The Inclusive Event Planning Checklist

Inclusive event planning isn't a checklist you run through once and forget. It's a practice — a habit of asking, at every stage of planning, who might be left out and what you can do about it. The checklist below isn't exhaustive, but it covers the most common gaps that community organizers encounter, especially when planning events on limited budgets and tight timelines.

Venue accessibility: Before you book a space, visit it in person and ask specific questions. Is there step-free access to the main entrance and to any secondary spaces (bathrooms, breakout rooms, outdoor areas)? Are the bathrooms accessible? Is there accessible parking nearby? Is the space on a transit line? A venue that looks great in photos can be completely inaccessible to someone who uses a wheelchair or has mobility limitations.

Communication and registration: Make your event description clear and specific about what to expect — duration, format, whether there will be standing, seating, loud music, or strobing lights. Include an accommodation request field in your registration form, and actually follow up on those requests before the event. 'We will do our best to accommodate' is not the same as 'we have confirmed your accommodation.'

Food and drink: If you're providing food, offer at least one option that is vegetarian, one that is gluten-free, and one that is nut-free. Label everything clearly. If you're serving alcohol, make sure there are equally appealing non-alcoholic options — not just water. People who don't drink alcohol for any reason shouldn't feel like an afterthought.

Language and translation: If your community includes people who speak languages other than English, consider whether any materials, signage, or programming can be offered in those languages. Even a bilingual welcome sign signals that you thought about who would be in the room.

Childcare and family-friendliness: Events scheduled during school hours or on weekday evenings without childcare options effectively exclude parents of young children. If your budget allows, even informal childcare arrangements — a designated quiet space, a volunteer to supervise kids — can make a significant difference in who can attend.

After the event, ask for feedback specifically about accessibility and inclusion. Most people won't volunteer this information unless you ask directly. A short follow-up survey with a specific question — 'Was there anything about this event that made it difficult for you to participate fully?' — will tell you more than a general satisfaction rating ever will.