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Inclusive event design

This guide is here to support you in creating events that are inclusive and accessible, both for attendees who explicitly request accommodations, and those who may not due to perceived stigma.

This guide will be a constant work in progress as the world evolves and changes.

The content is currently U.S. focused. Stay tuned for additional guidance for regions.

You can search this content based on hashtag terms. Note: the hashtags are used only to organize the deck, and are not exhaustive or meant to capture the many facets of identity (including intersectional identities). For more information on audience representation, visit our audience insights.

Accessibility

Ensure that the event meets all local and federal regulations for accessible design by referring to the Americans with Disabilities Act (ADA) and any other local or federal laws.

Photo of three reserved accessibility seats at a Google event.

Three reserved accessibility seats at a Google event.

Content Accessibility: Captioning, Sign Language, & Alt Text

#ADA #ESSENTIAL #CONTENT

To make events inclusive for deaf participants, you can provide:

Communication Access Realtime Translation (CART) captioning via a provider who translates all speech to text in real-time. CART can also be beneficial for individuals who speak English as a second language or those who have intellectual disabilities.

American Sign Language (ASL) interpretation during presentations and group collaboration.

For some, CART captioning may be sufficient. If you are already providing CART captioning during your event, we recommend following up individually with people who requested ASL interpreters to ask if CART captioning fulfills their needs or if they would still like an ASL interpreter.

  • Add a question on the registration form for people to indicate if they have accessibility needs.
  • For virtual events: include both CART captioning and ASL interpreters, with the ASL feed as the default.
  • For in-person events: provide CART captioning services in keynote and breakout rooms. Follow up with deaf attendees to ask if CART captioning is sufficient, or if they prefer sign language interpreters as well. If applicable, in-room captions can be shared with a livestream feed.
  • Provide captioning, audio descriptions, and transcripts for event videos.
  • Add captions and descriptive alt text on digital and social content to allow images to be read by screen readers.
  • Ensure any GIFs are accessible to those with disabilities.

Entry & Seating

#ADA #IN-PERSON #WOMEN

Parking & Entry

  • Ensure ADA parking spaces are available close to the entrance.  If providing shuttles, there should be an accessible shuttle.
  • Allow people with disabilities to skip any lines (e.g., registration, keynote & breakout entry, food lines, etc.). If possible, extend this policy to expectant mothers.
  • For large keynotes, allow entry 30 minutes prior to general admission so that guests with disabilities can find a seat that best suits their needs. Communicate this process to attendees in advance.
  • Ensure doors can be propped open and ramps are readily available. Ideally, have an entrance/access that works for everyone (not a “side door” for those using wheelchairs).

Seating

  • Clearly designate staff who can help people get to their seats.
  • Clearly mark disability-reserved seating and ensure signs have sufficient color contrast.
  • Have reserved accessibility seating in any spaces where there are seats (e.g., keynotes, breakouts, meals, etc.). In content rooms, seats should be reserved along aisles/doors, near CART monitors and/or sign language interpreters, near Q&A mics, and in the front row.
  • Reserve 2-3 companion seats next to each accessible seat and wheelchair reserved space.
  • Ensure there is ramp access to the stage.
  • Ensure chair sizes work for all body types.

Physical Setup

#ADA #ESSENTIAL #IN-PERSON
  • All/Most tables in seating areas should be between 30-34 inches in height and have at least 27 inches of knee clearance for those in wheelchairs. At least one table in service areas (e.g., registration, help desk, food service, etc.) should be accessible.
  • Ensure walkways are at least 3 feet wide, clear, and have an intuitive flow.
  • There should be no more than a 0.5-inch change in floor elevation, and any carpet should be low-pile.
  • No major change in terrain (e.g., adding astroturf, floor textures, etc.)
  • All areas should have a pivoting turn space of at least 60 inches in diameter.
  • Ensure single occupancy / ADA-compliant / all gender restroom(s) are readily available with clear signage. (See Restrooms)
  • Ensure event staff know locations of accessible features such as elevators, TTY, and accessible restrooms.
  • Have a resilience room for neurodivergent individuals.
  • Identify a space where people can relieve service animals throughout the day.
  • Steer away from digital and physical assets that feature sudden noises or flashing content.
  • Limit use of strobe lights unless essential to the event. If using strobe lights, post a sign clearly at the entrance so attendees can choose whether to participate.

The following recommendations will make your event more inclusive, but are not essential unless specifically requested by an attendee.

  • Offer sighted guides (can be brand ambassadors) to help blind attendees navigate large conference venues.
  • Provide wheelchairs or electric scooters that attendees can reserve for the duration of the event, especially for large venues.
  • If possible, allow presenters to share materials digitally so those who are blind or have low vision can use text-to-speech accessibility features.
  • Consider having a team of greeters who can approach and assist people with disabilities.

Virtual Events

#ADA #VIRTUAL
  • Ensure the site works for all users by applying web accessibility principles throughout the project lifecycle, and work with your design and development teams to comply with WCAG accessibility standards. Allow adequate time to test features and engage with a third-party accessibility QA company if needed.
  • Provide CART captioning, ASL interpretation, and audio descriptions (see Accessibility).
  • Consider a digital platform with integrated accessibility features (e.g., auto-captions, ability to adjust size or color contrast, etc.).
  • Provide different ways for people to participate besides voice (e.g., submitting questions via chat). Make sure participation tools, like polling, are accessible.
  • To accommodate neurodivergent individuals and those with disabilities, be mindful of presentation length and provide 5-10 minute breaks each hour of the presentation.
  • If possible, share materials in advance and after the event to accommodate a range of disabilities and those who use text-to-speech accessibility features.
  • Refer to Speaker Prep and Speaker Prep for Virtual Events for additional tips.
A photo of Susan Wojcicki with her pronouns (she/her) displayed next to her name and title in a "lower third" graphic.

Lower third graphic showing pronouns next to a speaker’s name and title.

Automatic on-screen captions as a person speaks at a virtual Google event.

Attendee List Development

#ADA #ESSENTIAL #LGBTQ+ #IN-PERSON #RACE #RELIGION #VIRTUAL #WOMEN

Strive to make sure your attendee list isn’t homogeneous. This applies to race, gender identity, sexual orientation, ethnicity, nationality, disability, socioeconomic background, educational background, age, roles, career levels, etc.

A good starting point is for the attendees to reflect diversity in the region.

Diversity is relative — remember that underrepresented groups at your event will vary depending on region and political/social climate.

  • Consider inviting attendees from certified diverse businesses, such as Disability Owned Business Enterprises (DOBEs) certified by Disability:IN and businesses certified by the National LGBTQ Chamber of Commerce.
  • Consider reaching out to communities and organizations that represent industry professionals and other underrepresented groups.
  • Think of ways to help remove barriers to attendance, such as need-based scholarships, travel grants, subsidized tickets, or stipends for working parents who may need help with childcare in order to attend.
  • Ensure that promotional materials, social media photos, and registration process are designed for accessibility and inclusion (see Content Accessibility and Registration).
Photo of a staff member handing out registration badges at a Grow with Google event.

A staff member hands out registration badges at a Grow with Google event.

Building Community

#IN-PERSON #LGBTQ+ #RACE #RELIGION #VIRTUAL #WOMEN
  • Consider creating mailing lists or hosting smaller meetups before, during, or after your event to build belonging and trust  among underrepresented attendee groups such as racial identity & allies, gender identity & allies, disability identity & allies, first-time attendees, small business owners, etc.
  • Ensure that participation is optional and open to all.
  • Use your invite list to build community groups.
Photo of a group of attendees cheerfully taking a selfie at Google Cloud Next’s Celebrate Diversity reception.

A group of attendees cheerfully take a selfie at Google Cloud Next’s Celebrate Diversity reception.

Code of Conduct

#ESSENTIAL
  • Implement a Code of Conduct and require that attendees acknowledge an anti-harassment policy before attending.
  • Integrate the Code of Conduct on the event website, app, and any pre-event communications such as the registration form.
  • Print the Code of Conduct on large signs and post in visible, high-traffic areas across the event (e.g., registration, meal areas, swag pickup, etc.).

COVID-19 Considerations

#ESSENTIAL
  • Check with the CDC for latest guidelines on mask and vaccine requirements.
  • If arranging any deliveries to supplement or enhance your event, be sure to consider a broad range of dietary restrictions (including non-alcoholic options), safe handling procedures, weight and size of the delivery, packaging sustainability.
  • Be sure to follow CDC Guidelines for food preparation (see Food & Beverage).
  • Avoid required physical contact during any icebreakers.
  • Ensure adequate budget is allocated for COVID-19 preventative measures.
A screenshot of a website landing page that has Covid-19 food preparation copy.

Website page that has Covid-19 food preparation copy.

Photo of Google's Launch Night In event kit which included Covid-safe items and was prepared in a Covid-safe facility.

Google Launch Night In event kit.

Photo of Brandcast Delivered event kit which included Covid-safe items and was prepared in a Covid-safe facility.

Brandcast Delivered event kit.

Design & Decor

#ADA #ESSENTIAL #IN-PERSON
  • Make sure signage is clear and uses unbiased language.
  • Use sentence case (instead of all caps) for signage, as it is easier to read.
  • Signage should have a non-glare finish and have enough color contrast to be read easily.
  • Font sizes should be large enough based on distance of the reader (1-inch cap height is typically visible at a 10-foot distance).
  • Steer away from using colors that may be stereotypical for groups of people.
A photo of four blue directional arrows on thin wooden poles, pointing to the right.

Four blue directional arrows on thin wooden poles, pointing right.

Photo of a tabletop sign with wifi information printed in simple, dark gray text to optimize legibility.

Tabletop sign with wifi information printed in simple, dark gray text to optimize legibility.

Photo of a green plant with copper vase on a wooden shelf.

A green plant with copper vase on a wooden shelf.

Food & Beverage

#ADA #ESSENTIAL #IN-PERSON #RELIGION

Food Preparation

  • Ask for dietary restrictions on the registration form. Provide options for different dietary restrictions / preferences / allergies, particularly if your event takes place during a religious holiday. Ensure all options are of equal quality and caliber.
  • Designate a specific location to pick up special meals (e.g., kosher and halal meals) so that the meals aren’t mistakenly taken. Communicate this location to attendees in advance.
  • Label ingredients and allergens; staff should be able to describe allergens to blind individuals.
  • Provide non-alcoholic beverage options.

Food Service

  • All tables in meal areas should be 30-34 inches in height, have at least 27 inches of knee clearance, have legs that are not centered, and have chairs that can be moved to accommodate wheelchairs.
  • Provide reserved seating in meal areas for attendees with disabilities.
  • Consider accessibility in the food distribution plan (e.g., buffets are reachable by wheelchair users; food is suitable for those with reduced mobility; staff are available to assist those with disabilities, etc.).
  • Provide straws, lids, and utensils for those with limited mobility, even if the options seem like “finger foods.”
Photo of signage for a portobello mushroom sandwich. The ingredients read: with arugula pesto and pecorino on ciabatta (vegetarian, contains dairy, mushroom).

Signage for a portobello mushroom sandwich. The ingredients read: with arugula pesto and pecorino on ciabatta (vegetarian, contains dairy, mushroom).

A closeup photo of three vegan-friendly finger food rolls.

Three vegan finger food rolls.

Lactation Space

#IN-PERSON #WOMEN

Provide at least one lactation space / nursing room with supplies and communicate the sign-up process, location, and amenities to attendees and event staff in advance.

Photo of various lactation space supplies on a table, including Medela Symphony pumps, nursing pads, milk bags, and tissues.

Various lactation space supplies on a table, including Medela Symphony pumps, nursing pads, milk bags, and tissues.

Amenities

  • Large gallon-size Ziploc bags - (1) box per room
  • Lysol wipes & hand sanitizer - (1) per room
  • Tissues - (1) box per room
  • Labels - (5-10) sheets per room to label milk bags or bottles
  • Sharpies - (2) per room
  • Bottled water - (6 to 12) bottles per individual refrigerator
  • Magazines - e.g., Time, National Geographic, Kinfolk, Entertainment Weekly, Real Simple, etc.
  • Medela Symphony Double Pump System Kit - (2) kits available at the Help Desk for anyone who forgets their equipment
  • Wastebasket

Setup

  • Comfortable chair, not facing door
  • Side table next to the chair to rest the machine/pump
  • Door that locks
  • Access to power for the machine/pump
  • Mini refrigerator with freezer to store ice packs. If the refrigerator does not have a freezer, provide an additional larger freezer.
  • Ensure that any security cameras in the room have been deactivated, so there is no recorded footage while rooms are in use.
  • Ensure all amenities are within reach range for someone in a wheelchair.

Signage (per room)

  • Signup sheet with 30 minute blocks
  • Table top sign that says “Please be sure all items left in the refrigerator are clearly marked. The refrigerator will only be accessible during event hours.”
  • A hanging door sign that can be flipped: Vacant / Occupied

Nice-to-haves

  • Medela Symphony Pump
  • Medela milk bags, (1) box per room
  • Microwave and Medela Quick Clean MicroSteam Bags to sanitize bottles and other equipment
  • White noise machine
  • Nipple pads
  • Lactation cookies
  • Soft lighting (lamps)
  • Mirror
  • Lap desk
  • Foot rest

Language Do's & Don'ts

#ADA #ESSENTIAL

Include best practices about inclusive language in brand ambassador and staff training guides.

Further reading

Ensure your comms align with best practices for inclusive language.

DO

Use people-first language (e.g., “persons/people with disabilities”) or identity-first language (e.g., “disabled person") depending on the individual or group's preference. When you don't know preference, best practice is to use the two terms interchangeably.

Take the burden off the person.Take the burden off the person. If we run out of reserved seating, try saying: “Excuse me, we’ve run out of accessible seating options. I’m happy to escort you to another seat, if you’d be willing to sit in an alternate location,” rather than: “This person has a disability and needs this seat. Can you please move?”

Be proactive and ask before you help. If you see someone who looks like they may need help, please approach them and offer assistance. “Hi, I’m one of the staff members. Let me know if there’s anything I can do to help you today.” Be prepared to hear "no.” Some people with disabilities may prefer to remain independent. Don't let this keep you from offering help to the next person you encounter.

Help think of solutions. When your event doesn't meet the needs of a disabled person, ask them what needs they have and offer alternative solutions. Instead of saying, “No, I’m sorry,” try asking, “What types of features do you prefer? Maybe we can find an alternate solution” or “I don’t have the answer to that but let me find someone who can help.

DON’T

Don’t use the words “handicapped” or “differently-abled.”

Don’t make assumptions. Disabilities are not always visible and an individual may not want to disclose a disability. Maintain an open mind about what a person with a disability can/cannot do. You may not be able to tell if someone has a disability just by looking at them. Being in a wheelchair does not mean they are incapable of taking a few steps. If you see a person in a wheelchair moving their legs or standing up, do not question their ability or disability, and try not to act surprised.

Avoid raising your voice, making excessive eye contact, or bending over if someone is in a wheelchair. Speak directly to the person with a disability, not to their attendant/companion. If possible, pull up a chair and sit at eye-level.

Multi-faith Space & Resilience Room

#ADA #IN-PERSON #RELIGION

Provide at least one multi-faith room that can be used as a space for prayer, religious reflection, meditation, and as a resilience room for anyone who may experience sensory overload.

Setup

  • Recommendation for room name on signage and maps: “Multi-faith Space & Resilience Room.”
  • A sign in the room that indicates which direction is East.
  • Comfortable poufs, beanbags, chairs, rugs, and quiet calming tools such as fidget toys, ideally in muted colors to provide a calming environment.
  • Assorted prayer rugs/mats in a basket, with a sign to identify them as prayer rugs.
  • Ideally, use room dividers to create separate areas for men and women. Include signage to indicate genders & ensure there is still access to a non-gendered space.
  • Space should be a scent-free zone and use neutral/muted colors in design.
  • Consider creating a separate quiet room (e.g., an Introverts Lounge or Neurodivergent Lounge), depending on space availability and audience preferences.
Photo of a multi-faith space with chairs and prayer rugs at Engage 2018.

Multi-faith space at Engage 2018 with chairs and prayer rugs.

Music

#ESSENTIAL #LGBTQ+ #RACE #WOMEN
  • Create playlists with music that resonates with the audience and represents a variety of time periods. Avoid songs with obscene, sexist, or disparaging lyrics.
  • Consider the diversity of MCs, hosts, and DJs.
  • Make an effort to consider artists from underrepresented groups. But remember: music choices can reinforce stereotypes. For example, introducing a Black speaker doesn’t mean you should automatically use hip-hop music.
  • Limit loud background music for those who are hard of hearing.

GIF of Joy Oladokun sitting on a stool and playing guitar while singing for the Brandcast Delivered 2021 event.

Neuroinclusivity

#ADA

Consider these additional integrations to make your event inclusive for neurodiverse attendees.

  • Provide a quiet room (see Multi-faith Space and Resilience Room).
  • Offer a forum for real-time, anonymous questions, such as a chat or questions written on notecards.
  • For those who may need extra time to process information, consider having printed venue maps, printed schedules, and menus at the front of buffet lines.
  • Have conversation cards in social networking spaces.
  • Neutralize smells in spaces.
Photo of a door with "Resilience Room" printed on the front.

White door with blue arrow at the top left corner. The words "resilience room" are on the center of the door in grey.

Further reading

Check out An Event Professional’s Guide to Neuroinclusion and the Neuroinclusive Event Checklist, developed by The Neu Project.

Image of the title page of "An Event Professional’s Guide to Neuroinclusion"

Registration

Basics

#ADA #ESSENTIAL #LGBTQ+ #RACE #WOMEN

Consider asking demographic questions during registration to better understand your attendees and improve future programming. And, in doing so, ensure there is always an option to decline to answer and ideally a blank field to self-identify.

Ask about dietary restrictions and whether accessibility, neurodiversity, or sensory accommodations are needed to successfully participate in the event. If it appears you will be unable to meet a request, follow up with the attendee to determine if an alternative arrangement can be made.

Photo of tabletop signage that encourages guests to add a pronoun sticker to their badge.

Tabletop signage that encourages guests to add a pronoun sticker to their badge.

Photo of pronoun stickers on top of a table.

Pronoun stickers on top of a table.

Photo of two people registering for an event on a Google Chromebook.

Two people registering for an event on a Google Chromebook.

Badges & Pronouns

#ADA #IN-PERSON #LGBTQ+ #RACE #WOMEN
  • Ensure badges are versatile and can be worn in multiple ways (around the neck or the wrist). If using badges with magnet backs, ensure that there is an option for a pinned badge for those who use pacemakers.
  • Ensure registration area has an expedited line for people with disabilities and at least one station at a 30” height.
  • Provide pronoun stickers at badge pickup. Stickers typically include: he/him, she/her, they/them, ze/hir, and a blank option to fill in.
  • Registration forms should ask for names that attendees would like to have printed on badges (rather than printing legal names).
  • If checking photo ID at badge pickup, explain the purpose to guests and be aware that some in the LGBTQ+ community may not have IDs or documents that match their gender and/or name they use.

Restrooms

#ADA #LGBTQ+ #IN-PERSON #WOMEN
  • Ensure single occupancy, ADA-compliant, and all gender restrooms are readily available with clear signage. Restrooms should have enough space for a wheelchair to turn around.
    • For large venues, identify all gender restrooms in advance to attendees via the website or pre-event comms.
  • All restrooms (whether all gender or otherwise) should be clearly identifiable, on every floor, with doors that are easily opened with a button or push and have braille identifiers.
  • Toiletries or amenities are a nice-to-have. If you have toiletries, ensure they are useful for all people.
Photo of inclusive restroom signage that reads: All Gender Restrooms. Anyone can use these restrooms regardless of gender identity or expression.

Photo of inclusive restroom signage that reads: All Gender Restrooms. Anyone can use these restrooms regardless of gender identity or expression.

Service Animals

#ADA #IN-PERSON
  • Allow individuals with visible and invisible disabilities to have service animals for various needs that help improve independence (no questions asked).
  • Create a space where people can relieve their service animals and guide dogs throughout the day if there is not an area readily available.
Photo of a fluffy, black-and-brown spotted service dog with a black service dog vest.

A fluffy, black-and-brown spotted service dog with a black service dog vest.

Speaker Representation

#ADA #CONTENT #ESSENTIAL #LGBTQ+ #RACE #WOMEN

Amplifying a diverse set of voices, perspectives, and experiences will create richer conversations and may contribute to a sense of belonging for attendees who are able to see themselves represented in the audience and on stage.

A photo of Jedidah Isler and Jocelyn Bell Burner onstage at an event

Jedidah Isler and Jocelyn Bell Burner speaking at an event

  • Aim for a diverse speaker lineup to give voice to the many diverse groups present in your country or region. Be sure to connect with speakers ahead of time to understand what topics are off limits and be cautious not to tokenize them by using their identity as their defining characteristic (unless that is the focus of the content).
  • Consider intersectionality in your speaker lineup when possible.
  • Include diverse perspectives, whatever the topic being discussed. Speakers from historically excluded groups should not be invited just to talk about diversity, equity, and inclusion (unless that is their area of expertise).
  • Seek out diverse perspectives on your planning team, or consult with others who belong to historically excluded groups.
  • Consider speakers across all professional levels. Do your research and find speakers who have interesting stories and different experiences and perspectives, not just those who appear to be most senior or well known.
  • Always budget to pay your speakers and be mindful of offering equitable speaking fees. Speakers can command different rates, but very careful attention should be paid to assess the appropriate rate for speakers from similar institutions or professions who bring similar experience and insight.
  • Work with the moderator to ensure equitable speaking time among panel members.

Speaker Content & Development

#ADA #CONTENT #ESSENTIAL #LGBTQ+ #RACE #WOMEN

General

  • Aim for a diverse speaker lineup.
  • Connect with speakers ahead of time to understand what topics are off limits and be cautious not to tokenize them by using their identity as their defining characteristic (unless that is the focus of the content).
  • If possible, share materials digitally in advance to accommodate individuals with disabilities and those who use text-to-speech accessibility features.
  • Consider providing copies of non-confidential presentations upon request.

Design

  • Write presentations and scripts in simple language. Avoid jargon, acronyms, and idioms that can cause confusion with sign language interpretation or captioning. If you must reference an acronym, make sure you define it upfront.
  • Ensure presentations meet accessibility standards for text size and color contrast. Visit The National Disability Rights Network presenter guidelines for more details.
  • Show each person’s pronouns when creating speaker titles and lower thirds graphics, if the speakers are comfortable with this. (e.g. Jane Smith, Director, she/her)
  • Steer away from using colors that may be stereotypical for groups of people.
  • Avoid using fast, flashing graphics for those who may be sensitive to motion. Consider using a Harding Test to test the speed of graphics.

Media

  • Ensure that photography, illustrations, videos, and content feature people from underrepresented backgrounds unrelated to their corresponding stereotypes.
  • Make images, invitations, surveys, and all videos accessible for all, including adding captions and audio descriptions.
  • Make an effort to consider artists from underrepresented groups.
  • Add captions and descriptive alt text to allow images in your presentation to be read by screen readers (e.g., “photo of two people walking towards each other on a city street”). Consider mentioning race or gender only if it’s relevant to the image, if it’s known if the people in the photo have confirmed their identity, and if the description is consistent with other descriptions.
  • Ensure music choices are endorsed by the speakers and do not contain offensive terminology or reinforce stereotypes (e.g., introducing a Black speaker doesn’t mean you should automatically use hip-hop music).

Speaker Prep

Basics

#ADA #CONTENT #ESSENTIAL
  • Ask all presenters to verbally introduce themselves with their name, pronouns, and a self-description (if they are comfortable doing so) before speaking, particularly if there are multiple speakers.
  • Describe any slide visuals and text so that attendees with visual disabilities can follow along.
  • Summarize responses if you ask the audience to respond to a question (e.g., “Nearly everyone raised their hands just now.”).
  • Presenters should speak slowly and clearly to make CART transcription or ASL interpretation easier.
  • If possible, share materials digitally in advance to accommodate a range of disabilities and those who use text-to-speech accessibility features.
Prabhakar Raghavan, VP of Apps, presents on stage at Google Cloud Next 2018.

Prabhakar Raghavan, VP of Apps, on stage at Google Cloud Next 2018.

Virtual Events

#ADA #CONTENT #VIRTUAL
  • Speakers should wear solid colors for contrast, avoid windows and backlighting, and keep physical backgrounds as minimal as possible to help those with low vision. Use caution with virtual backgrounds, as they tend not to be inclusive for all hair types.
  • Speakers should always have their video turned on for those who are hard of hearing and may be reading lips. Plan for bright, even lighting on your face and upper body that lets people see you clearly when speaking. Using headphones with a mic also tends to create better sound quality.
  • Pause between topics and outline expectations for muting mics and how to participate to accommodate neurodivergent people and people with different levels of attention.
  • Moderators should periodically read aloud any content from chats, as chat features can be difficult for those who use screen readers.
  • Pause after asking a question to help those who may not find the mute button quickly or may need a minute to gather their thoughts.
  • Describe slide visuals and text so that attendees with visual disabilities can follow along.
  • Give descriptive instructions for participant interaction, and avoid ambiguous prompts like “click here.”

Supplier Diversity

#ESSENTIAL #LGBTQ+ #RACE #WOMEN

Consider sourcing suppliers or creative assets from companies, small businesses, agencies, and/or vendors with historically excluded owners and talent pools, such as business certified by Disability:IN and the National LGBTQ Chamber of Commerce.

A selection of goodies produced by small businesses for Google's Launch Night In 2020.

A selection of goodies produced by small businesses for Hardware Launch 2020

A card denoting small business partners for GML 2021.

Card denoting small business partners for GML 2021

Swag

#LGBTQ+ #RACE #WOMEN
  • Ensure that swag is relevant to the event and its contents, and not attributed to guests’ backgrounds, genders, traits, etc.
  • When ordering t-shirts or apparel, make sure to have sizes available for all body types including straight and fitted, unisex and women’s.
  • Consider sustainability when selecting swag items.
A photo of a canvas tote bag with a super G logo.

Canvas tote bag with super G logo.

Photo of the back of a staff uniform jacket that reads: Hey Google.

Staff uniform with Hey Google on back.

Photo of white and red-striped socks.

White and red-striped socks.

Photo of four mittens in Google colors: blue, red, yellow, and green.

Four mittens in the Google colors: blue, red, yellow, and green.

Photo of super G pin on a white jacket collar.

Super G pin on white jacket collar.

Photo of a white cap with the Google logo.

White cap with the Google logo.

Timeline

#ADA #ESSENTIAL #RELIGION
  • Refer to an interfaith calendar to avoid scheduling events on any major cultural and/or religious holidays. Be mindful of prayer times, religious requirements, or family commitments that might create scheduling conflicts for speakers or attendees.
  • Communicate agenda breaks ahead of time for attendees who have medical conditions such as glucose management.
  • Allocate adequate time and budget to accommodate inclusive initiatives.
Attendees chatting outdoors during a break at Google Marketing Live 2022.

Attendees chatting outdoors during a break at Google Marketing Live 2022.

Translation & Localization

#CONTENT

Translating your content and finding opportunities to localize your event can help increase inclusivity.

  • Consider translating and localizing video content to reach a more global audience.
  • Look for opportunities to incorporate local artists and musicians to involve the local community.
  • If hosting a physical event and expecting an international audience, consider providing onsite translation services.