Who’s in the Room? Making Industry Events More Inclusive From the Inside Out

By Destiny L. Taylor, M.A.

In public relations, events are more than a gathering for professionals — they are a reflection of an organization’s values, priorities and perspective. From corporate conferences and industry expos to leadership summits and networking receptions, every detail sends a message about who belongs in the room and whose voices are valued.

As conversations around diversity, equity and inclusion continue to evolve, event professionals and communicators have an opportunity, and a responsibility, to approach event planning through a more intentional lens. Inclusivity at events should not begin and end with a statement on a website or a diversity panel added to the agenda. Inclusivity should instead be woven into the full experience from the inside out.

One of the most visible places this shows up is on stage.

Speaker selection plays a critical role in shaping the tone and perception of an event.      Creating more inclusive events means being intentional about representation across gender, race, ethnicity, age, ability and lived experience. It means asking deeper questions during the planning process:

• Who are we positioning as experts?
• Whose perspectives are missing?
• Are we creating opportunities for emerging voices alongside established leaders?

Representation should also extend beyond keynote speakers. Emcees, moderators and presenters all contribute to the attendee experience and influence how audiences connect with an event. A more inclusive approach to talent selection creates richer storytelling, broader perspectives and a more welcoming environment for attendees from different backgrounds.

Inclusivity also happens behind the scenes.

The vendors and partners selected for an event — including production teams, photographers, videographers, caterers, decorators and entertainment providers — represent another meaningful opportunity to support diverse communities and create economic access. Intentionally engaging minority-owned and underrepresented businesses not only broadens opportunity, but also introduces new creativity, innovation and cultural perspective into the event experience itself.

Accessibility is another critical part of the conversation. Inclusive events should consider barriers that may impact attendance and participation, including cost, location, physical accessibility, language access and format flexibility. Hybrid and virtual options, accessible venues, thoughtful scheduling and affordable registration pathways can all help create more equitable opportunities for participation.

Perhaps most importantly, organizations should evaluate who is involved in the decision-making process itself.

The conversations that happen behind closed doors often determine whether inclusivity becomes a true priority or simply a talking point. The teams selecting speakers, building agendas, identifying partners and approving programming should reflect a range of perspectives and experiences. Without diversity in the planning process, it becomes far easier for blind spots and unconscious bias to shape the final product.

Even small decisions matter. For example, organizations can reconsider who delivers opening remarks or appears in the most visible leadership moments during an event. Does every major presentation need to come from the same executive voice, or are there opportunities to elevate board members, emerging leaders or professionals from underrepresented backgrounds? Representation in leadership matters just as much as representation in attendance.

Industry events are ultimately about bringing people together, sharing ideas and shaping the future of industries and organizations. When inclusivity is approached intentionally — not performatively — events become stronger, more innovative and more reflective of the communities they aim to serve.

Creating more inclusive events is not about checking boxes. It is about building spaces where more people can see themselves reflected, heard and valued. In an industry built on communication and connection, inclusivity should always be part of the mission.

     Below are some ways you can incorporate diversity into your own event planning:

• Broaden your speaker pipeline. Ask each member of the speaker selection process to recommend at least one speaker from an underrepresented background. Task your team with looking beyond CEOs and consider rising executives, entrepreneurs, and academic leaders
• Expand where you source speakers. Build relationships with local chapters of the National Black MBA Association, National Association of Hispanic Journalists, or the Asian American Journalists Association, for events that feature reporters as panelists.
• Diversify your vendor network. During the vendor selection process, engage local Hispanic, Black, or Brazilian American Chambers of Commerce, women’s leadership organizations, disability advocacy groups, LGTBQ+ organizations, or other community organizations that can recommend qualified minority-owned businesses for production, catering, décor, photography, entertainment, and other event services.
• Build accessibility into your planning from day one. Before securing your venue, create an accessibility checklist. Ask questions such as: Is the venue ADA accessible? Are translation or interpretation services available? Can dietary restrictions be accommodated? Are there discounted options for students, nonprofit professionals or young professionals? Planning for accessibility from the outset helps create a more welcoming experience for all attendees.
• Review PRSA’s resources on Diversity, Equity & Inclusion: PRSA’s Diversity, Equity & Inclusion Committee is devoted to building consciousness by increasing visibility of DEI standards, resources and best practices for racial, ethnic, religious, sexual orientation and gender differences, as well as diverse skill sets, mindsets and cultures at all levels of the organization. Resources include A Communicator’s Playbook, DEI Toolkit, and industry insights focused on advancing representation, accessibility, and opportunity across the communications profession.