An important factor in meeting planning is ensuring accessibility. Photo courtesy of photographee.eu

Even in the often-exclusive world of corporate and incentive meetings, inclusivity is a vital element of a positive event experience. After all, regardless of what it means to be inclusive, what could be more important than making every attendee feel valued at your next meeting?

We reached out to a quartet of event experts on the value of inclusive event design — and a variety of ways to make sure your next event is welcoming, accessible and brings every guest into the fold.

Building Inclusivity Through Human-Centered Design

For David Stevens, co-founder of Olympian Meeting, inclusivity isn’t a surface gesture but at the very core of event design. “Inclusivity is not a checkbox; it is the foundation for genuine human connection, a.k.a. Social Health,” he says. “I view it through the lens of wellness across physical, mental, social and environmental dimensions. When people feel safe, rested, nourished and acknowledged, they engage more fully.” His approach begins with respecting human needs — movement, meals and meaning — so that every participant has the chance to perform at their best.

Stevens emphasizes that inclusivity begins with the basics, saying, “If a venue ignores air quality, light, sound or movement, you have already left part of your audience behind.”

His priorities include natural light, quiet sleeping rooms, nutrient-dense food and schedules that allow for recovery rather than endurance. Language and imagery must reflect belonging, not be token gestures. Accessibility goes far beyond ramps and entryways. “It includes energy access, sensory comfort and giving everyone what they need to thrive. We also only bring in certified and credentialed partners to ensure every activity is available to everybody,” he says.

For Stevens, inclusivity is inseparable from business outcomes. He says, “The evidence is clear: people perform better when they feel well and welcome. Wellness and inclusivity are not expenses; they are performance drivers.” He positions them as investments that enhance focus, creativity and retention — directly aligning with executive goals. “A brand that supports human well-being builds trust and loyalty faster than one that only markets it. There’s even an Oxford study to prove it.”

He also recalls a leadership summit where inclusivity reshaped the experience. “We replaced the late-night networking drinks with a morning mindfulness run followed by a recovery breakfast. Participation exceeded expectations, and surveys showed higher energy on day two and stronger post-event collaboration. Moving together without hierarchy dissolved barriers more effectively than any structured team-building activity,” he says. For him, inclusivity is not abstract — it is measurable in energy, cohesion and outcomes.

His guidance to other planners is straightforward yet profound: “Start with biology, not branding. Everyone eats, breathes and needs rest. When events are designed around shared human rhythms, instead of rigid schedules, authentic connection happens naturally.” He encourages small rituals — mindful pauses, group movement, locally sourced nourishment — that allow people to stop performing and start belonging. “Real inclusivity happens when we remove the barriers that prevent people from being human,” he says.

From Stevens’ viewpoint, inclusivity is not about checking boxes but about designing events that honor the rhythms and needs of the human body. By centering wellness, accessibility and authentic connection, he illustrates how inclusive design can dissolve barriers, strengthen collaboration and drive both personal and organizational success.

Curating Luxury Experiences That Include Everyone

Amanda Hietter, CEO and founder of Across the Horizon Travel, also believes inclusivity is the foundation of meaningful event design. “To me, inclusivity means creating experiences where everyone feels seen, valued and able to fully participate, no matter their background, physical abilities or personal preferences. When I curate a retreat or group experience, my goal is to make every attendee feel like the itinerary was designed with them in mind,” she says.

An excellent event, she explains, is not measured by perfect planning or luxury lodgings alone. “Success isn’t just about flawless logistics or five-star accommodations; it’s about connection. If attendees leave feeling transformed, inspired and cared for in ways that honor their individuality, that’s true success. Inclusivity is woven into that; it’s what turns a luxury event into a meaningful, human experience.”

Hietter believes inclusivity begins long before the event itself. “Representation starts at the planning table. When I collaborate with coaches, corporations or retreat leaders, I intentionally recommend speakers, facilitators and vendors who bring different perspectives, cultural backgrounds and lived experiences,” she says.

Programming should embrace diversity in tangible ways, says Hietter, who adds, “I also encourage my clients to design programming that celebrates diversity, whether that means highlighting global influences in the cuisine, including wellness practices from different traditions or partnering with local businesses in the destinations we visit.”

For her, luxury is not about exclusivity but about thoughtful curation. “Luxury doesn’t mean exclusive; it means thoughtfully curated,” she says. “The best events feel rich in both experience and perspective.”

When it comes to venue selection, Hietter is clear: “Accessibility is non-negotiable. When sourcing venues, I make sure they meet ADA standards, offer mobility-friendly rooms and restrooms, and have transportation options that accommodate wheelchairs or special mobility needs.”

Her strategy, though, goes beyond physical access. “Beyond physical access, I look for sensory-friendly spaces, quiet areas for rest or prayer and technology that supports visual or hearing accessibility during sessions. I believe everyone deserves to experience the same level of comfort, ease and inclusion, especially in luxury travel settings,” she explains.

Inclusivity also extends into dining practices. “Every group I design for receives a detailed intake form before travel that allows me to learn about their dietary preferences, food allergies and cultural or religious considerations. I then work closely with chefs, caterers and resort staff to ensure that every meal honors those needs without compromising quality or creativity.”

She takes equal care with cultural and religious observances: “When it comes to cultural and religious needs, I take time to understand prayer schedules, dress codes and traditions that should be respected. Whether it’s offering halal or kosher meals, scheduling around observances, or ensuring modesty-friendly options at wellness activities, my goal is to make sure each traveler feels comfortable, respected and celebrated,” she says.

Through her words, Hietter makes it transparent that inclusivity is not a throw-in but the locus of effective event design. By centering representation, accessibility and respect for cultural and personal needs, she aims to transform luxury travel into something deeper: a human-centered experience where every participant feels seen and valued.

Having someone on hand to do ASL or translate when needed is important. Photo courtesy of Credit: Михаил Решетников

Removing Barriers to Create Participation

For Rob Wilcox, founder & consultant of Rain Event Consulting, inclusive event design is about far more than compliance. “Inclusive event design, to me, means creating experiences where everyone, regardless of ability, background or identity, can participate, engage fully and do so comfortably and meaningfully. It’s not about checking a compliance box; it’s about intentionally removing barriers and creating a sense of belonging, where no one feels ‘othered,’” he says.

Success, he explains, is gauged through participation and return. “When people show up, feel valued, actively contribute and come back, you’re doing something right,” he says. “To quantify this, start defining what success looks like early in your event planning process. Understand your audience demographics, identify potential barriers and set measurable inclusion goals. Then implement strategy, design and technology to deliver against them.”

Indicators such as accessibility usage, participation rates, survey feedback and retention all help confirm whether participants truly felt connected and included.

Wilcox stresses that inclusion must be embedded from the very beginning, saying, “Early in your event planning process, define what inclusion looks like and how it will be measured. Inclusion can’t just be added later; it has to guide the direction from the start.”

Aligning stakeholders on goals, identifying barriers and setting desired outcomes are essential first steps. He also views each event as a learning opportunity. “Because planning can often overlap with execution, use each live event as a real-time audit. Observe who participates, who doesn’t and why. Capture accessibility feedback onsite and through post-event surveys. Those insights can become your blueprint for making the next event more inclusive and measurable,” he says. For him, inclusive design begins with intent but succeeds through planning, measurement and iteration.

Accessibility, Wilcox insists, must be worked into every event choice. “Accessibility should be part of the design from the start; remember, it can’t just be added later. Begin by understanding who will attend and what barriers might limit their experience. Use this as a filter when making decisions throughout your planning,” he says.

He breaks accessibility into three dimensions:

• Physical: Beyond selecting venues that are ADA compliant, look for spaces with intuitive navigation, flexible layouts, clear sightlines and good acoustics. For instance, spaces that generate overwhelming echoes and noise can overstimulate attendees with sensory sensitivities. If unavoidable, consider providing an alternative route to the meeting space or offering complimentary valet parking for those who choose to drive.
• Digital: Because digital channels enable the most personalized experiences, they should meet at least WCAG 2.1 accessibility standards. By applying these standards across all touchpoints, such as registration sites, event apps and presentations (both in-person and virtual), and utilizing tools that provide captioning, translation and screen reader compatibility, you can help make your content both accessible and inclusive.
• Sensory: Everyone processes sensory input differently. Specifically, for neurodivergent attendees, unfiltered sights, sounds or smells can be overwhelming or even painful. Whenever possible, work to reduce overstimulation by using soft lighting, minimizing background noise and offering places of respite. If parts of the event involve bright lights, amplified sound or immersive technology, clearly communicate this information in advance. Thoughtful sensory design and transparent communication allow every participant to engage comfortably and on their own terms.

Wilcox’s perspective makes it clear that inclusive design is both intentional and practical. It begins with defining success, continues with embedding accessibility into every choice and culminates in measurable outcomes that confirm participants felt valued.

Designing Events Where Everyone Belongs

Joan Eisenstodt, who had more than 50 years of experience as a consultant in the meetings industry before her retirement, emphasizes that the language of inclusion is shifting. “Belonging has replaced diversity, equity and inclusion in terms used to convey those concepts. For those attending, for the first or even fifth time, a corporate meeting, there are still unknowns of how we will fit in regardless of our good work, title or hierarchy,” she says.

She reminds us that many know the discomfort of not belonging when faced with vague instructions. “We interpret, without specifics stated, illustrated or by asking for examples for terms used to describe meeting or event attire: Business? Casual? Business casual? Resort? Resort casual? Black tie optional? Interpretation and meaning differ by industry, company, location or setting; by country culture and gender; by type of event,” she says.

For Eisenstodt, this is not a trivial matter. “What meeting professionals and events can do to help others not make assumptions and ensure a sense of belonging is increasing participation,” she explains.

She insists that inclusion must begin at the earliest stages, saying, “Consider how you plan beginning with the RFP/RFQ and research the culture of the destination or area, the venue and any off-site venues at which events will be held. How does their marketing, staffing and knowledge reflect the culture of the meeting, and its owners and sponsors? Be conscious of scrutinizing and asking about their staffing, facilities and how staff are trained to work with people unlike them.”

Language access is also a part of this. “Learn how many people in the destination and on property speak other languages and which ones, including ASL or other sign languages,” she says. Even health considerations matter. “Given that respiratory illnesses are still spreading, include ‘medical mask wearing is welcome. We encourage acceptance of those who choose to do so.’”

Eisenstodt underscores that disabilities may not be announced but are always present: “There will be people with disabilities at your event. They may not disclose them and yet they exist: those who wear hearing aids for whom loud music interferes with conversation, those who have arthritis or need to or have had knees or hips replaced, those with long COVID or those with chemical sensitivities who, when entering a specifically scented venue, need to grab their EpiPen to avoid a serious, fatal reaction.”

Accessibility, she emphasizes, must be explored in detail. “Determine how accessible and accommodating the destination is, including transportation and whether mobility aids can be transported to and from airports, activities and if the venues are sufficiently easy to navigate,” she says. Even décor and sound systems matter. “If using centerpieces, those too tall or wide block views. Music that is so loud conversations become impossible is another impediment to a sense of belonging.”

Menus, stages and outdoor settings all require consideration. Eisenstodt advises, “Choose menus and learn the preparation and serving protocols to ensure safety. Provide stair rails to stages and always ensure an ADA-approved size-, placement- and incline-appropriate ramp to the stage. You never know when your CEO or guest speaker may have an accident just before travel and need the use of a mobility aid to participate.”

She adds, “Consider disabilities and whether all attending can be outdoors at the times planned. For some with autoimmune illnesses or conditions, or on certain medications, being in bright sun is not permitted. A beach event in the evening? Can wheelchairs or mobility scooters access it? Will hearing aids, many dependent on Bluetooth technology, work? Will the blind participant who attends alone and does not know others have someone describe the scenery and assist, if desired, with navigating spaces? Will guide dogs be permitted anywhere at the property or when using transportation?”

Her plea is straightforward: “No eye-rolling please. It is not about being PC or woke — it is about event professionals ensuring a sense of comfort for interaction.” She warns that when someone is “the only one,” they feel spotlighted and singled out. Activities must be designed inclusively. “If spouses, partners or any ‘plus ones’ are included, ensure the activities are designed for all for participation,” she says.

Eisenstodt says it is important to consider the role of the C-suite staff in welcoming others. Assess how to include those who have religious restrictions, such as the inability to drink alcohol, or other cultural issues, such as speaking English as a second language. This applies also to sexual orientation and gender identity. Those who are transgender, for example, might not feel as comfortable with those they have not met. Ask individuals what will make them feel part of the group. Listen and implement their advice.

Finally, Eisenstodt says that company protocols shape behavior. She explains, “Every company has protocols by which they operate. They include the ethical behaviors for the meeting or event: alcohol consumption — if one is driving themselves to and from the event, what is acceptable and what may bring personal or reputational harm; use of legal drugs during the event; the order in which people are seated; the accessibility to CEOs or Board presidents, and whether discussing office or company gossip is appropriate.”

Eisenstodt’s decades of experience distill into one essential truth: belonging is not achieved through slogans but through meticulous, empathetic planning. At the end of the meeting day, while inclusivity may mean different things to various groups and planners, it is clearly an essential element of a truly successful event. C&IT