Making Networking Events More Inclusive

Want an effective, low-cost way to make your events more accessible? Try offering an Accessibility Pre-Event Checklist! 🌟 This checklist gives all attendees a heads-up on essential accessibility details, helping everyone feel welcome and prepared. Think: ✅ Accessible transportation options and venue entrances ✅ Steps for requesting accommodations ✅ Available assistive technologies (like captioning or ALDs) ✅ Information on accessible restrooms, quiet zones, and emergency procedures An accessibility checklist helps attendees feel confident they’ll have the support they need, reducing anxiety about navigating a new space or arranging accommodations. Plus, a pre-event checklist shows your commitment to inclusion right from the start. ___________________ Here's a streamlined sample of an Accessibility Pre-Event Checklist: "Welcome! To make your experience as smooth and enjoyable as possible, we’ve put together a checklist to help you prepare and get the most out of Salesforce events. Here’s what to know: #Before You Arrive □ Accommodation Requests: If you need specific accommodations (e.g., ASL interpretation, reserved seating, mobility support), please contact our Accessibility Team at least two weeks in advance. □ Public transit routes and shuttle services with accessible features will be available on our event website. #Venue Accessibility □ Accessible Entrances: All main entrances, restrooms, and levels are accessible by wheelchair. □ Quiet Zones & Sensory Rooms: Designated quiet zones and sensory-friendly rooms are available for anyone needing a calm space. These areas are equipped with comfortable seating, low lighting, and noise reduction. #Event Technology □ Live Captions & Transcripts: AI-generated captions and real-time captions will be provided in all main sessions. Transcripts will be available in the event app. □ Event App Accessibility: Our event app is screen-reader compatible, and provides real-time updates for easier navigation. #During the Event □ Session Accessibility: Accessible seating, reserved spots for those with mobility devices, and ASL interpreters are available at key sessions. Check the app or schedule for more information. □ Meal & Break Options: Dietary accommodations are available at all meals. Attendees with food allergies or specific dietary needs can contact our team or visit the Disability Help Desk for more information." #AccessibleEvents #InclusionMatters #EventPlanning #DisabilityInclusion #Trailblazer

I attended Transform last week and it was far and away the most inclusive large conference I've attended. And yet there was still room for improvement, as there always will be as we aim to fully include everyone! I thought why not share some best practices on inclusive conferences and events for anyone who may be organizing them now or in the future. 〰 Ask for pronouns in the registration process and include them on name badges. Either only provide a space for write-in or provide diverse options like he/him, she/her, they/them, she/they, he/they, they/she, they/he, they/he/she, ze/hir, and xe/xem. For the write-in option, be sure to use language like ‘Self-identify:’ instead of ‘Other:’ which can be, well, othering. 〰 Provide space to request accommodations during the registration process. Some folks may need ASL interpretation, have allergies, be sensitive to strobe lights, need reserved seating, or many other accommodations. 〰 Choose a venue that is accessible to individuals with disabilities, including ramps, elevators, accessible restrooms, and designated parking spaces. Provide clear and legible signage to assist attendees in navigating the space and accessibility guides to support specific needs. 〰 Provide at least some (ideally all) all-gender restrooms. If your venue doesn’t provide these already, consider designating single use/family restrooms as all-gender and just make it clear using your own signage. Another option is to cover gendered restroom signs with signage that describes the layout (i.e. ‘Restroom with stalls’ and ‘Restrooms with urinals and stalls’) if your venue will allow it. 〰 Ensure diversity and representation in speakers, panelists, moderators, and presenters. Aim for a range of identities, perspectives, backgrounds, and experiences to reflect the diversity of your audience. Be sure this applies to all roles equally, not just moderators or emcees which can lead to tokenism. 〰 Create a neurodivergent-friendly environment by offering quiet spaces, providing sensory-friendly materials, and minimizing loud noises and bright lights. If you want to go above and beyond, provide fidget toys! 〰 Establish community guidelines or a code of conduct that outlines expectations for respectful behavior and prohibits discrimination, harassment, or exclusionary behavior based on identity or background. Share these guidelines before the conference and then do a quick review at the kickoff session. Enforce these guidelines consistently throughout the conference and ensure there are options for safe reporting. 〰 Provide a nursing room for breastfeeding individuals. Call it a ‘nursing room’ instead of a ‘mother’s room’ as not all mothers breastfeed and not all breastfeeding individuals are mothers. 〰 Provide various Q&A options, including traditional mic setup, QR codes, and text codes for accessibility. I'm running out of space, so continued in the comments! But would love to know, what else would you add?

How can I make my event more inclusive? Clients and other event professionals often ask me this question. As I reflect on the closing day of a spectacular 400 person conference that the Firewood Events team planned (more on that later!), I think about the ways that inclusion showed up in this event. 1. Stage access: Whether someone has a physical disability or has mobility challenges (e.g., hip replacement, sprained ankle, or broken leg), it's important to have an option to access the stage other than stairs. Adding a ramp can make a meaningful difference and make your speakers feel more comfortable. 2. Labeling food: Most event professionals are now well versed in providing a menu that accommodates vegans, vegetarians, and those with different food allergies (e.g., gluten, dairy). However, the food labels don't always match the level of thought that was put into the menu planning. Adding phrases like "VG" for vegan, "GF" for gluten-free, and "contains nuts" to the food labels can help make attendees feel thought about and potentially avoid a medical emergency. 3. Sensory room: Not all event attendees are extroverts or like to be in large crowds of people, especially after the increased percentage of people who work from home now. Have a room with dim lighting, no sound, no fragrance, and some kinesthetic activities (e.g. mini trampoline, stress balls) can be a great way for folks to take a minute to reset and rejuvenate before joining the large group. This is also important for attendees who are neurodiverse. Shout out to my colleague Zoe Moore who is an outstanding thought partner and consultant on inclusive events!