Celebrating diversity: How to organize inclusive events for a diverse workforce

(Martina Miletic )

In today’s workplaces, diversity is more than just a buzzword – it’s a strength. With employees from different cultures, religions, backgrounds, and experiences, it’s important to create events where everyone feels welcome and valued.

But how do you plan an event that is truly inclusive?

Whether it’s a company holiday party, a team-building retreat, or a professional development workshop, here are some practical tips to make your events more inclusive and enjoyable for everyone.

1. Understand your workforce

Before planning any event, take the time to understand the demographics of your team. What cultural backgrounds are represented? Are there dietary restrictions or religious considerations to keep in mind?

A simple way to gather this information is through anonymous surveys or employee resource groups (ERGs).

Pro tip: Create an inclusion committee with representatives from different backgrounds to offer insights and help plan events that reflect the diversity of your workforce.

2. Choose a neutral and accessible venue

Not everyone feels comfortable in the same spaces. When selecting a venue, ensure it is accessible to employees with disabilities, offers gender-neutral restrooms, and accommodates people of all faiths.

Key considerations:

– Wheelchair accessibility

– Adequate seating for all mobility needs

– Private spaces for prayer or meditation

– Quiet areas for neurodivergent employees who may need a break from social stimulation.

3. Plan inclusive food and beverage options

Food can bring people together, but it can also unintentionally exclude individuals with dietary restrictions.

When planning meals, consider offering:

– Halal, kosher, vegetarian, and vegan options

– Allergen-friendly choices (e.g., gluten-free, nut-free)

– Non-alcoholic drink alternatives for those who don’t consume alcohol for religious or personal reasons

Pro Tip: Label food items clearly and allow employees to pre-select their meals in advance to accommodate their needs.

4. Be mindful of scheduling and holidays

Not everyone celebrates the same holidays, and some employees may have religious obligations that impact their availability.

Before setting a date, check a diverse holiday calendar and avoid scheduling events on major religious or cultural observances.

Best practices:

– Offer multiple event times to increase accessibility.

– Avoid mandatory attendance if an event coincides with religious or cultural observances.

– Recognize and celebrate various cultural traditions throughout the year.

5. Use inclusive language and themes

From event invitations to presentations, the language you use matters. Avoid jargon, idioms, or references that might exclude certain groups. Instead, opt for neutral and welcoming language.

Do:

– Say “Happy Holidays” instead of assuming a specific celebration.

– Use gender-inclusive terms like “everyone” instead of “ladies and gentlemen.”

– Make event materials available in multiple languages if needed.

Avoid:

– Culturally insensitive themes (e.g., “Fiesta” parties without understanding the cultural significance).

– Stereotypes or assumptions about traditions.

6. Offer a variety of activities

Not everyone enjoys the same type of event. Some employees may love loud parties, while others prefer quieter gatherings. Providing multiple ways to participate allows everyone to feel comfortable.

Ideas for inclusive activities:

– Virtual or hybrid participation options

– Interactive workshops instead of just socializing

– Icebreakers that don’t rely on physical abilities or extroversion

– A mix of structured and unstructured time to accommodate different personalities

7. Encourage feedback and continuous improvement

The best way to ensure inclusivity is to ask your employees how they feel about the events. After each event, collect anonymous feedback to understand what worked and what could be improved.

Pro Tip: Create a safe space for employees to share their thoughts, and show that their feedback leads to real changes.

Celebrate diversity with intention

An inclusive workplace event is more than just a gathering, it’s a way to foster belonging and appreciation among your team. By being intentional with planning, considering different needs, and creating a welcoming atmosphere, you can ensure that every employee feels valued and included. When in doubt, ask, listen, and adapt, because the best events are the ones where everyone feels they belong.