How to Host Inclusive and Accessible Team Social Events at Christmas (Or Any Time of Year)
Team social events can be a fantastic way for your team to connect outside of office hours and away from work in a different setting. However, they can also be an extra source of stress for disabled and chronically ill people, especially if accessibility is an issue.
Creating an inclusive environment is not only about making sure everyone feels welcome. It also means providing accommodations and considering the needs of everyone invited. Whether it's a holiday party, team dinner or virtual gathering, there are several things you can do to make sure everyone can participate fully.
By hosting accessible team social events, you promote a sense of belonging and camaraderie among team members instead of sending out a message to certain people that they don’t belong. Want to make sure everyone in your team has the opportunity to engage and bond with their colleagues? Here is the ultimate, comprehensive guide to making your team building or team social events both inclusive and enjoyable!
5 Event Planning Tips to Achieve True Accessibility at Your Team Social Event
To achieve true accessibility, start with these five event planning tips!
Allow attendees to make accessibility requests and suggestions.
Some disabled people may require sign language interpreters, accessible parking, wheelchair-accessible seating or captioning for videos. To make this process more seamless, put a process in place for attendees to submit their accessibility requests! It will help ensure these requests are taken seriously and accommodated as much as possible.
You could include a box on the registration form for people to add accessibility requests! You could also send out a survey as another opportunity to ask for accessibility requests and gather information about what people might prefer or enjoy, including the day and time.
Give people the chance to suggest activities that are accessible and enjoyable to them, as they may suggest something that would offer loads of fun for the whole team that you hadn't considered! Creating fun and accessible events involves listening to the needs and wants of the people who might be attending!
Based on accessibility requests and suggestions, consider your options.
An inclusive work environment isn't just about what happens in the office but also extends to the social activities that promote team bonding. So, let's take a moment to ponder some questions and explore different options:
Physical or Virtual? First, consider whether your event will be physical, virtual or both. Virtual events can be more accessible to those who may face physical barriers.
Access to Venue: If you choose a physical venue, ask yourself: does it have accessible parking, toilets and floor plans? Can everyone get in and out of the space? These are fundamental considerations.
Meeting Diverse Needs: Are you meeting every disabled employee's needs? Do you have team members with specific sensory needs, anxiety, mental health conditions, energy disabilities or any condition where a quiet room to take breaks is essential? Think about creating a supportive atmosphere that accommodates everyone's comfort. Make it clear that people can take breaks from the event if they need to.
Alcohol Isn't the Only Option: Many team social events are synonymous with alcohol, such as the classic "happy hour." However, it's essential to recognise that such events may exclude team members who don't drink, can't drink due to health reasons, or simply feel uncomfortable in a drinking environment. So, here's the question: does your social event have to revolve around alcohol?
Expanding Your Social Repertoire: Consider diversifying your social activities. There are countless options for team-building and having fun that don't involve alcohol, from team sports and board games to volunteering activities. The key is to create a social atmosphere where everyone feels comfortable, included and excited to participate.
As you plan your next team social event, remember that fostering inclusivity isn't just a one-time effort. It's a continuous journey of adapting, learning and improving.
Provide clear and detailed information beforehand.
One of the cornerstones of hosting an accessible work social event is providing clear and detailed information well in advance. This proactive approach not only demonstrates your commitment to inclusivity but also goes a long way in easing any anxiety around access needs and requirements for disabled employees.
When you provide comprehensive information about the event, you empower your disabled employees to make informed decisions. They can assess whether the event suits their individual needs and plan accordingly. This ensures they have a sense of agency in choosing what's best for them.
By proactively sharing accessibility details, you remove the responsibility away from disabled employees to research these important aspects themselves. This is a significant relief, as accessibility considerations can often be a time-consuming and exhausting process (something they have to research wherever they go) for disabled people to find. In addition to this, accessible event communication boosts the confidence of disabled employees. They can attend the event with the reassurance that their needs have been considered and addressed, fostering a positive and inclusive experience.
So, what kind of information should you provide?
Venue Information: If it's a physical event, share details about the venue's accessibility features. This includes information on ramps, lifts, accessible toilets and designated parking areas. Consider providing photos or diagrams to give a visual sense of the venue's layout.
Date and Time: Clearly state the date and time of the event, allowing attendees to plan their schedules effectively.
Communication Support: Mention the availability of communication support, such as sign language interpreters, real-time captioning, or any assistive listening devices. This ensures that attendees with hearing impairments can fully engage in the event.
Agenda and Activities: Outline the event's agenda and activities. Mention if there will be any team-building games, discussions, or presentations. This allows attendees to prepare, especially if they have specific requirements for participation.
Contact Information: Provide contact details for someone who can address accessibility-related questions or concerns. This person should be readily available to assist attendees both before and during the event.
Attendee Expectations: Set clear expectations for behaviour and interaction at the event to create a respectful and inclusive atmosphere. Emphasise the importance of respecting individual needs and boundaries.
Dietary Restrictions: If the event involves food, ask attendees about dietary restrictions or preferences in advance to ensure everyone can enjoy the culinary offerings.
In essence, the key to success in creating an inclusive work-social event lies in the details. Transparent and thorough event communication not only benefits disabled employees but also contributes to a more welcoming and harmonious workplace culture. It's about making everyone feel valued, respected and, most importantly, included.
After your event, ask for feedback.
Gathering feedback from employees after your team social event is a critical step in continuous improvement. You could create an anonymous online survey to collect feedback, assuring employees that their responses will remain confidential, to encourage honest and open feedback. Send out the survey shortly after the event while the experience is fresh in participants' minds. This will result in more accurate and detailed feedback.
Craft questions that cover various aspects of the event, including accessibility, content and overall experience. Here are some examples:
Were you able to access and participate in the event easily?
Were the event activities and content engaging and enjoyable?
Did you encounter any technical difficulties during the event?
Were your accessibility needs accommodated effectively?
Did you feel included and valued during the event?
What were the strengths and weaknesses of the event?
Do you have any suggestions for improvement in future events?
What suggestions do you have for improving accessibility in future events?
Scale Ratings: Use rating scales (e.g., 1-5) to gauge the overall satisfaction and experience of the event.
Offer employees the chance to share additional comments or concerns and express a willingness to follow up with them individually if they wish. Specify a deadline for survey submissions to ensure a timely response. Once you've collected the responses, analyse the feedback, paying close attention to suggestions for improving inclusivity. Identify common themes and areas that need attention.
Implement changes and follow up.
The most important thing you can do when receiving feedback? Implement changes for future events! Be sure to communicate these changes to the team to demonstrate your commitment to inclusivity. After the analysis and improvements, thank your employees for their valuable input and let them know how their feedback has influenced the planning of future events.
Continue to gather feedback for subsequent events to ensure a consistent commitment to inclusivity and continuous improvement. By actively seeking feedback and acting upon it, you create a culture of inclusivity and demonstrate that your company is dedicated to making events more accessible and enjoyable for all team members.
Choosing Accessible Venues
The Papworth Trust reports that common barriers to accessibility are inadequate lifts, escalators or handrails, lack of ramps, parking problems and footpath design. Here are the key points to consider when choosing a venue for your accessible team social event.
Ask your team about any specific accessibility needs or concerns before looking for venues. Sending out an anonymous survey could help you gather ideas whilst making it more comfortable for disabled employees to let you know their access needs. This way, you can save time by only looking for the venues that will include your whole team.
If you have a wheelchair user in your team, choose a venue with a ramp. Another thing to consider is that wheelchair access at the front of the building prevents wheelchair users from being forced to go around the back past the bins; this is not access and inclusion when a disabled person cannot enter the building through the entrance with everyone else!
Look for venues that offer multiple accessibility features, such as lifts, ramps, handrails and accessible toilets. Diverse options cater to a wider range of disabilities and preferences.
Choose a venue that allows people to park close to the building with limited walking distance. This not only assists wheelchair users but also people with mobility issues who may have difficulty walking longer distances.
If you are choosing a venue that might involve waiting time before the event, make sure that there are appropriately placed seating options for those with impairments, energy disabilities, anxiety or sensory difficulties who might require a quiet place to sit.
Verify that the venue has toilets equipped with accessible facilities, including grab bars and sufficient space for wheelchair users. These are critical for everyone's comfort and safety.
If you're planning to use digital materials, like presentations or event apps, make sure they are accessible to people using screen readers or other assistive technologies.
Check the floor plan of the venue to make sure there are wide pathways and that furniture is arranged to allow for easy movement, especially for those using mobility aids.
Assess the lighting and acoustics of the venue. Some people with sensory sensitivities may need well-lit, quiet areas where they can retreat if the main event becomes overwhelming.
Opt for venues with adaptable seating arrangements. Some attendees may require specific seating configurations, like space for a service animal, extra space for personal assistance, or specific seating angles to accommodate different disabilities.
Consider venues that offer all-gender restrooms to accommodate transgender and non-binary individuals.
Before finalising the venue, consult with team members to identify any specific accessibility needs or concerns to address individual requirements and ensure everyone is comfortable.
Consider a Virtual Team Social Event
In the age of remote work, virtual team social events have become increasingly important for fostering team spirit and maintaining employee morale. These events serve as a way for team members to connect on a more personal level and build relationships outside of their day-to-day work interactions. They’re not just a trendy way to boost team spirit but also a highly accessible option for disabled employees. Here's why:
Physical Accessibility is Not a Concern: Virtual team social events eliminate the physical barriers that can be a significant challenge for disabled employees. With a stable internet connection, they can join from the comfort of their own accessible spaces, removing the need to navigate potentially inaccessible physical venues.
Flexible Participation: Disabled employees might have fluctuating energy levels or healthcare appointments. Virtual events allow them to participate at their own pace, contributing to a more inclusive work environment.
Reduced Sensory Overload: For individuals with sensory sensitivities, crowded or noisy in-person social events can be overwhelming. Virtual events can be adjusted to suit individual preferences regarding background noise, lighting, and interaction levels.
Accommodations Are Easier to Implement: In virtual environments, it's simpler to provide accommodations like captioning, sign language interpreters, and assistive technologies for those with hearing or visual impairments.
Inclusive Communication: Virtual events often use written communication, which can be advantageous for employees with speech or hearing impairments. They can participate actively in chat discussions, ensuring they are not left out of conversations.
No Transportation Hassles: Transportation can be a significant barrier for disabled employees. Virtual events remove the need for travel, saving time and reducing the anxiety related to commutes.
Inclusivity Promotes Psychological Well-being: Disabled employees often struggle with feelings of isolation and exclusion. Accessible virtual events promote a sense of belonging, reducing isolation and boosting overall psychological well-being.
Tips for Making Work Virtual Social Events Accessible and Inclusive
Creating accessible and inclusive virtual social events for disabled employees is not only the right thing to do but also a rewarding endeavour that benefits the entire team. Here are some tips to ensure your virtual social events are welcoming to all:
Select Accessible Platforms: Choose virtual event platforms that are compatible with screen readers and offer captioning options. Ensure the platform is user-friendly and accessible for everyone.
Captioning and Sign Language: If your event involves spoken content, provide real-time captioning and, if necessary, sign language interpreters. This ensures that attendees with hearing impairments can fully engage.
Include Descriptive Text: Use alt text for images and graphics to ensure that visually impaired attendees can understand visual elements in your event materials.
Offer Multiple Ways to Participate: Encourage different forms of participation, such as video, audio, or text chat. This accommodates various communication preferences and comfort levels.
Consider Time Zones: Be mindful of time zone differences when scheduling virtual events. If possible, offer multiple time options to accommodate participants from different regions.
Tech Support: Ensure that someone is available to provide tech support during the event. This person can assist with any technical issues that may arise, helping all attendees participate seamlessly.
Set Ground Rules: Establish rules for respectful and inclusive interactions during the event. Encourage attendees to use inclusive language and be mindful of accessibility needs.
Encourage Pre-Event Testing: Encourage attendees to test the event platform and any necessary accommodations in advance to resolve technical issues and ensure a smooth experience.
Recording and Transcripts: If feasible, record the event and provide transcripts afterwards. This allows attendees who couldn't make it in real-time to access the content and ensures accessibility for all.
Feedback and Improvement: After the event, solicit participant feedback, including suggestions for improving accessibility. Use this feedback to refine future virtual events.
Promote Inclusivity in Event Themes: When planning activities, themes, or games, make sure they are inclusive and considerate of diverse interests.
Virtual team social events also offer endless options. From virtual game nights and online cooking classes to chilled artsy or painting sessions where colleagues can chat with their drink of choice or even a shared book club, diverse options can be adaptable to suit the unique interests of your team members.
The key is to ensure that every team member can engage, connect with and enjoy the experience! By considering accessibility requests and embracing a variety of social activities, you'll not only create a more inclusive workplace but also build stronger bonds within your team.
So, are you ready to rethink your next team social and make it a memorable (in all the right ways) experience for all? If you would like expert guidance and support on creating truly accessible events and socials, as well as creating true inclusion within your company, consider the way you can work with me!