How can events be more inclusive? IMEX presents their code and tips

The EDI (equity, diversity and inclusion) working group is made up of team members from all departments, “with the common goal of making the workplace and trade fairs as inclusive as possible”, according to IMEX. They have created a code of conduct and an inclusive language guide available on their website as a “toolkit” that other event organisers can adapt and use.

Its code of conduct details behaviour and language that will not be tolerated at its events and advises on best practice in social media. Interestingly, this code is highlighted in the mails sent to pre-event attendees and placed in the busiest areas of the fairs.

We celebrate the diversity of all IMEX attendees, exhibitors and staff, and will not tolerate discriminatory behaviour by or towards anyone participating in our events (whether in person or virtually). By attending IMEX events, you agree to respect and be kind to everyone present, regardless of gender, race, religion, age, sexual orientation, disability…”.

Its social media policy is aimed at employees, attendees, exhibitors, partners and sponsors. It is based on two points: “not to harass others using malicious, obscene, threatening or intimidating actions and not to use words or content intended to damage someone’s reputation, or anything that could create a hostile environment”.

• Verbal comments that indicate superiority related to gender, gender identity or expression, sexual orientation, disability, physical appearance, body size, race, age or religion.
• Deliberate intimidation
• Sustained disruption of talks or other events.
• Unsolicited physical contact.
• Advocating for, or encouraging any of the above behaviour.

Anyone engaging in such behaviour may be asked to leave the show and may be refused entry to future shows, at the sole discretion of IMEX Group.

They have produced an inclusive language guide with ideas for communicating “in the workplace, at your events and in the wider world”. They say it is constantly evolving and explain how to use inclusive language to avoid prejudice, jargon or expressions that exclude certain groups on the basis of age, race, ethnicity, disability, gender or sexual orientation.

– Context matters. Language that may be fine outside work may be non-inclusive at work and at events. “Sometimes people may use terms about themselves or their friends that are not appropriate in other contexts”. Ultimately, we are talking about professional environments, not about being in a bar having a beer with colleagues. Words count, because in the organisation of events, fortunately or unfortunately, there is no trick or trickery and every detail is a mirror of the brand or company.

– Keep an open mind and always ask questions. Always be open to changing what you think is “normal”, respectful and appropriate to say. And, if in doubt, ask the person what terminology they prefer or contact organisations representing particular groups.

– Focus on the person. Instead of the group to which he or she belongs, it is better to refer to a person’s age or culture. Even ‘positive’ stereotypes (e.g. “Asians are so good at maths”) are problematic, as they prioritise a stereotype over the individual.

– Apologise. Sometimes unconscious prejudice can lead us to say things that exclude others, even unintentionally. Responding with “it was just a joke” or “don’t take it so seriously” is not helpful. If you accidentally offend someone it is best to apologise and make an effort to truly understand what needs to be changed so that it does not happen again.

– Better not to use the term “coloured”. In the UK the term coloured is, at best, seen as old fashioned. But it’s also regarded as a highly offensive racial slur which recalls a time when casual racism was a part of everyday life. In the US it is among the most offensive words for describing a black person. People of colour is an accepted term when talking about ethnic minorities generally, but it shouldn’t be used when you’re talking about a specific ethnicity. If you are talking about a specific ethnicity, you should say so. For example, black people. And… asking yourself why you need to refer to someone’s ethnicity in the first place. Is it necessary to the discussion?

If you want to see other tips, check out their guide to inclusive language, there are also interesting tips in reference to gender.

Ohhh and, by the way, very much related to this, Have you thought about an anti-harassment protocol for your event? To prevent inappropriate behaviour some events are already incorporating this protocol.