P.S.A. - How To Design A More Inclusive Event
Producing events can be challenging as you always have so much to do. The task list seems never ending. It can be easy to overlook a few key design & programming changes that create more inclusive environments. Your guest experience still needs to be top of mind. This is especially true when you’re hosting a corporate event designed to engage current and potential clients.
We’re sharing some of our top tips for designing business focused events that cater to (almost) everyone. We’ve seen many events deliver poor experiences because of some simple oversights. Don’t let that be you!
Mind your noise levels.
Are you handing out earplugs at your events? Is it a concert? No? Then why is it so loud that I can’t have a conversation? The goal of most events is for people to connect. Attendees are there to learn more about your brand, your team, and each other. Don’t create obstacles to these conversations.
Do a full venue sound check. This includes backstage, bathrooms, kitchens, entryways, etc.
Make sure that the sound levels allow for team members to easily give instructions and direct people flow.
If you have a DJ - have them walk around the room when they first start to play. This will help them understand how the room is experiencing the music levels.
Accessibility is more than a ramp.
It all starts with the venue. Is it located near public transit? Does the street or sidewalk have massive potholes? Are there options for people with mobility issues? Does the venue have enough space for wheelchairs? Paying attention to the way people move through a space will help inform you of ways you can improve the experience.
If your venue is in a location with rough or uneven terrain, find a way to fill in holes or lay a temporary pathway or floor. Not only does this provide easier access to everyone, it prevents injuries, which is great for your insurance.
Have clear signage for directions, have direct lighting, and have someone available to offer support to someone that might be having trouble.
Arrange the venue seating and table/booth placements so that people have enough room to easily navigate without bumping into objects or people.
Can everyone eat without dying?
We know that food allergies have become more common. It’s easy to try to lump in one person’s version of a food sensitivity or aversion with someone else’s medical issue. Take the time to understand the needs of your attendees. Know the difference between gluten free, soy free, nut free, vegan, vegetarian, halal, kosher, etc.
Make note of common food allergies like nuts & soy. These can be removed from all menu options.
Provide options for vegans. Everyone can eat a vegan option, but vegans cannot eat a meat or dairy option.
Alcohol can make for a messy attendee experience. Make sure to provide sufficient water and other non-alcoholic beverage options.
Work with a trusted caterer to help guide you through these decisions. The right partner is an asset and won’t burden you with too many questions.
Be the ultimate connector - provide structure.
Not everyone is a people person. However, businesses are based on relationships. Everyone has a different way to approach relationship building. Provide some options and structure so that everyone in the room has a method to connect that works for them.
The badges you provide can open conversations for you. Add color coding to identify people who are there for different reasons: to meet a new vendor, to meet a new business partner, to meet other entrepreneurs who can help you expand your networking.
Provide quiet corners with a game or task. Introverts still want to meet people, they just need smaller and quieter zones to do it. Gamify the experience by providing a game such as a 3D puzzle or a table full of Thank You cards they can use to hand to people they meet.
Provide easy talking points at key gathering zones. These can be playful or serious. The goal is to create a moment for people to want to engage with each other.
Signage, Signage, Signage
We’ve entered the world of QR codes as the ultimate information dissemination tool. While this is efficient in a lot of use cases, it doesn't make sense for all needs. Can you imagine a restroom sign that has a QR code available to scan and no clear instructions? Who wants to pull out their phone to access a stall?
Have clear signage for all needs. This includes using a simple font (not a highly stylized script) and sized large enough to read without squinting.
Directional signage should have arrows pointing to your destination.
Menus should have all ingredients listed so that people can determine which foods are safe for them to eat.
Agendas can be placed in one centralized location as well as printed for each guest.
The best way to design events that make your attendees feel welcome and valued is to understand who they are and what their needs are. A popular method to gather that information is providing a needs form when people register. This saves you the trouble of too much guesswork. Your guests will thank you for it and walk away wanting to talk about their experience, which is always the goal.