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.
“Over and over again, people tell me they feel so welcome and comfortable when they visit Toronto.”
– Meredith Donaghey, Director of Meeting Sales, Destination Toronto
“Inclusive event planning means creating experiences where people genuinely feel welcomed, represented and comfortable participating,” said Kevie Carr, Event Planner with Destination Toronto. “Inclusion is not a one-time checklist—it’s woven into every decision, from venue selection and registration forms to programming, catering and staffing. It’s about anticipating different needs ahead of time instead of waiting for someone to ask for accommodation.”
We asked five Destination Toronto team members—Farnaz Mirza, US Sales Manager, Territory West; Alison Owers-Graham, Senior Event Planner; Kevie Carr, Event Planner; Vinita Das, Sales Director, US Market, Territory East; Meredith Donaghey, Director of Meeting 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.
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, Director of Meeting 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.”
Mara Rodas, Destination Specialist at Destination Toronto, recommends sending out a detailed registration form with a pre-event survey. Use this information to shape your event.
“We send a survey so that we can curate site inspections to assess delegate needs and expectations,” says Mara. “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.”
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.
“The most valuable information includes accessibility needs, dietary restrictions, preferred pronouns, language preferences and sensory considerations,” says Kevie. “Even something as simple as understanding transportation challenges or caregiving responsibilities can help planners create a better experience.”
“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, Territory West at Destination Toronto
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.
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 about elevator access, ramps, accessible washrooms, accommodating service dogs, barrier-free access throughout the space, and ease of travel to the venue.
“Accessibility should never feel like an afterthought or temporary workaround.”
- Kevie Carr, Event Planner at Destination Toronto
“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 under the Accessibility for Ontarians with Disabilities Act (AODA), 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.
“Barrier-free entrances, elevators, accessible washrooms and clear wayfinding are essential,” says Kevie. “Accessibility should never feel like an afterthought or temporary workaround.”
Some 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 holds Rick Hansen Foundation Accessibility Certified Gold status, ensuring the building is up to snuff on accessibility standards. It also participates in the Access 2 Entertainment Program, so guests with a valid card can bring a support person along for free.
Likewise, Ripley’s Aquarium of Canada is Rick Hansen Foundation certified and participates in the Access 2 Entertainment program. It’s also the first attraction in Canada to be designated as a certified autism centre, offering staff sensitivity and awareness training.
“The Globe and Mail Centre is another example of a venue that supports inclusivity through thoughtful modern design, flexible event configurations and a strong focus on guest experience,” says Kevie. “The natural lighting, accessible layouts and adaptable spaces allow planners to better accommodate varying attendee needs.”
The Art Gallery of Ontario is BlindSquare-enabled, meaning visitors who are blind, deafblind or partially sighted can use a specialized GPS navigation app to help navigate the gallery more independently.
“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.
“More conferences and corporate events are beginning to incorporate wellness lounges or recharge rooms, which is a positive shift,” says Kevie. “I’ve seen venues like the Beanfield Centre and several downtown hotels successfully integrate quieter breakout areas away from the main conference energy. These spaces are especially valuable for neurodivergent attendees, introverts or anyone needing a moment to decompress during a busy event day.”
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.
“Many Toronto-based AV and production companies now offer live captioning and interpretation services as part of standard conference packages,” says Kevie. “We’re also seeing event apps become more accessibility-friendly with customizable font sizes and screen reader compatibility. Collaboration between planners, venues and accessibility consultants has become increasingly important.”
“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.
5. Be conscious of gender inclusivity
To promote equity and inclusion, think about removing gendered language, illustrations and photography from presentations and/or signage, and including pronouns on delegate badges, as many people identify as non-binary, trans, two-spirit or gender diverse.
“Pronoun options on registration forms and badges are becoming more common, along with universal washrooms and more inclusive language throughout event communications,” says Kevie. “The goal is to create an environment where people feel respected without having to advocate for themselves.”
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.”
“I’ve also seen several newer boutique venues and hotels place greater emphasis on universal washrooms, sensory-conscious spaces and inclusive staff training from the outset, which reflects a broader shift happening across Toronto’s hospitality and events industry,” says Kevie.
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.
“Especially post-pandemic, there’s a stronger focus on work-life balance and supporting caregivers,” says Kevie. “More attendees are asking whether events can accommodate parenting responsibilities, and planners are responding by creating more flexible and family-conscious environments.”
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.
“Comfortable nursing spaces, flexible schedules, childcare support and family-friendly seating areas can make a huge difference,” says Kevie. “Even simple touches like stroller accessibility or child-friendly meal options help attendees feel more supported.”
“For the Pediatric Academic Societies Meeting, the Metro Toronto Convention Centre had nursing rooms, family rooms, family bathrooms,” says Vinita Das, Sales Director, US Market, Territory East. “They also pointed out accessibility for those with strollers.”
7. Make sure your catering is for everyone
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.
“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, US Market, Territory East at Destination Toronto
“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 completed the largest heritage hotel retrofit in North America, achieving a Zero Carbon Building—Performance Standard™ certification. The massive undertaking reduces the building’s carbon emissions by over 7,000 tonnes every year—the equivalent of taking 1,558 cars off the road.
“The Evergreen Brick Works has become increasingly popular for organizations looking to combine sustainability and inclusivity,” says Kevie. “The venue’s community-centered programming, outdoor accessibility improvements and wellness-oriented environment create a very welcoming atmosphere for diverse audiences.”
“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, Territory West at 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.
Kevie notes that many Toronto venues prioritizing natural lighting, wellness spaces, accessible layouts and locally sourced catering often approach sustainability and inclusivity together—proof that thoughtful design benefits everyone.
“Toronto continues to lead with venues and organizations focused on greener event operations and community partnerships,” says Kevie. “Many newer spaces are building sustainability into their operations from day one, which is encouraging for the future of the industry
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.
“A strong code of conduct creates psychological safety for attendees and gives organizers a framework for responding appropriately if issues arise,” says Kevie. “It needs to be clear, visible and actionable. Attendees should know what behaviour is expected, how concerns can be reported and how organizers will respond. The most effective codes are supported by staff training and consistent enforcement.”
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.”
Get the Destination Toronto IDEAS to plan inclusive, diverse, equitable, accessible and sustainability-minded events in Toronto. Find site selection resources, community connections, subject matter experts, venue need-to-knows and much more.
Edited from the original story published on August 08, 2024.
