Planning an inclusive event: a checklist

Ensuring Diverse Representation

• Start with a diverse event planning committee
• Reach beyond your own network; Cast a wide vet with marketing efforts
• Include speakers with 'visible' diverse affinities (e.g., gender, race, ethnicity, national origin, age)
• Include speakers with 'invisible' diversity dimensions (e.g., sexual orientation, socioeconomic status, education, religion)
• Prepare speakers, panelists, and moderators (see best practices for panels below)

Create a Welcoming Environment

• When and where is important (avoid religious/cultural holidays; pick accessible venue; consider remote participation)
• Include diverse suppliers on your vendors list if venue permits
• Select inclusive and welcoming messaging and images when marketing the event
• Consider accessibility when designing events, including virtual ones
• Offer event accommodations (e.g., elevators, menu needs, all-gender restroom, lactation room)
• Provide a variety of networking opportunities for different personality and learning styles
• Use inclusive language (e.g., gender-neutral language and don't assume pronouns)

Put D&I on the Agenda

• Demonstrate commitment to Diversity & Inclusion by talking about it throughout your event
• Include a talk or workshop within your programming that has to do with elevating diversity and inclusion in your industry

Resources:

• Review the Inclusive Checklist for Event Planners
• Thank you to Student Government for compiling a list of diverse caterers and vendors around the New Haven area. Please refer to it when thinking about suppliers for your events to promote Diversity & Inclusion and support the New Haven community. It will be updated continuously.

Choose Inclusive Dates

In general, fasting or work restrictions as well as special worship obligations impact whether our community can participate in events that take place on their religious holy day(s). Please keep in mind that some holy days require additional time for preparation before the actual observance. It is important to keep this in mind and to avoid these dates when planning your upcoming event.

Please refer to the events policy on religious holidays below for further guidance:

• Review the multi-faith calendar here.
• University Calendar: If the University is closed, no events are permitted in Evans Hall, regardless of the holiday.
• High holidays and holy days: The Chaplain’s office identifies high holidays (holidays that have work restrictions or personal limitations) and do not allow “major events*” to take place, regardless of academic calendar. *A major event is an event with significant impact of space usage, high profile speaker, events over 150 people or that falls outside of day-to-day club programming.
• All other holidays: Events can take place, though we caution event organizers of the holiday, and that some people might not be able to attend.