From Values to Conditions: What Inclusion Requires in Practice

Inclusion has become one of the most widely used terms in the global meetings and events community. It sits proudly in strategies, corporate purpose statements, sponsorship decks, and event themes. But at the same time, the lived reality of many professionals in our industry tells a more complex story, one where inclusion is sometimes aspirational and at other times conditional.

Inclusion as a value is easy to endorse.

Inclusion as a condition is far more demanding.

This article explores what inclusion looks like when it matters most, as a set of conditions that must be met for people to participate fully and equitably, across sexuality, gender identity, ethnicity, disability, age, religion, socio-economic status, and other dimensions of diversity.

What follows is not a critique of individual organisations, nor is it a call for perfection. It is a call for coherence, and for grounding our industry’s professed commitments in real conditions rather than celebratory language.

When Inclusion Meets Reality

Every event, whether a small workshop or a global congress, asks people to step into unfamiliar spaces, cross borders, engage with new systems, and sometimes take personal risks to participate. For many, that is energising. For others, it involves careful calculation:

• Will I be safe?

• Will my identity be welcomed or tolerated?

• Can I be myself without fear of legal, social, or professional repercussions?

• Is this space truly accessible to me?

  
  

These are not niche questions. They are the lived experiences of people across multiple intersections of identity:

For people of diverse sexual orientations and gender identities:

Travel to certain destinations means negotiating legal systems where same-sex relations are criminalised, gender expression is restricted, or identities are socially marginalised. This changes the experience of participation — and in some cases, undermines it entirely.

For people from racially or ethnically marginalised groups:

Inclusion is not solely about presence — it’s about influence. Do systems value diverse perspectives beyond token representation? Do programming and pathways to visibility exist equitably?

For people who are disabled:

Inclusion depends on accessible infrastructure, but also on organisational willingness to design spaces with universal access in mind. A venue’s accessibility checklist is not the same as an inclusive participation strategy.

For people of different ages, socioeconomic status, or caregiving responsibilities:

Inclusion requires acknowledging and designing for barriers that are often invisible. These include economic hurdles, caregiver support, visa limitations, and institutional bias.

This is not a criticism of individuals. It is a systemic observation: Inclusion cannot be assumed. It must be engineered.

From Welcome to Conditions

When an organisation says “everyone is welcome,” that statement can be empty unless a set of conditions are in place that make such a statement real:

1. Legal and Safety Conditions

• People should not have to conceal aspects of their identity to attend.

• Legal risks attached to gender expression, sexual orientation, or political expression must be acknowledged and factored into decision-making.

• Organisations need transparent assessments of potential risks for marginalised groups.

  
  

These conditions are not subjective. They are grounded in the reality that laws and enforcement mechanisms differ dramatically across jurisdictions.

2. Accessibility Conditions

Inclusion means more than a ramp at the entrance. It includes:

• accessible transportation and accommodation

• programme design that does not marginalise people with disabilities

• interpretation services where needed

• affordable participation models

  
  

If a space is rooted in design by and for only certain bodies, it is not inclusive.

3. Representation Conditions

True inclusion requires:

• diverse voices in programme design

• pathways for structural influence

• equitable visibility and leadership opportunities

  
  

Representation as a box-ticking exercise is not enough. Inclusion must be linked to influence.

4. Participation Conditions

Participation is not presence alone. It includes:

• psychological safety

• freedom from harassment or discrimination

• clear codes of conduct

• enforceable mechanisms for complaints

  
  

Without these, “welcome” becomes conditional and uneven.

When ‘Pragmatism’ Becomes a Barrier

One of the most common reframes in global event decisions is the appeal to “pragmatism”, “neutrality”, or “market balance”. These frames are useful when organisations are navigating complexity. But pragmatic decision-making should not absolve responsibility, especially when that responsibility is foreseeable and documentable.

Inclusion is not a catch-all label that can be honoured up to the point where it becomes inconvenient. When organisations advertise inclusion, but operate in ways that exclude, marginalise, or silence specific identities, the result is predictable harm and, ultimately, loss of trust.

Towards Conditions That Matter

If our industry wants to talk credibly about inclusion, it must start with a simple premise:

Inclusion must be a set of measurable, non-negotiable conditions, not promotional language.

This means organisations need to build models that answer questions like:

• What are the human rights conditions under which we require participation?

• How do we assess and mitigate legal and social risks for delegates?

• What minimum accessibility and safety thresholds must be met?

• How do we ensure equitable representation in decision-making structures?

  
  

These questions aren’t easy, and they aren’t binary. But they are necessary.

What Credible Leadership Looks Like

Credible leadership in inclusion is not:

• slogans

• colourful branding

• symbolic gestures

  
  

Credible leadership is:

• transparency

• accountability

• measurable standards

• structural change

  
  

And most importantly:

Inclusion must be guaranteed, not assumed.

This is not about perfect outcomes — it is about consistent intent translated into rigorous practice.

An Invitation to Act

The global meetings industry has enormous power: to connect people, drive ideas, and enable change. But that power depends on who is invited, how they can participate, and whether they can show up as their full selves.

If we are serious about inclusion, we need to stop talking about it only in the abstract and start building it into the conditions that make participation meaningful, equitable, and safe for everyone.

Because the credibility of our industry will not be judged by the values we publish, but by the conditions we guarantee.