ICC Sydney Grand Ballroom – Elevate the Stage 2023. Image Credit: Tim Pascoe.

Diversity and inclusion is becoming an increasingly important element of running a successful event, not merely from an ethical perspective, but also to ensure as many people as possible feel comfortable to attend an event.

According to a survey by C&IT and ICC Sydney, more than a third (39%) of organisers now believe diversity and inclusion should play an integral role in the planning and executing of events, and 49% believe this is ‘very important’ to their events. The most important elements are seen as accessibility (83%), gender inclusivity (77%), cultural diversity (75%), ethnic diversity (70%) and LGBTQIA+ inclusivity (56%).

Picking the right event facility is one of the key steps organisers can take to ensure everyone is accommodated. The following are some of the key factors to consider: 

Disability-friendly

Ensuring that individuals with both visible and/or hidden disabilities have full access to the building and can fully participate in sessions is essential. Key elements to consider include facilities such as ramps, button-operated automatic doors, as well as appropriate seating or viewing areas and assistive communication technology (such as live captioning or hearing loops) for accessible event content. 

It’s also important to ensure staff at the venue have been trained to understand the diverse needs of people with a disability. For example, this includes access requirements, inclusive language and etiquette, non-visible disability awareness and having comfortable conversations.

ICC Sydney is a purpose-built accessible venue, featuring braille on room signage, tactile flooring at egress points, step-free access and induction loop hearing augmentation systems in the main rooms. The venue was also the first Australian convention centre to develop an Accessible and Inclusive Events Guide for event organisers to aid in efforts of creating a safe space for all.

The venue has joined forces with the Hidden Disabilities Sunflower organisation, to promote the inclusion of people with hidden disabilities, conditions or chronic illnesses. “By wearing a Sunflower lanyard, pin or wristband, people with hidden disabilities have the choice to let the people around them know they may require additional help, understanding, empathy, guidance or patience,” explains Malu Barrios, director of event services at ICC Sydney. 

ICC Sydney’s inclusive and accessible services. Image Credit: Tim Pascoe.

Mental health/neurodiversity support

For neurodivergent individuals, or those with autism or who suffer from mental health issues such as anxiety, attending a large event can be an overwhelming experience. Safe spaces can help here, offering attendees quiet refuge where they can decompress. 

Because everyone’s needs are different, ICC Sydney’s team can work alongside event organisers to ensure rooms are stocked with the required provisions, as well as supporting with their development of visual stories and sensory maps to direct people to quiet rooms ahead of events. 

“Visual stories are used to prepare a person for, and  increase the predictability of a new environment or situation,” says Barrios. “This helps bring familiarity to a process to reduce anxiety and stress. They may include references to the accessible venue facilities, lighting, expected ambient noise, distance between key meeting rooms and how to ask for assistance.” 

First Nations Peoples

To connect delegates to First Nations Peoples and cultures, ICC Sydney sets the tone: every evening when the sun goes down, delegates at ICC Sydney will be able to see the digital screens outside displaying scenes depicting life of Gadigal People pre-colonisation through the Gadigal Dreaming public work. 

The venue’s Legacy Program guides event organisers to engage with First Nations Peoples and businesses to include traditional ceremonies and rituals into events, such as a Welcome to Country, Smoking Ceremony or Yarning Circle all delivered by First Nations cultural custodians. 

ICC Sydney’s Accessible and Inclusive Events Guide offers advice on the use of inclusive language that will respect the individuality and uniqueness of each person. Safe spaces can also be provided.

“Safe spaces can be nurtured through meaningful communication and collaboration with community members to deliver activities that acknowledge diverse communities, use respectful language, celebrate diversity, share stories and create a welcoming space for open participation,” says Barrios. 

KARI Singers performing at ICC Sydney. Image Credit: Tim Pascoe.

LGBTQIA+ communities 

Ensuring those from the LGBTQIA+ community are welcomed and included is a necessity. This means using LGBTQIA+ inclusive language in event communication materials and in conversations, activities and discussions. 

ICC Sydney has partnered with Pride in Diversity – Australia’s leading not-for-profit employer support programme for all aspects of LGBTQIA+ workplace inclusion – and can help advise organisers on how to ensure everyone is welcome at events. 

Sydney WorldPride CEO Kate Wickett says the ICC Sydney team ensured delegates felt safe, accepted and welcomed during its 2023 event. “ICC Sydney were great collaborative partners from the very beginning of this event and were incredibly aligned in the values we were trying to achieve,” she said.  

Religious and cultural requirements

People celebrate and observe their religious and cultural beliefs in diverse ways and it’s important to support any religious or important cultural requirements at events. You may be required to provide access to prayer rooms, specific menus to cater for diets such as Halal or Kosher, and alcohol-free options. ICC Sydney has two gender-specific, non-denominational dedicated rooms available for prayer, meditation and reflection.

ICC Sydney’s Kosher menu.

Parents/carers 

Caregivers of children have specific needs, which require dedicated parenting rooms equipped with facilities such as changing tables, large sinks, and nappy disposal units, as well as areas for parking prams and warming up milk. ICC Sydney offers several such facilities, designed to ensure that parents can meet their children's needs with ease and dignity.

To speak with an ICC Sydney team member, enquire today or to read more about our Disability Inclusion Action Plan, click here.