LONDON — RX’s Guide to Inclusive Events has helped event professionals around the world embed accessible and inclusive practices into their experiences, from major consumer and trade shows to niche industry gatherings.
For example, at PAX Australia, a celebration of gaming and gaming culture, RX integrated quiet spaces, accessible services and community areas that affirm and celebrate diversity in gaming culture. The feedback from attendees has been overwhelmingly positive, demonstrating how inclusive design can elevate the event experience for everyone.
“Inclusivity expands your reach and relevance,” Ray Rhodes, RX’s Head of Diversity and Inclusion, explained. “When people feel seen, respected and catered to, they’re more likely to attend, engage, recommend your event and come back. Representation of different perspectives on our stages broadens diversity of thought and may mean the difference between a customer choosing to attend or not.
“Providing spaces for wellness may mean the difference between a customer needing to leave the venue to recharge versus taking a moment onsite and getting back to business. Ensuring exhibits are accessible to people with mobility disabilities may mean the difference between a sale being made versus an opportunity missed. Many of our customers and communities tell us that inclusivity makes events more vibrant, more meaningful and more sustainable. It’s not just the right thing to do — it’s good for business.”
Trade Show Executive’s Young Professionals Corner spoke with Rhodes to get actionable inclusivity tips.
1. Start by Thinking Differently and Invite Diverse Voices into the Conversation
According to Rhodes, a common misconception is that inclusivity is expensive or complicated.
“In reality, many steps require intention, not huge budgets. Another misconception is that it’s only about checking demographic boxes. True inclusivity goes deeper, it’s about belonging, safety and dignity for every person who interacts with your event. Being inclusive means listening, learning and adapting.
“Inclusivity isn’t a box-ticking exercise, it’s a mindset. From the earliest stages of planning, invite diverse voices into the conversation: people with different backgrounds, experiences and accessibility needs.”
2. Inclusivity Isn’t About Politics; it’s About Progress and Purpose
Rhodes asserted that every event should strive to be a place where people feel welcome, safe and valued for who they are.
“When we commit to that, we not only do right by our attendees and communities, we help strengthen the entire events industry for the future,” Rhodes explained. “If you’re unsure where to begin, start small, be intentional and keep learning — everyone benefits when we do.”
Related. Tips for Young Events Professionals from Black Leaders
3. Create an Internal Inclusion Strategy First. Then, Embed Those Principles into Your Event Strategies
Rhodes recommends building a solid foundation of inclusion within your organization and encourages professionals to think long-term and systemwide:
- Train your teams. Explore important topics such as psychological safety, unconscious bias and inclusive leadership so every decision is informed by awareness.
- Build partnerships with local cultural, accessibility and industry organisations who can help advise or co-host programming. Invite them to tour an event with you and provide you with feedback and recommendations.
- Use post-event feedback to learn and iterate, and ask attendees specifically what would make future editions more inclusive.
- Embed inclusion into your strategy and goals, not as an add-on.
“Inclusivity is a continual journey, not a one-time project,” Rhodes added.
4. Anticipate Where Barriers Might Exist and Proactively Address Them
“Use tools like RX’s Guide to Inclusive Events to spark ideas; many actions cost little to nothing, but have a big impact on people’s feeling of welcome, safety and belonging,” Rhodes explained. “There are so many practical steps that can be implemented immediately if you have the intention to do them:
- Offer the option of adding pronoun options on badges and offer pronoun stickers onsite.
- Publish a clear code of conduct and inclusion statement on your event website.
- Ensure venues have gender-neutral toilets, quiet rooms, interfaith prayer spaces and private lactation rooms, and meet accessibility standards.
- Make sure content and speaker panels reflect a balance of perspectives and backgrounds.
- Include accessibility features like sign language interpretation or captioning for keynotes and education sessions where possible.
“These actions show attendees you care about their experience and that matters.”
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