Events and Committee Checklists

Build an inclusive planning team

• Include a range of perspectives and lived experiences in the planning process.
• Ensure planning meetings and materials are accessible.
• Share agendas in advance.
• Establish expectations for respectful communication.
• Review religious and cultural observances before setting dates.

Select and support speakers

• Consider diversity and lived experience when selecting speakers, facilitators, moderators, and panelists.
• Compensate speakers appropriately for their expertise and time.
• Discuss expectations for respectful participation.
• Confirm accessibility requirements with speakers.
• Request presentation materials in advance.
• Ensure presentations and materials are accessible.

Choose an accessible date, time, and venue

• Check for conflicts with religious, cultural, and institutional events.
• Provide sufficient breaks for longer events.
• Ensure venues are physically accessible.
• Verify accessible and all-gender washrooms are nearby.
• Share information about accessible entrances, parking, and transportation.

Registration and promotion

• Use accessible, inclusive, and respectful language.
• Include a clear invitation for accommodation requests.
• Promote events early enough to arrange accommodations.
• Identify a contact person for accessibility requests.
• Clearly communicate expectations for respectful behaviour.

Accessibility, food, and logistics considerations

• ASL interpretation
• CART captioning
• Audio-visual support
• Assistive listening technologies
• Dietary and allergy accommodations
• Sustainable event practices and reduced printing​‌

In-person events

• Provide clear signage throughout the venue.
• Keep pathways, entrances, and exits accessible.
• Ensure accessibility technology is functioning.
• Clearly identify food options and allergens.
• Communicate photography or recording practices.

Virtual and hybrid events

• Test technology before the event.
• Ensure accessibility services function properly online.
• Provide captions and interpretation where required.

During the event

• Begin with a land acknowledgement or protocol welcome.
• Review expectations for respectful participation.
• Identify washrooms, emergency exits, and support contacts.
• Use microphones consistently.
• Encourage speakers and participants to identify themselves before speaking.

Follow-up

• Share follow-up materials in accessible formats.
• Review captions for accuracy before distributing recordings.
• Gather participant feedback, including feedback about accessibility and inclusion.

Consider offering

• Advance copies of presentation materials
• Assistive listening devices
• Captioning
• Dietary accommodations
• Large-print materials
• Reserved seating
• Scent-aware spaces
• Wheelchair access
• All-gender washrooms

Related Resources

• Days of Significance 
• BCIT Audio Visual Services
• Indigenous Initiatives and Partnerships

Review your terms of reference

• Include a land acknowledgement where appropriate.
• Clearly outline committee membership, decision-making processes, and terms of service.
• Use gender-inclusive language.
• Establish expectations for respectful behaviour and communication.

Create a respectful foundation

• Encourage respectful dialogue and active listening.
• Foster an environment where differing viewpoints can be shared constructively.
• Ensure members understand the committee’s purpose and expectations.

Build diverse representation

• Consider which perspectives, voices, and lived experiences may currently be underrepresented.
• Share participation opportunities broadly to encourage diverse applicants and members.
• Include individuals with lived experience when the committee’s work relates to a specific community.
• Avoid placing disproportionate responsibility on members from equity-deserving groups.

Recruitment and membership

• Use transparent processes when selecting new members.
• Seek representation from a broad range of backgrounds, identities, and experiences.
• Regularly review committee composition to identify gaps in representation.

Ensure accessibility

• Use accessible meeting locations and communication methods.
• Ensure meeting materials are accessible.
• Provide accommodation options when requested.
• Clearly identify who members can contact with accessibility concerns or requests.​‌

Schedule thoughtfully

• Be mindful of religious observances and cultural celebrations when scheduling meetings.
• Consider using the BCIT Multifaith Calendar during planning.
• Select meeting times that allow broad participation where possible.

Support effective participation

• Share agendas in advance.
• Provide materials early when possible.
• Create opportunities for all members to prepare and contribute.

During meetings

• Begin meetings with a land acknowledgement.
• Invite members to share pronouns if they wish.
• Offer multiple ways to participate, such as verbal discussion, chat, polls, or written feedback.
• Ensure all members have opportunities to contribute.

Support respectful dialogue

• Monitor discussions so that no individual dominates the conversation.
• Encourage participation from quieter members.
• Address microaggressions and inappropriate behaviour when they occur.
• Ensure concerns can be raised safely and respectfully. ​‌

Build inclusion capacity