MPI
It’ s a kind of magic …
MPI CORRESPONDENT PAUL COOK EXPLORES THE IDEA OF CREATING INCLUSIVE EVENT ENVIRONMENTS
I s there some kind of science or magic behind designing successful inclusive events? This is a question I keep asking as events continue to evolve and become ever more sophisticated.
Inclusivity at events is simply about creating an environment where everyone feels welcomed and valued.
At the most basic level, all attendees and stakeholders need to be able to hear and see the event content. For example, it means looking from all angles and taking measures to ensure people have adequate lines of sight to the stage, without obstructions in their way. It means choosing plenary and breakout rooms that have good acoustics, where the sound is clear and the volume doesn’ t rise uncomfortably.
It also means having content that’ s in the language of the attendees. That sounds expensive, but it can be affordable with AI translation.
All event sessions must be designed with consideration for both visible medical conditions and invisible neurological conditions. And let’ s not forget that there are people from different cultures, generations, and with different personality traits amongst attendees. As designers, are we considering their needs, or are we designing events for ourselves?
Carlos Oliveira, global events strategist with Carlos Oliveira Events, says:“ There’ s a growing recognition that true inclusivity isn’ t just ramps and captions but about designing environments where people of all cognitive styles, sensory needs and lived experiences feel welcome, supported and able to thrive.”
He’ s not alone; legislation around the world on accessibility is appearing that supports this attitude.
“ Let’ s not forget that there are people from different cultures, generations, and with different personality traits amongst attendees. As designers, are we considering their needs, or are we designing events for ourselves?’”
The European Accessibility Act( EAA) is a good example and came into force on 28 June 2025. It has a clear focus on digital accessibility. It applies to any organisation based anywhere in the world that hosts an event or provides services to it in the European Union.
Food and drink Regulations regarding food and drink are here as well. This plays a part in food inclusivity. Jenny Ng, CMP, event planning senior manager for National Co-op Grocers, is seeing increased awareness around food inclusivity at events, especially when it comes to allergies, dietary restrictions, and cultural needs:“ I would love to see full ingredient labelling become standard practice.”
Moving from plant-based inclusion to place-based inclusion, Khris Baizen, senior director of production sales for EnCore, believes meeting hosts are leaning into place-based inclusion. He says:“ It’ s about honouring the cultural and historical stories that were already there, long before our networking happy hours, and hashtags showed up. Truly inclusive events don’ t just connect people but respect the ground they stand on and the people who’ ve cared for it. Inclusion can’ t be a single panel or just a feel-good side session.”
Gary Murakami, vice-president of global sales and industry relations for Teneo Hospitality Group, adds:“ Leaders in today’ s meeting industry are building experiences grounded in equity, inclusivity, and belonging; they’ re creating inclusive events that acknowledge the complex world we’ re living in.”
There’ s no magic trick to creating inclusive event environments; we already have the answers, if we keep valuing the differences that we all bring. n
n All contributors featured are members of MPI’ s Equity, Diversity & Inclusion( EDI) Advisory Committee.
ISSUE 138 / CONFERENCE & MEETINGS WORLD / 19