Workplace celebrations are always a highlight of the year—a chance to unwind, connect, and share moments that remind us why we’re part of a team. But what if we took those celebrations a step further? What if we extended the same thoughtfulness and inclusion to our employees’ families and partners?
When planning events beyond the workplace, accommodating families and loved ones means ensuring everyone can fully enjoy the experience. After all, an employee’s partner or child with a disability should feel as welcome as they do. Here’s how you can make sure your next celebration is truly inclusive for all.
Start with an accessible venue
Your first step is choosing a venue that’s physically accessible. That means ramps, elevators, and accessible restrooms are non-negotiables. But accessibility doesn’t stop there—think about navigation and comfort. Is the lighting too harsh? Is the noise level manageable? Consider families with sensory sensitivities or children who may need a quieter space.
If you’re hosting a backyard picnic or an outdoor event, check for accessible paths and seating. Temporary ramps, stable flooring for grass areas, and shaded spaces can make all the difference.
Menu accessibility: More than just “options”
Food is the universal connector at any event, but it can also be a barrier for some. Inclusive menu planning means thinking beyond the typical “vegetarian option.”
Include clearly labelled dishes for common allergens and dietary restrictions, like gluten-free, nut-free, or vegan items. Make the labels visible and easy to read, with allergen warnings bolded. And for families with young children, consider kid-friendly foods that also cater to dietary needs.
If your event involves buffets or food stations, ensure that they’re wheelchair-accessible and at a height where everyone can comfortably serve themselves. Little details like these make a big impact on how welcome your guests feel.
Communication is key
When you invite employees and their families, provide clear and detailed information about the event. Share the venue’s accessibility features and ask about any accommodations needed in advance.
For families with loved ones who are Deaf or hard of hearing, providing ASL interpreters during speeches or entertainment ensures everyone can follow along. Offering written or digital event programs can also help bridge communication gaps.
And don’t forget about nonverbal communication aids. Tools like visual communication boards can be invaluable for helping children or adults with speech disabilities express their needs and participate in the fun.
Sensory-friendly spaces
For families with sensory sensitivities, a typical event with loud music, bright lights, and bustling crowds can be overwhelming. Creating a sensory-friendly space allows everyone to participate in a comfortable way.
This could be a quieter room with soft lighting, noise-cancelling headphones available for use, or even designated “quiet hours” during certain activities. Let your guests know in advance that this option exists—it’s a gesture that shows thoughtfulness and care.
Activities for all ages and abilities
A truly inclusive event offers something for everyone, regardless of age or ability. Think about a mix of activities that encourage participation in different ways.
For kids, hands-on crafts or storytelling sessions are great options. For adults, accessible games like trivia or group puzzles can be a hit. Physical activities like scavenger hunts should include alternatives for those with mobility challenges, ensuring everyone can get involved.
If you’re including performances or presentations, make them as inclusive as possible. Closed captions, ASL interpreters, and accessible seating options can make these moments enjoyable for all guests.
Small details have a big impact
Sometimes, it’s the smallest details that make someone feel truly welcomed. Consider the following:
- Transportation: If your venue is remote, offer accessible shuttles or clear directions for accessible parking.
- Restrooms: Make sure there are family-friendly and gender-neutral restroom options.
- Seating arrangements: Include flexible seating so families can stay together, regardless of specific needs.
- Event favours: Choose giveaways that are inclusive and useful to everyone, such as sensory toys, reusable water bottles, or accessible tech gadgets.
Foster a culture of belonging
At the heart of any inclusive event is a simple but powerful message: You belong here. Extending this to your employees’ families and partners shows that you value their whole lives, not just their professional contributions.
Inclusion is about more than checking off a list of accommodations—it’s about creating spaces where everyone feels seen, respected, and celebrated. When you take the time to consider your guests’ diverse needs, you’re not just planning an event. You’re building a culture of belonging that echoes far beyond that one special day.
As you plan your next workplace celebration, challenge yourself to think outside the office. Ask the questions that matter: How can we make this fun for all ages? How can we ensure that every family member feels welcome? And most importantly, how can we make this event one that everyone—employee, partner, child, or guest—leaves with a smile?
Inclusive event planning isn’t just good practice—it’s good leadership. And when you get it right, it’s the kind of effort that your employees and their families will remember long after the last balloon has popped.