Inclusion in Action: What It Really Takes to Deliver a Truly Inclusive Community Event

14 Feb

When people hear the word inclusion, it can sometimes sound like a value, a buzzword, or a checkbox.

But inclusion is not a statement.
It is a practice.
It is a process.
And most importantly — it is a commitment to people.

In 2025, we had the privilege of working alongside Pilbara Disability Network and our wider community to deliver a genuinely inclusive International Day of People with Disability (IDPWD) event in the Pilbara.

From the outside, it may have looked like a well-run community event. But behind the scenes, it was months of listening, consulting, adjusting, and learning.

Because real inclusion doesn’t happen by accident.
It happens on purpose.

Starting With Listening, Not Planning

Before we booked venues or printed flyers, we started with a simple question:

“What would make this event feel safe, welcoming, and meaningful for you?”

We consulted with:

People with disability
Neurodivergent community members
Families and carers
Local service providers
Community leaders
Cultural and accessibility advocates

This consultation shaped everything that followed.

Instead of assuming what people needed, we asked.
Instead of designing for the community, we designed with the community.

That shift alone changed the entire event.

Using an Accessibility Checklist as a Living Tool

We used The Inclusive Movement’s accessibility checklist as a living guide, not a compliance document.

It helped us think deeply about access across multiple areas.

Physical Accessibility

We looked beyond minimum standards and asked, “What helps people feel comfortable?”

This included:

Step-free access and clear pathways
Accessible bathrooms
Quiet rest areas
Bringing additional armchairs to the venue to support those needing comfortable, supportive seating
Seating variety for different bodies and regulation needs
Hearing loops for attendees who use hearing supports

Accessibility is not one-size-fits-all — comfort matters.

Communication Accessibility

We aimed to make information available in multiple formats:

Plain language communication
Visual supports and signage
Printed and digital guides and programs
Clear schedules and expectations
Transition warnings so people could prepare for changes
Communication boards at registration and throughout the venue
AUSLAN interpreters and closed captions

Not everyone processes information the same way.
And inclusion means honouring those differences.

Sensory Accessibility

We recognised that regulation needs can change moment-to-moment.

We included:

Multi-sensory spaces
Low-stimulation areas
Access to sensory tools across the entire venue
Headphones and fidgets available in multiple locations
Thoughtful sound and lighting considerations

Sensory supports were not hidden away — they were normalised and available.

Representation Matters: Lived Experience at the Centre

One of the most powerful aspects of the event was ensuring people with lived experience were not just attendees, but leaders.

We included:

Lived experience presenters
Youth and family voices
Community storytelling
Appropriate and thoughtful presenter gifts (such as a braille book for a presenter who values accessible literacy)

This moved the event from awareness about disability to understanding from disability.

When people speak for themselves, inclusion becomes real.

Flexible Participation: Permission to Be Human

One of our core principles was:

There is no “right way” to attend.

People could:

Come and go as needed
Attend at times that suited their energy and regulation
Take breaks when required
Engage actively or observe quietly

We scheduled the day mindfully so attendees could join at different times without missing out.

No pressure.
No judgement.
No forced participation.

And interestingly — when pressure was removed, engagement increased.

Inclusive Activities, Not Just Entertainment

Activities were designed to be:

All-ages
All-abilities
Collaborative rather than competitive
Adaptable to different mobility and sensory needs

This included:

Wheelchair basketball
Inclusive football activities
Regulation-friendly creative activities

We saw people connect, laugh, stim freely, regulate, and simply be themselves.

That is inclusion in action.

Community Connection and Information Access

Inclusion also means access to knowledge and supports.

We invited community providers and disability services to:

Share information
Build connections
Strengthen formal and informal support systems
Improve service navigation for families

Inclusion is not just social — it is systemic.

Asking for Feedback (and Meaning It)

Perhaps one of the most important steps:

We asked for feedback throughout the day and followed up afterwards.

Because even when we try our best, we can always improve.

Inclusion is an evolving practice.
Listening never stops.

What We Learned

Inclusion is not about perfection.
It is about responsiveness.

We learned that:

Small adjustments make big differences
Consultation prevents tokenism
Flexibility is more powerful than rigid planning
People remember how spaces make them feel
Feedback is a gift

Most of all — inclusion benefits everyone, not just people with disability.

Families stayed longer.
Community members engaged more deeply.
Connections formed that lasted beyond the event.

Food for Thought

If you are planning an event, program, or service, consider:

Who is missing from the room — and why?
Are you designing for convenience or for belonging?
Have you asked the community what they need?
Are supports visible and normalised?
Do people feel safe to show up as themselves?

Inclusion is not extra work.
It is the work.

Practical Takeaways You Can Start Using Today

Consult with lived experience voices early
Provide quiet and sensory-friendly spaces
Offer multiple ways to access information
Normalise flexible participation
Budget for accessibility (interpreters, captions, supports)
Use plain language in communication
Provide seating variety and comfort options
Include communication boards
Offer sensory tools across environments
Ask for feedback and apply it

Start where you are.
You don’t have to do everything at once.

Every step toward inclusion matters.

Final Reflection

IDPWD 2025 reminded us that inclusion is not a one-day event.

It is a mindset we carry into our services, classrooms, workplaces, and communities every day.

When we design with care, people don’t just attend — they belong.

And belonging changes everything.

Download Our Accessibility Checklist

If this article has sparked ideas or reflections for your own events, services, or programs — we’ve made it easier to put inclusion into action.

Our Inclusive Movement Accessibility Checklist is a practical, neuroaffirming guide designed to help you plan spaces and events that are welcoming, flexible, and genuinely inclusive.

It covers: