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An Inclusive Event Planning Checklist – PDF Summary

A Relational Guide to Accessible, Values-Led Gatherings

Overview: Events as Cultural, Emotional, and Systemic Practice

Events are not just scheduled moments. They are living ecosystems—shaped by intention, emotional tone, and systemic awareness. Whether you’re hosting an academic symposium, a creative workshop, a community forum, or a health-based convening, every gathering holds the power to affirm inclusion, challenge hierarchy, and model care.

This guide reframes event planning as a deeply ethical and relational practice. It centres disabled, neurodivergent, and marginalised participants, treating logistics not as background tasks but as acts of love. Inclusive planning is not a checklist to complete; it’s a responsive, evolving process that asks:

  • Who is this for, and how will they be supported?
  • What emotional and sensory landscapes are being created?
  • How does this gathering reflect the values we claim to hold?

Designed for solo planners and collaborative teams alike, this resource offers a modular, emotionally intelligent framework for events that feel spacious, safe, and resonant.

Each section includes:

  • Conversational instructions and reflective scaffolding
  • Tick boxes to affirm understanding and action
  • Fill-in-the-blank sentences to personalise and deepen resonance
  • Optional tables for structured thinking and shared agreements
  • Prompts to explore values like empathy, accessibility, and human-centred design
  • Reflection opportunities to support emotional clarity and systemic awareness

This is more than a planning tool; it’s a cultural provocation. A companion that invites you to treat every event as a site of care, clarity, and future-facing practice.

Contents
An Inclusive Event Planning Checklist
Section 1: Pre-Planning with Purpose
Section 2: Designing for Access and Emotional Pacing
Section 3: Communication and Invitations
Section 4: Staffing and Facilitation
Section 5: During the Event
Section 6: Closure, Feedback and Reflection
Section 7: Events as Cultural and Systemic Practice
Section 8: Final Reflection and Future Invitations

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