Inclusive Events Assessments

Creating events where everyone can participate

At the heart of Equity at Manchester: A place where you matter is our ambition to create an environment where everyone feels welcomed, valued and able to participate.

An Inclusive Events Assessment helps you put this into practice when planning an event. It provides a simple, structured way to think about inclusion and accessibility from the outset, helping you identify potential barriers and make informed choices about how your event is designed and delivered.

Whether you are planning an in-person, online or hybrid event, considering inclusion early can make a real difference to people's experience.

The assessment will help you think about areas such as:

accessibility and reasonable adjustments;
the accessibility of the venue and physical environment;
online and hybrid participation;
accessible communications, presentations and event materials;
timing, breaks and different ways of participating;
dietary, faith, cultural and other relevant requirements;
representation and inclusion in speakers, panels and event content; and
how attendees can tell you what they need to participate.

The assessment isn't about achieving a "perfect" event or anticipating every possible requirement. It is about thinking ahead, asking the right questions and removing barriers wherever we reasonably can.

Start your Inclusive Events Assessment as early as possible in your planning. Decisions about venues, platforms, timings, speakers, communications and budgets can all affect inclusion and accessibility, and some barriers can be difficult to address once these decisions have been made.

By building inclusion into our events from the beginning, we can create experiences where more people feel welcome, included and able to take part.

What is an Inclusive Events Assessment

What is an Inclusive Events Assessment?

An Inclusive Events Assessment is a practical tool to help you plan an event where everyone has the opportunity to participate, contribute and feel included.

It encourages you to think about the different people who may attend your event and to consider accessibility and inclusion before decisions are finalised. This can help you identify potential barriers early and make changes that improve the experience for everyone.

The assessment guides you through areas such as:

choosing an accessible venue or online platform;
providing accessible information, presentations and event materials;
asking attendees about access requirements and reasonable adjustments;
considering timings, breaks and different ways people may need to participate;
providing for dietary, faith, cultural and other requirements;
considering representation amongst speakers, panels and contributors; and
making sure people know who to contact if they need support or an adjustment.

The assessment should be started as early as possible in your event planning and revisited as your plans develop. For example, identifying accessibility requirements before booking a venue gives you much more opportunity to remove barriers than discovering them shortly before the event.

You are not expected to anticipate every individual's needs. The aim is to plan inclusively, communicate clearly, ask people what they need and respond wherever barriers are identified.

Think of your Inclusive Events Assessment as part of planning a great event, not as an additional form to complete at the end.

Who is Responsible

Who is responsible?

The person or team organising the event is responsible for making sure an Inclusive Events Assessment is started early and reviewed throughout the planning process.

However, creating an inclusive event is a shared responsibility. Event organisers should involve colleagues, speakers, venues, suppliers and others involved in delivering the event, making sure everyone understands what is needed to make the event welcoming and accessible.

The person responsible for the assessment should:

start the assessment before key decisions are made, particularly around the venue, format, date, timings and budget;
build accessibility and inclusion into the event from the beginning;
make it easy for attendees to tell you about access requirements or reasonable adjustments;
make sure speakers, facilitators and suppliers understand what is expected of them;
respond to requirements raised by attendees and address potential barriers wherever possible;
review the assessment if plans or circumstances change; and
make sure any agreed adjustments are actually put in place on the day.

You don't need to be an accessibility or inclusion expert to organise an inclusive event. The assessment is there to help you ask the right questions, plan ahead and identify where you might need further advice.

Need some advice?

If you're unsure about inclusion or accessibility when planning your event, you can contact your EDI Partner for advice and guidance:

Paul Marks-Jones – Faculty of Science and Engineering (FSE)
Tahira Majothi – Faculty of Biology, Medicine and Health (BMH)
Jackie Christie – Faculty of Humanities and Teaching, Learning and Student Experience (TLSE)
Kathy Bradley – Central Professional Services

The earlier you identify a potential barrier, the more opportunity you have to remove it.