Here's a question worth sitting with: Who isn't in your room?
Not because they didn't want to be there. Not because they don't care about your mission. But because something about your event, the venue, the seating, the food, the language, the experience of just getting there made them feel like this event wasn't quite designed for them.
Inclusive events raise more money. But more importantly, they're the right thing to do. When every guest feels welcomed, seen, and valued they connect more deeply with your mission, stay engaged longer, and give more generously. The two goals aren't in conflict they reinforce each other.
This isn't an exhaustive list. Inclusion is a practice not a destination. But it's a solid starting point.
Arrival and Accessibility
The experience of getting to your event matters as much as what happens inside it. Think about your venue from the perspective of someone arriving by rideshare, someone using a wheelchair, someone with a mobility aid, or someone who simply isn't sure where to go.
The venue needs to be physically accessible: ramps, elevators, clear pathways, accessible parking nearby, and doorways and bathrooms that accommodate wheelchairs and mobility aids. Consider having staff or volunteers offer to walk guests to their tables upon arrival. It's a small gesture that creates immediate connection and ensures no one feels stranded at the door.
And seating please don't overlook seating. Sitting for two to three hours in a chair that wasn't made for your body is painful and distracting. It is very hard to feel connected to a mission moment when you are uncomfortable. Choose chairs that accommodate a range of body types.
Communication Accessibility
Plan to have sign language interpreters available if requested. Prepare materials in multiple formats including large print and digital versions that work with screen readers. Use high contrast colors and simple fonts in all signage.
Review all written and spoken communication for ableist language and metaphors, phrases like "falling on deaf ears" or "blind to the truth" are easy to replace with more precise neutral language. Consider offering a virtual or hybrid component so guests who cannot attend in person can still participate and give. We learned in 2020 that virtual fundraising events can be remarkably successful.
Sensory Considerations
Ensure lighting is appropriate not too harsh, not flickering. Be thoughtful about loud noises or sudden sounds used to grab attention as these can cause real distress for guests with sensory sensitivities.
If you are playing music keep the volume at a conversational level. It is almost impossible to connect with people, and connection is what drives giving, when guests can't hear each other over the music. Some organizations are now offering a designated sensory friendly room where guests can take a break if needed. It's a thoughtful touch worth considering depending on your audience.
Dietary Requirements
Offer diverse food options that accommodate religious, cultural, and medical dietary needs halal, kosher, vegetarian, vegan, gluten-free, and allergen-free options. Always clearly label all food items with ingredients.
As someone who is gluten free, dairy free, and garlic free, I know firsthand how hard it can be to attend an event and find food that is safe to eat. If guests are paying to be there they deserve to be able to eat safely and comfortably. This is not a small thing.
Gender Inclusivity
Use gender neutral language in all communications. Include pronouns on name tags if you are using them, you can make this optional. Avoid assuming gender in registration forms or documentation.
Ask anyone speaking at your event to use gender inclusive language. We don't have to say "welcome ladies and gentlemen." Instead try "welcome friends" or "so glad to see you all tonight." There are so many ways to welcome an audience and I would argue that starting with your emcee welcome is the easiest and most powerful way to signal that ALL of your guests belong in that room.
Some organizations choose to designate all restrooms as gender inclusive for the evening. Everyone survives the experience. It doesn't need to happen at every event but it's worth knowing it's an option.
Religious and Cultural Considerations
Schedule your event with awareness of religious holidays. It is easy to find out the dates of major religious observances and plan around them. If you wouldn't schedule your gala on Easter, extend that same consideration to Yom Kippur, Eid, Diwali, and other significant dates. This is a simple act of respect that signals your organization values all of your guests.
Photography and Consent
Think about who your photographer is capturing throughout the evening. Are images representing the full diversity of your guest list or gravitating toward certain types of people? Ask guests for consent before photographing them and be intentional about how your event is visually documented and shared.
Staff, Volunteer, and Speaker Training
Everyone involved in your event should understand inclusive practices, how to use respectful language and how to assist guests with various needs. And by everyone I mean including your paid speakers. Anyone on your stage is representing your organization. If a speaker says something offensive guests will connect that moment to your brand regardless of whether that person has any formal affiliation with you.
Consider giving all presenters a written guide that covers:
- Preferred terminology for referring to different communities
- Common phrases to avoid and their inclusive alternatives
- Guidelines for describing disabilities, mental health, and different identities
- Reminders to avoid infantilizing language
- Guidance on using content warnings when discussing potentially difficult topics
Language evolves. Giving speakers a clear guide ensures everyone is working from the same foundation.
The Bottom Line
Creating an inclusive event isn't just smart fundraising strategy though it absolutely is that. When every guest feels welcomed, seen, and valued they connect more deeply with your mission, stay engaged longer, and give more generously. Inclusive events raise more money. Full stop.
But here's the thing — that's not actually why you should do it. You should do it because it's the right thing to do. Because your donors, your volunteers, your board members, and the communities you serve deserve to walk through your doors and feel like they belong there.
The list above isn't exhaustive and it never will be — inclusion is a practice not a destination. Start where you can, keep learning, and know that every small choice you make to welcome more people into your event is a choice that matters.
Debbie Scheer is a licensed benefit auctioneer, professional emcee, fundraising event consultant, and keynote speaker based in Colorado, serving nonprofits nationwide. With hundreds of fundraising events under her belt she helps organizations create events that are strategic, inclusive, and meaningful — where guests feel great about giving and come back year after year. Reach out to Debbie to start the conversation.