Blog Diversity and Inclusion in Event Planning

The term DE&I (Diversity, Equity and Inclusion) refers to diversity, equity and inclusion. It stands for respectful and fair interaction with people on an equal footing – regardless of their background, gender, sexual orientation, disability or other characteristics.

These values may seem self-evident. Yet even today, many people still face disadvantage or exclusion in their daily lives – triggered by one or more of these characteristics, which continue to pose barriers within our society. 

The same applies to planning B2B events: Expectations for events continue to rise, not just in terms of technical standards, but increasingly from a societal perspective – such as inclusion, representation and participation. Only a few years ago, sustainable event planning was considered a new trend. Today, it’s part of the standard. And while we can only speculate, much suggests that diversity and inclusion will soon become equally central. With Generation Z joining audiences, expectations are rising – becoming more critical, more questioning and more socially aware.  

This is clearly reflected in flagship events such as the Special Olympics 2023 and the Global Disability Summit 2024 in Berlin. These events sent out powerful social signals, made inclusive concepts visible, and demonstrated that diversity and participation are already at the heart of contemporary event design.

In the event industry too, embracing diversity and inclusion holds tremendous potential. More inclusive and diverse events open up access to content for everyone involved – whether event planners, participants, crew or even Suppliers. This can significantly enhance event engagement, as a positive atmosphere is created when everyone feels satisfied and heard – even after the event has ended. As a result, DE&I events contribute positively to overall event impact, generating both social and societal value.

But how do you go about planning an inclusive and diverse event? What needs to be considered? 

To ensure your information is Accessible to your entire audience, barrier-free communication is essential. Since 2025, it has been mandatory in Germany to offer websites in an Accessible format and in plain language. Avoid using PDFs, as these formats are not fully compatible with screen readers. To make your information universally accessible, opt for barrier-free HTML pages or editable formats such as Word documents, which support structured headings, alternative text and Accessible tables.

When printing information materials, be sure to use a sans-serif font in a sufficiently large size, as recommended by the German Federation of the Blind and Partially Sighted. And in line with Sustainable Berlin values, print only as much as is truly needed. 

When planning an inclusive event, the choice of an Accessible Venue is paramount. And by accessibility, we don’t just mean installing a ramp. True accessibility encompasses much more. Every pathway should be sufficiently wide and free from obstacles, enabling wheelchair users and those with limited mobility to move about safely and independently. Similarly, lifts in multi-storey venues, reserved parking close to the entrance, and Accessible toilets accessible to all guests are essential considerations. 

Including gender-neutral toilets and complimentary hygiene products further reinforces the inclusive DNA of your event. Such thoughtful touches project openness, respect, and an awareness of diverse needs. Where relevant, having prayer or quiet reflection rooms available can make all the difference. These additional spaces not only provide comfort but also foster a genuine sense of belonging for every participant. 

An international event audience brings with it a variety of culturally and religiously influenced dietary habits. When selecting your menu, be sure to include vegan, vegetarian, kosher, halal and gluten-free options. Non-alcoholic beverages should also be available. Gather information about dietary preferences and intolerances during registration to help make the right choices. Be mindful of fasting periods and culturally specific mealtimes – such as during Ramadan.

Our tip: Donate any leftover food to organizations or facilities that distribute meals to people in need. Apps and local initiatives offer numerous easy and reliable ways to donate. 

 A well-curated programme forms the heart of your event. The most engaging discussions and perspectives arise from a mix of lived experiences. So when selecting speakers, aim for diversity in gender, cultural background and worldview. Collaborating with organizations that focus on diversity and inclusion can help you bring inspiring expert voices to your event. 

Partner with Suppliers who share your mindset. These could be companies that openly commit to diversity, follow their own Code of Conduct, and support the Charta der Vielfalt.

As you’ve seen, the steps towards greater visibility at events range from simple actions to well-thought-out concepts and holistic strategies. No matter how you plan your event, even the smallest measures can help people feel seen and heard – particularly those who often experience exclusion in everyday life. At the same time, hosting a DE&I event enhances your positive reputation as an organisation and demonstrates that you act responsibly and with foresight. This also contributes to the wider social value of your event by giving space to voices and perspectives that are too often overlooked.