Plan an inclusive community event

What to do first: decide what “inclusive” means for your event

Inclusive means every person who wants to take part can, regardless of access needs, budget, language, diet, transport options, or caring responsibilities. Start by listing the barriers people might face, then remove or reduce each one. Use the checklist below as your decision rule, not as an afterthought.

The one thing that makes the biggest difference: ask people what they need, and believe their answer. The principle of “nothing about us without us” means every decision about the event should involve the people it is meant to serve. Do not guess. Do not assume. Send a short, accessible survey before you finalise the plan. Then act on what you learn.

Venue and invitation

Venue. Choose a building with step-free entry, automatic or wide doors, and an accessible toilet. If the only option is upstairs, do not hold the event there. Check that corridors and seating allow wheelchair users and people with mobility aids to move freely. Ask your local council or a disability access group to audit the space (UK Equality Act 2010). Provide a quiet room for anyone who needs a break from noise or crowds.

Information. Publish an access statement before the event. Include: step-free route, hearing loop (if available), presence of a quiet space, and whether guide or assistance dogs are welcome. Offer British Sign Language interpretation or captioning on request (Accessible Events Guide, UK Government). State a deadline for requesting these so you can arrange them.

Cost

Make the event free or pay-what-you-can. If you must charge, offer a sliding scale or a transparent “no one turned away for lack of funds” policy. Do not ask people to prove they need a concession. If your event includes a meal, do not charge separately for it. Mention the cost policy in every invitation.

Language

Translate key information, poster, invitation, agenda, into the main community languages spoken in your area. The UK Government’s Inclusive Communication Guide (2022) advises providing an interpreter for community languages where five or more attendees need one. Use plain English (or plain local language) in all materials. Avoid jargon, acronyms, and vague phrases like “we welcome everyone.”

Food

Label every dish with the 14 major allergens listed in the UK Food Information Regulations (FSA, 2023): celery, cereals containing gluten, crustaceans, eggs, fish, lupin, milk, molluscs, mustard, nuts, peanuts, sesame, soya, sulphur dioxide. Offer at least one halal, one vegetarian, and one vegan option. Ask attendees about dietary requirements when they register, and do not substitute unlabelled alternatives. If you cannot provide the full range, say so clearly before people arrive.

Transport

Publish the accessible public transport route to the venue. For people with mobility needs, offer a volunteer driver scheme or a taxi voucher. The UK Department for Transport’s Inclusive Transport Strategy (2021) recommends that community events budget for transport assistance. If the event is in the evening, check that public transport runs late enough for people to get home.

Protecting people at your event

Protecting children and adults at risk of harm is a legal duty. The UK Care Act 2014 sets out six principles: empowerment, prevention, proportional protection, partnership, accountability. For children, the duty to report concerns is in Working Together to Safeguard Children (2023).

What you must do: - Appoint a named lead for the event. This person must have completed basic training in recognising and responding to concerns. - Publish a statement that tells attendees how to raise a concern. - Ensure all volunteers have read and signed a code of conduct covering their responsibilities. - If you see or hear something that suggests a person is at immediate risk of harm, call 999. For non-urgent concerns, contact your local authority adult or children’s team. - Do not gossip. A concern is a specific, observable risk. Sharing personal details without a protective purpose is not appropriate.

Listening, caregiving and mutual aid

Listening and emotional support

Active listening is not silent nodding. It is showing you are paying attention by paraphrasing back what you heard: “It sounds like you’re worried about getting home after dark.” The Samaritans’ model of listening without judgement is the gold standard. If someone says they are fine but you suspect they are not, do not accept it at face value. Say: “I hear you, but I’ve noticed you’ve been quiet tonight. I’m asking because I want to make sure you’re okay.” Accept their answer.

Support at an event can be practical (a buddy scheme for people who need help finding their way around the venue) or emotional (a designated listener who knows the active listening basics: paraphrase, reflect feelings, ask open questions, avoid solving). Train your volunteers in the ALGEE model from Mental Health First Aid: Assess, Listen, Give reassurance, Encourage professional help, Encourage self-help. The IFRC Psychosocial Support manual (2021) emphasises: listen, be non-judgmental, give practical information, encourage social connections.

Caregiving

If your event is for or includes informal carers, know that the NHS (2023) says carers in the UK have a statutory right to a carer’s assessment. Carers UK (2023) estimates 6.5 million unpaid carers in the UK. Provide a quiet space where a carer can take a break. Do not assume a carer can leave the person they care for; if you want to offer a break, provide a crèche or a companion for the care recipient. Respect the carer’s choice.

Volunteering

Volunteers need clear roles. The NCVO Volunteer Rights Charter (2021) says each volunteer should have a role description, an induction, supervision, and insurance cover. Do not let volunteers provide care beyond their agreed role. Set boundaries: do not give personal contact details, do not lend money, do not agree to tasks outside the event. Remind volunteers that 60% drop out within three months of starting in mutual aid groups, often because of unclear roles and no boundaries training.

Mutual aid

Mutual aid is reciprocal assistance within a community, without hierarchy. The WHO Community Engagement Framework (2020) describes it as based on trust and shared need. At an event, mutual aid might mean a skill-share board where people offer and request help (rides, childcare, language assistance). Do not run it like charity; everyone gives and receives.

Checklist: your one-page decision rule

Before you confirm the event, run through these questions. If the answer is “no” to any, fix it before you go ahead.

Area	Check
Venue	Step-free entry, accessible toilet, quiet space?
Invitation	Access statement, language options, cost policy stated?
Food	Allergens labelled, halal/veggie/vegan option?
Transport	Public route published, driver scheme or voucher offered?
Protection	Named lead, published statement, volunteer code of conduct?
Support	Buddy scheme or listening volunteer available?
Carers	Quiet break space, crèche or companion option?
Volunteers	Role description, induction, boundaries set?
Mutual aid	Opportunity for reciprocal exchange?