Hosting with Heart: How to Plan Inclusive Gatherings for All Abilities

Are you looking to throw a gathering that everyone can enjoy, but unsure how to accommodate guests with disabilities, both apparent and non-apparent? You've come to the right place! Inclusive event planning is an undertaking that requires thoughtfulness, creativity, and a deep understanding of diverse needs. Whether you're planning a small get-together or a large celebration, ensuring your event is accessible to all is key to creating a memorable and enjoyable experience for every guest. In this blog post I want to dive into some practical tips and strategies for hosting inclusive gatherings that have heart and hospitality.

Tip #1: Start with Accessibility in Mind

Choose a venue that is physically accessible to people with mobility challenges. This means no stairs (and also no single steps), wide doorways, accessible restrooms, and ample space to navigate. Also, spaces with area rugs or carpeting (depending on the thickness) can also be a challenge for wheelchairs and scooters.

If you are hosting at a space that isn’t your house, visit the venue in advance to assess its accessibility. Also think about transportation and parking. Explore public transportation options for disabled guests who may not be able to drive. Ensure there are accessible parking spots or drop-off points close to the entrance for those who may need it.

Tip #2: Communicate and Ask

In your invitations, be clear about your commitment to hosting an inclusive event. Include a line encouraging guests to notify you of any accommodations they might need to fully participate. This open communication can make a significant difference in your planning. Ask leading questions about mobility, sensory or dietary considerations. You don’t want to be too obtrusive, but you also don’t want to assume.

After sending out invitations, be open to feedback from your guests. Their insights can help you adjust your hosting tasks to meet their needs more effectively. Also, don’t make a big deal about a lack of response. If you don’t get a reply or feedback from someone who you think might need an accommodation, that is sometimes intentional. Be as proactive as you can in your planning, but don’t be like, “I didn’t hear from you…..” Disabled people need to be respected as advocates of their own needs. If they did not make a request, it’s probably because they don’t need or want one.

Tip #3: Consider All Types of Disabilities

Beyond physical accessibility, ensure that all aspects of your event, from seating arrangements to the layout of the buffet or dining area, are designed with inclusivity in mind. Renting or borrowing accessibility equipment like ramps or hearing loop systems can enhance the experience for guests with apparent disabilities. Accommodating non-apparent disabilities, such as sensory processing disorders or autism, might include creating quiet spaces for guests who need a break from stimulation or providing detailed schedules to those who benefit from knowing what to expect. Offering options for dietary restrictions and clear labeling of food can also support guests with food sensitivities or allergies. Also, be sure you include non-alcoholic beverage options besides just water. Guests who choose not to consume alcohol should be able to feel festive too! For example, who says you can’t serve sparkling grape juice in a champaign flute?

Tip #4: Engage in Inclusive Planning

Plan activities that everyone can participate in, regardless of their ability. This doesn’t mean avoiding certain activities altogether but finding ways to adapt them so everyone can have fun. If you're expecting guests who are deaf or hard of hearing, consider hiring a sign language interpreter. For presentations or speeches, ensure there are captioning services or written transcripts available. If you plan on having music on in the background, be mindful not to have it on too loud. If you want to have an interactive group activity during part of the event’s festivities, try to have two or three options. Perhaps make them activities that small groups can break off into, or something that everyone can participate in without feeling peer pressure or social coercion. And if for whatever reason a guest opts not to participate, find a way to let that be okay. No one will have fun if they are forced to try to have fun. Sometimes letting things just flow naturally is the best way to host a gathering. As the saying goes, less can be more.

Tip #5: Create an Atmosphere of Inclusion

The bottom line when hosting an inclusive event is that the smallest gestures can have the biggest impact. Of all the tips I’ve given in this blog post, the one about communication and asking questions is the most important. Disabled people don’t expect the whole world to accommodate us (although in public spaces that is the law), we just want to be asked how we can be accommodated for. We want to be seen. We want to be welcomed.

As much as I don’t like the idea of “simulation” when it comes to disability, if a non-disabled person is hosting an event I suggest for a moment they pretend they are. Examine an event space from the perspective of a disabled person’s point of view. What might be a barrier? What might make the space more comfortable? What might make you, as a disabled person, want to stay at the party longer? Creating an atmosphere of inclusion is as much about an attitude of understanding as it is action.

So there you have it— a collection of tips on how to host gatherings that welcome and celebrate the diversity of all guests, including those with disabilities, both apparent and non-apparent. With these strategies in your event-planning toolkit, you're well on your way to creating spaces where everyone can connect, celebrate, and feel truly included. Planning an inclusive gathering is an opportunity to celebrate diversity and foster a sense of belonging among all your guests. By taking the time to consider and accommodate the wide range of needs your guests might have, you're not just hosting an event; you're creating an experience where everyone feels welcomed, valued, and free to enjoy themselves to the fullest. Remember, the most successful gatherings are those where inclusion is woven into every detail, from planning to execution. Cheers!