RX launches a global guide for more inclusive and diverse events

Bringing together thousands of people from different cultures every year, the organizer reaffirms its diversity and inclusion policies with protocols from pre-event to post-event

The international political landscape raises some uncertainties about the continuity of corporate diversity, equity, and inclusion (DEI) policies. However, some global leaders are moving in the opposite direction, reaffirming plans for progress. RX, one of the world’s largest organizers of business events, has announced the creation of a specific and exclusive guide to standardize all phases of production for its trade fairs. 

The **Inclusive Events Guide** was developed by RX’s Global Diversity Executive Committee with the aim of making people feel welcomed, seen, and safe at its branded events. One measure supporting this goal is the RELX Group, RX's parent company, which is offering courses on the topic for all leaders across its four companies (LexisNexis Risk, LexisNexis Legal & Professional, Elsevier, and RX).

Guide Includes Actions Across All Event Stages

To ensure a comprehensive and practical tool, RX’s guide provides steps covering the various stages of an event cycle, from pre-event preparation to execution and post-event follow-up.

Actions for Websites Before Events

The guide suggests several initiatives for pre-event preparation, such as ensuring the event website complies with **WCAG (Web Content Accessibility Guidelines)** to accommodate people who are blind, visually impaired, hard of hearing, or sensitive to sensory overstimulation.

Additional recommendations include using **gender-neutral language** on the website, event documents, and promotional materials. Participants should also have the option to include their preferred pronouns and names on badges.

For exhibitors, the guide encourages them to ensure their booths are accessible to all participants, enhancing the overall visitor experience.

Representing Diversity in Event Programming

Where applicable, integrate **local cultural information, traditions, and experiences** into opening ceremonies. The guide also emphasizes the importance of accommodating special dietary needs, including religious observances such as Ramadan, Lent, Yom Kippur, as well as providing **Halal and Kosher options**.

Speaker and Panelist Preparedness

Communicating with speakers and panelists in advance is crucial for a smooth experience. Topics to address include environmental factors like noise levels and lighting, expected audience sizes, and session formats. Additionally, it is important to discuss with speakers and moderators the use of **appropriate pronouns and preferred names** for participants. 

Speakers should also be asked whether they are comfortable sharing their pronouns publicly, which could then be incorporated into promotional materials and slides.

Spaces for Prayer, Meditation, and Community Support

To foster inclusion for all attendees, the guide suggests having designated spaces, such as:

- **Prayer and Meditation Rooms**  
  These should meet religious requirements and offer privacy for practices at specific times.

- **Safe Spaces for LGBTQIA+ Attendees**  
  Include support areas for decompression or emotional relief, complemented by gender-neutral restroom options to reduce discomfort.

- **Facilities for Lactating Mothers and Quiet Zones**  
  Designate lactation rooms with proper provisions for milk storage. The guide also recommends **silent rooms** where individuals can retreat to avoid sensory overstimulation, featuring soft lighting, comfortable seating, and even calming sound and scents. These spaces must prioritize tranquility and be free from business-related distractions.

Accessibility for All

RX emphasizes collaboration with venue partners to ensure compliance with local accessibility regulations. This includes **wheelchair-accessible restrooms, water fountains, pathways**, as well as **elevators for multi-level venues**. 

Event staff and venue teams should also consider other features, such as:
- Portable seating for individuals waiting in queues,
- Dedicated service counters for attendees with disabilities,
- Multi-format event materials (e.g., large-print text, braille, or accessible apps).

Gathering Post-Event Feedback

To continuously improve inclusivity measures, it’s essential to gather participant feedback through surveys conducted either during or after the event. These insights will help refine strategies and programming for future projects while measuring progress over time.

"As a global reference in the events market, RX recognizes its significant responsibility in driving market standards. This guide was designed for our operations, but we hope it inspires others in the industry to evolve while focusing on people’s essence and individuality," says Janina De Nes, CFO Latam at RX.