Home In Demand Making Meetings Safer for LGBTQ+ Attendees, Part 2

Making Meetings Safer for LGBTQ+ Attendees, Part 2

June 19, 2025

Communications are a key aspect of making meetings feel more inclusive and welcoming for LGBTQ+ attendees.

Once you have selected a site and venue that are going to provide a safe and welcoming backdrop to your event, it’s time to take a look at how your messaging, and your meeting, are communicating that all, including LGBTQ+ people, will be vital members of the community while on site.

A few strategies to consider are:

Include gender-neutral language in all your communications with attendees, sponsors, exhibitors, vendors and suppliers. This includes badges and registration materials as well, so be sure to include a range of gender identifiers, including non-binary options, as well as a gender-neutral title, and make sure attendees know they can specify preferred pronouns on their badges.
Have a strong, clear anti-discrimination and harassment policy, and ensure that your promotional and registration materials state unequivocally that discrimination of any type won’t be tolerated. Also ensure that your policy has steps in place that people can take should any harassment or discrimination occur, including a designated person or point of contact they can report incidents to without having to fear any recrimination.
Train your own staff and volunteers who will be working on site on how to use language inclusively and engage respectfully with all they encounter at the event. This includes training them on how to use gender-neutral greetings and not make assumptions about attendees’ identities based on appearance, names or other characteristics.
Invite diverse speakers and panelists and also encourage them to use inclusive and gender-neutral language in their presentations and when speaking with attendees. Be sure not to just invite speakers to participate based on the underserved community they represent. This means asking LGBTQ+ individuals to participate in sessions on general industry hot topics, not just those specific to LGBTQ+ issues.
Ensure that the language and imagery you use in your marketing materials, on-site brochures and event app reflect the full range of genders, relationships and families. Consider using LGBTQ+ symbols or icons in your colleterial materials and reaching out to potential audience members by advertising in LGBTQ+ publications, websites and other media.
While on site, let people know that they’re free to share their pronouns during introductions if they would like to — but also let them know that no one is required to do so.
In your on-site guide to the local community and leisure activities, include information on local LGBTQ+-friendly restaurants, cultural establishments and resources.
Consider hosting social events or networking functions that include LGBTQ+ entertainers and artists. Also consider collaborating with local LGBTQ+ organizations to learn of local resources you can tap to make your social events more welcoming to LGBTQ+ attendees.
Follow up post-event to learn what worked, and what didn’t. Include questions in your post-con survey about inclusivity. Also collect testimonials that reflect the inclusivity of the event that you can use to promote future meetings and events.