Expert tips on integrating diversity, equity and inclusion (DEI) principles into your events, and how Toronto venues have set high standards for DEI.
Accessibility, food restrictions, gender identities, sustainability, inclusive language, religion—the list of considerations in DEI-conscious event planning goes on. But that’s the key: consider everything; consider everyone. There’s no simple formula, but it is possible to plan a meeting or event that puts inclusion first.
We asked five Destination Toronto team members—Farnaz Mirza, US Sales Manager; Alison Owers-Graham, Senior Event Planner; Vinita Das, Sales Director; Meredith Donaghey, Assistant Director of Sales; and Mara Rodas, Destination Specialist—to weigh in on all the factors that come into play and the Toronto venues that are taking major strides in DEI.
“Over and over again, people tell me they feel so welcome and comfortable when they visit Toronto.”
– Meredith Donaghey, Assistant Director of Sales, Destination Toronto
1. Check in with your audience before, during and after the event
First, learn about who will be attending. Get the 411 on their backgrounds, needs, interests and preferences. You can do this through registration forms, surveys, social media, online polls or talking to past attendees. “The small details can make a big difference,” says Meredith Donaghey, Assistant Director of Sales at Destination Toronto. “When you take the time to understand the individual needs of your attendees, they will be so grateful that they’ve been recognized, heard and understood.”
“A mid-point survey and post-survey are great checkpoints to get in touch with your audience and make the experience better,”
- Farnaz Mirza, US Sales Manager at Destination Toronto
Farnaz Mirza, US Sales Manager at Destination Toronto, recommends sending out a detailed registration form with a pre-event survey. Use this information to shape your event. For instance, consider attendees’ cultures and faiths; whether support is needed for delegates with disabilities; if translation services are required; what technology may facilitate participation. Think of everything. It may seem like a lot, but thorough research beforehand gives you a complete picture of your attendees’ needs.
“We send a survey so that we can curate site inspections to assess delegate needs and expectations,” says Mara Rodas, Destination Specialist at Destination Toronto. “It could be needing transportation from location A to B because they can’t walk, or assistance with a specific room because they’re visually impaired. We ask about food restrictions. We ask these things, and everything is kept confidential.”
Don’t stop there—checking in during and after an event can also be especially informative. See if expectations are being met and what can be improved. This ongoing communication shows you care about their experience and helps create a welcoming vibe. “A mid-point survey and post-survey are great checkpoints to get in touch with your audience and make the experience better,” says Farnaz.
2. Make accessible event design a priority
Accessible event design means ensuring that everyone, including people with disabilities, can participate. Some accessibility basics should be a given; think: elevator access, ramps, accessible washrooms, accommodating service dogs, barrier-free access throughout the space, and ease of travel to the venue.
“The Metro Toronto Convention Centre is [close] to two hotels—the Delta Toronto and the InterContinental Toronto City Centre—so it’s very easy to get to,” says Alison Owers-Graham, Senior Event Planner at Destination Toronto. All levels of the Metro Toronto Convention Centre are accessible, and the entrances, bathrooms and elevators all adhere to the highest accessibility standards. Wheelchairs are also available as a courtesy service on a first-come, first-served basis.
Other aspects may be less obvious. Shadows or glare can create challenges for those with low vision, and adequate lighting is vital for people who read lips or use sign language. Consider the acoustics as well: echoes can be challenging for those who are hard of hearing. “From ramps installed to access a stage to quiet spaces to having assisted listening devices available so attendees can be fully engaged with the presentations,” says Meredith. “There are so many ways to become more inclusive and accessible to everyone.”
Across the city, Toronto has venues that get a gold star in accessibility—and some are literally certified. The CN Tower regularly undertakes audits by the Rick Hansen Foundation and other accessibility consultants to ensure that the building is up to snuff on accessibility standards. Ripley’s Aquarium of Canada undergoes the same audits and is a member of the Access 2 Entertainment program. It’s also the first attraction in Canada to be designated as a certified autism centre, giving staff sensitivity and awareness training. The Art Gallery of Ontario is BlindSquare-enabled, whereby a GPS app assists the blind, deafblind and partially sighted. “It’s hard to just name a few venues that stand out in terms of DEI as our entire community is so committed!” says Meredith. “It’s at the core of everything we do.”
3. Set up a quiet space
There should be quiet spaces to escape to, as the hustle and bustle of large events can be sensory overload for neurodiverse people. Other delegates may need a quiet space for prayer, breastfeeding, meditation—or even just to connect privately with colleagues. Two prayer rooms are available during the Canadian National Exhibition (CNE) held at Exhibition Place, for example. The Rogers Centre has a designated Sensory Room designed to cater to fans’ sensory processing needs.
4. Ensure inclusive event communication and language
Also, be conscious of using inclusive language that makes every participant feel seen, heard and valued. Things like sign language interpretation, second screens, real-time captioning, assisted listening devices and translation services can help ensure that diverse delegates can fully participate.
“The beauty of working with Destination Toronto is that we have connections. We can connect you with an expert or help research speakers.”
- Mara Rodas, Destination Specialist, Destination Toronto
For on-site communication, consider using inclusive formats, such as large print, Braille, captions, translated materials, and/or audio recordings. Destination Toronto can help advise on incorporating inclusive content through the 6ix Stack consultative partnership, as well as provide assets and content that help promote inclusivity.
Finally, consider keynote speakers who are leaders in the DEI field and champion inclusive language. Including a land acknowledgement also honours the Indigenous peoples whose traditional territories the gathering occupies, fostering respect and awareness. “The beauty of working with Destination Toronto is that we have connections,” says Mara. “We can connect you with an expert or help research speakers.”
5. Be conscious of gender inclusivity
To promote equity and inclusion, think about removing gendered language, illustrations and photography from presentations and/or signage, plus print pronouns on delegate badges, as many people identify as non-binary, trans, two-spirit or gender diverse. Also, make sure universal or gender-neutral washrooms are available.
“We have venues and restaurants with universal washrooms rather than male/female washrooms," says Mara. “The Second City, Selva, The Warehouse Group—there are a lot. The Toronto Region Board of Trade has male/female washrooms, but also a separate universal washroom.”
Even without gender-neutral washrooms, many venues in Toronto will make accommodations. “The Metro Toronto Convention Centre can easily switch their bathrooms to gender-neutral,” says Alison. At Fan Expo, signage depicted icons with different genders and read: “Whatever—just wash your hands.”
6. Make it a family-friendly event
One event inclusion that frequently gets missed: accommodating attendees with infants or children. Think about providing family-friendly facilities—such as family washrooms, nursing rooms, stroller parking and other child-centred amenities—where caregivers can take care of kids’ needs.
For breastfeeding or infant-feeding parents, include quiet rooms with comfy seating, privacy screens, outlets for breast pumps and diaper-changing stations with supplies. Some might even offer bottle warmers, refrigerators for storing breast milk and a sink for washing equipment. Providing on-site childcare can also enable caregivers to participate.
“For the Pediatric Academic Societies Meeting, the Metro Toronto Convention Centre had nursing rooms, family rooms, family bathrooms,” says Vinita Das, Sales Director at Destination Toronto. “They also pointed out accessibility for those with strollers.”
7. Make sure your catering is for everyone
“It ties back to our multiculturalism—we’ve got chefs and people from all over the world who bring their cuisines to Toronto.”
Vinita Das, Sales Director, Destination Toronto
At your event, gluten-free, vegetarian, vegan, halal and kosher options should be available. Make sure food labels list ingredients in detail. “The Metro Toronto Convention Centre and Sheraton Centre Toronto Hotel are very well known for their food as well as catering to different restrictions,” says Farnaz. “On a smaller scale, our caterers—such as The Food Dudes and Oliver and Bonacini Catering—are also exceptional.” Alison adds that the Destination Toronto team loves working with Daniel et Daniel.
“We take pride in our food and strive for authentic flavours,” says Vinita. “It ties back to our multiculturalism—we’ve got chefs and people from all over the world who bring their cuisines to Toronto.”
Also, with more people adopting a sober lifestyle these days, thoughtful non-alcoholic drink options should be served. Toronto has a thriving mocktail scene, with numerous bars and restaurants offering innovative non-alcoholic beverages crafted by “sober sommeliers” and expert mixologists. “We’re seeing mocktails becoming more in demand, as more people choose not to drink,” says Vinita. “At one event, Freddie Sarkis—a Toronto-born, world-renowned mixologist—created a special ‘Toronto Six and Sour’ drink that was very cool and included a mocktail version.”
8. Adopt a sustainability mindset
In recent years, Toronto has made great gains in offering sustainable event venues. For instance, Exhibition Place—Canada’s largest entertainment and business events venue—has installed wind, solar and geothermal energy to heat, cool and power its spaces, as part of a pledge to achieve net zero by 2050. The Fairmont Royal York recently completed the largest heritage hotel retrofit in North America, achieving zero carbon certification. The massive undertaking reduces over 80 per cent of the hotel’s annual carbon emissions—the equivalent of taking 1,558 cars off the road.
“A great resource is Destination Canada’s launch of Canadian Business Events Sustainability Plan, a first-of-its-kind national program.”
Farnaz Mirza, US Sales Manager, Destination Toronto
Weaving sustainability into event menus is also important: “I keep raving about the Metro Toronto Convention Centre’s farm-to-table approach,” says Mara. “They have their own gardens and beehive on the rooftop, and also source from mid-size farms within Ontario.” Daniel et Daniel was involved in the City of Toronto’s composting and recycling pilot project for restaurants and prepared food suppliers, says Alison.
“A great resource is Destination Canada’s launch of Canadian Business Events Sustainability Plan, a first-of-its-kind national program aimed at improving the economic, social, and environmental sustainability practices of business events hosted in Canada,” shares Farnaz.
9. Craft a code of conduct
“Inclusion” is more than just picking the right venues or menus. Crafting a code of conduct that communicates clear expectations for behaviour and strong policies on harassment and discrimination can set a tone of mutual respect and safety. “We are starting to see more events include a code of conduct,” says Vinita, who points to the Destination Toronto IDEAS Guide for examples.
Ensure these guidelines are shared with all participants, as well as provide accessible, confidential ways to report any problems. For example, the One of a Kind Show outlines its code of conduct on the website and offers an online incident report form.
10. Choose a city built for inclusivity
With a compact downtown core, accessible public transit, modern venues and a motto of “Diversity Our Strength,” Toronto is well-equipped to host diverse groups of all ages, stages, backgrounds and abilities from all over the world. And Destination Toronto is the ideal planning partner.
“DEI is a key part of our identity,” says Meredith. “From our cultural diversity to the collective commitment of our government and the people in our community, DEI continues to be at the core of everything we do so everyone feels welcome and included. From Pride Toronto to Caribana, we have festivals and events that promote acceptance and equal rights. Over and over again, people tell me they feel so welcome and comfortable when they visit Toronto.”
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