From Intention to Action: Designing Events Where Everyone Belongs
At the Event Professionals Network, we believe every person experiences events differently. True inclusion isn’t about ticking boxes—it’s about designing from the start so attendees, crews, vendors, and speakers feel supported and able to thrive.
This month’s meetup, Creating Events Where Everyone Belongs, featured Nika Brunet Milunovic (Calm Nest Collective) and Lisa Gregory (Gregory Event Services) on turning intention into action.
“Inclusivity isn’t just a checklist. It’s about shifting the mindset and designing for everyone from the very beginning.” — Nika Brunet Milunovic
12 Practical Moves For Inclusive Events:
1. Make inclusivity its own track on your workback.
Weave it through registration, marketing, food and beverage, venue operations, and every on-site touchpoint so care and access are always top of mind.
2. Plan for all bodies and brains in emergencies.
During site tours, map Areas of Rescue, wheelchair/scooter routes, and potential sensory triggers. Assign a point person trained to support those who may need extra help and liaise with responders.
3. Provide a quiet option.
Create a decompression corner with soft seating, low lighting, or gentle nature sounds—or designate a full sensory room. Pair this with short, intentional breaks between sessions to prevent overload.
4. Rethink swag — not budget.
Giveaways can double as tools for comfort. Ask partners to include tactile or fidget-friendly features like pens that click, notebooks with textured covers, or spinners.
5. Reduce anxiety with clear pre-comms.
Help attendees orient themselves before they arrive. Share photos or short videos of entrances, check-in areas, and staff attire so guests feel confident the moment they arrive.
6. Offer opt-in identifiers.
Provide Hidden Disabilities Sunflower lanyards to discreetly signal invisible needs. Explain their meaning in both pre-event communications and on-site signage to build understanding.
7. Stock simple access kits.
Place noise-reducing headphones, earplugs, and fidgets at registration, along with clear signage on how and where attendees can request them.
8. Add accessibility details online.
Make inclusion visible early. Add an accessibility section on your website, complete with route images and tactile/raised maps available on request.
9. Create wayfinding walkthroughs.
Short videos showing the path to check-in reduce “first-minute stress,” especially in large or complex venues.
10. Include sensory-trigger announcements.
Build trigger warnings for lights, sound, or effects into PA scripts so attendees know what to expect.
11. Ask early in registration.
Use registration forms to collect optional information on sensory, mobility, religious, and language needs so you can prepare accommodations in advance.
12. Support crew wellness.
Inclusivity extends behind the scenes. Schedule decompression spaces and mindful breaks for staff and vendors—because when your team feels cared for, your attendees will too.
Why It Matters
“Don’t try to be perfect. You’ll never get everything 100% right—but you can remove barriers so people feel welcomed, included, and able to engage fully.” — Nika Brunet Milunovic
When you design for well-being from the start, you create events that reflect the best of our industry: community, care, and connection.
Inclusivity isn’t a checklist. It’s a mindset shift—one that turns events into experiences where people feel safe, seen, and able to thrive. When you design for well-being from the start, you create events that reflect the very best of our industry: community, care, and connection.
