedules and accessibility needs.

For physical events, I learned to budget for ASL interpreters, large-print materials, and dietary accommodations upfront rather than as afterthoughts. One school we worked with saw their donor diversity increase dramatically after implementing these basics. The key insight: accessibility features help everyone - closed captions benefit people in noisy environments, not just those who are deaf.

The data doesn't lie - our most inclusive events consistently outperform traditional formats by 30% in both attendance and follow-up engagement. Start with simple changes like offering multiple ways to participate and asking attendees about their needs during registration.

Chase McKee RAS, Founder & CEO, Rocket Alumni Solutions

Visual Storytelling Breaks Down Language Barriers

I've learned from building interactive recognition displays that the biggest inclusion barrier is actually how we present information, not just who we invite. When we shifted from text-heavy displays to visual storytelling with photos and videos, engagement from non-English speaking families at our partner schools increased by 60%.

The game-changer was making our touchscreen software work seamlessly across devices - phones, tablets, large displays. This meant someone's grandmother could explore their grandchild's achievements from her nursing home while the family attended the ceremony. We saw a 35% spike in family participation once people could engage remotely on their own devices.

I always tell clients to design recognition moments that don't require physical presence or specific timing. Our most successful school events now feature QR codes that link to personalized alumni stories, so people can participate before, during, or months after the actual event. The data shows this approach doubled our repeat engagement rates.

Budget for technology accessibility from day one, not as an add-on. We learned this when one of our displays needed screen reader compatibility - retrofitting cost three times more than building it in originally. Now every interactive display we create works with assistive technologies by default.

Chase McKee THF, Founder & CEO, Rocket Alumni Solutions - Touch Hall Of Fame

Ensure Content Reflects Diversity of Participants

Start with the basics. Understand the needs of your audience. Accessibility features, like sign language interpreters or captioning, should be standard for all events Also, physical accessibility needs to be factored in—things like ramps, elevators, and designated seating areas for people with disabilities. But beyond that, creating an inclusive environment means considering the diversity of your participants and ensuring that content and interactions reflect that.

During a recent event I hosted, I made sure that all materials were available in multiple formats like written, audio, and visual. We also made sure to have a diverse panel of speakers to represent a broad spectrum of viewpoints. We go above and beyond to ensure everyone feels welcomed and valued.

Dorian Menard, SEO Strategy Director and Founder, Search Scope

Capture Accessibility Needs During Initial Registration

While I'm not a DEI consultant specifically, running a multi-location psychology practice has taught me that true accessibility starts with your intake process. We eliminated waitlists entirely because families dealing with neurodevelopmental concerns can't afford to wait months for answers.

The game-changer was switching to both in-person and online assessment options. Our client satisfaction jumped significantly because parents no longer had to choose between work obligations and their child's evaluation. We also send detailed preparation materials 48 hours before appointments, including photos of our offices, so autistic clients and those with anxiety know exactly what to expect.

Staff training made the biggest difference in our inclusivity outcomes. Every team member learns neurodiversity-affirming language and approaches before interacting with clients. When our Goldman Sachs cohort visited our Sacramento location, they specifically noted how our environment felt welcoming to all neurotypes rather than just "accommodating" differences.

The most practical tip: design your event registration to capture accessibility needs upfront, not as an afterthought. We ask about sensory preferences, communication styles, and support needs during initial contact. This prevents the awkward scrambling that happens when someone shows up needing accommodations you didn't plan for.

Erika Frieze, Owner & CEO, Bridges of the Mind

Gather Data Before Planning Your Event

I always recommend starting with a clear understanding of who your attendees are and what specific needs they might have. As someone who's built platforms like EOR Overview to simplify global employment, I know how vital it is to account for diverse perspectives from the outset. Before planning an event, I gather data on attendees, cultural backgrounds, accessibility requirements, language preferences, and even time zones if it's virtual. This helps ensure the event feels welcoming to everyone. For example, I once worked with a client who assumed English-only materials would suffice, but after surveying attendees, we added multilingual options, which significantly boosted engagement.

I prioritize accessibility as a core component, not an afterthought. Physical venues need ramps, wide doorways, and braille signage, while virtual events require closed captioning and screen-reader compatibility. I've seen companies overlook these details, only to alienate participants who could've brought immense value. A practical step I take is consulting with accessibility experts during planning to catch gaps early. It's about creating an environment where everyone can participate fully, whether they're in the room or joining remotely from another country.

Robbin Schuchmann, Co-founder & Global Employment Expert, EOR Overview

Skills-Based Framing Eliminates Mental Health Stigma

As Academy Therapist for Houston Ballet, I've learned that the biggest accessibility barrier in performance-oriented environments is mental health stigma. When we redesigned their company events, we stopped treating therapy and mental wellness like dirty secrets that needed separate "mental health sessions."

Instead, we integrated performance psychology directly into regular training workshops. Dancers could learn anxiety management techniques alongside technical skills without feeling singled out for struggling. This approach increased workshop attendance by 60% because mental skills became normalized as part of elite performance rather than remedial help.

The game-changer was creating what I call "skills-based framing." Rather than asking "who needs anxiety support?" we taught everyone breathing techniques for stage presence and focus strategies for auditions. This eliminated the disclosure barrier completely - everyone benefited from mental performance tools regardless of their specific struggles.

My work with high-performing athletes showed me that when you frame mental health skills as performance improvement rather than problem-solving, participation skyrockets across all demographics. The elite performers who were previously too proud to seek help became the biggest advocates for these integrated approaches.

Kelsey Fyffe, Owner & Founder, Live Mindfully Psychotherapy