FRAMEWORK - An Inclusive Event Planning Checklist

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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