Creating inclusive and welcoming events in Clarington
We encourage all event organizers to plan and deliver events that are inclusive, accessible, and welcoming to the entire community. Creating spaces where everyone feels respected, represented, and able to participate fully is a shared responsibility. Thoughtful, proactive planning helps reduce barriers and fosters a sense of belonging for all attendees.
We invite you to use the Equity and Inclusion Lens Guidelines, with particular attention to the Public Engagement section, as you plan your event. Additionally, the Province of Ontario has a Guide to Accessible Events.
Embedding diversity, equity, and inclusion into your event
Planning and participation
- Planning committee: Are people with a range of backgrounds, abilities, cultures, and lived experiences represented?
- Presenters and performers: Does your lineup reflect the diversity of the community?
Staff and volunteer support
- Training: Consider inclusivity and accessibility training for staff and volunteers.
- Language: Provide support for multiple languages where possible, including options such as “I speak [language]” pins for staff and volunteers.
Promotion and outreach
- Marketing materials: Use diverse imagery and inclusive, welcoming plain language in your promotional content.
- Community outreach: Connect with a variety of community groups to encourage broad participation.
- Prepare attendees: Clearly communicate accessibility features, available accommodations and how to request support in all promotional materials
Event experience
- Activities: Offer a range of activities that are mindful of different ages, interests, cultures, and abilities.
- Food options: If offering food, include a variety of choices such as vegetarian, vegan, gluten-free, and allergy-friendly options.
- Facilities: When possible, provide family-friendly and/or gender-neutral washrooms and change spaces.
- Event timing: Avoid scheduling your event on major religious or cultural holidays and consider times that accommodate different lifestyles and responsibilities.
- Physical access: Ensure step-free access, accessible seating, and designated accessible parking close to entrances.
- Sensory friendly: When possible, offer quiet or low-sensory spaces for attendees who may need a break from noise or crowds while still enjoying the event. Be mindful of lighting, sound levels, and strong scents.
- Communication: Consider ASL interpretation, CART/live captioning, or microphones for speakers.
Feedback and continuous improvement
- Event feedback: Collect input from participants during or after the event to help improve future programming.
Cultural safety and belonging
- Land acknowledgement: Include a respectful and meaningful land acknowledgement where appropriate. Read Clarington’s Land Acknowledgment Statement.
- Pronouns: Normalize sharing pronouns for staff, volunteers, and presenters (e.g., optional pronoun fields on name badges).
- Trauma-informed: Provide content warnings when programming includes sensitive topics (such as violence, racism, colonization, discrimination or mental health). Design events so participants can step away without stigma and ensure supports are available where appropriate (e.g., on-site counsellor).