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In today’s world, ‘one size fits all’ no longer applies to event planning. Whether hosting a conference, gala dinner, corporate meeting, charity fundraiser, or a dinner-dance, ensuring your event is truly inclusive is key, not only to fairness and accessibility, but also to enhancing engagement, reputation and attendance. As one of the city’s standout venues, OEC Sheffield is committed to making every guest welcome and catered for. But how is it done exactly?
What is “Inclusive Hospitality” and What Does it Mean?
An inclusive event is one in which all attendees – regardless of age, ability, cultural or religious background, gender identity, or other characteristics – can fully participate, feel comfortable and have their needs met. In practice, inclusivity in hospitality and venue management involves attention to a range of things:
- Physical accessibility – ramps, lifts, accessible restrooms and clear circulation space.
- Sensory and cognitive inclusion – including lighting, acoustics, signage and quiet zones.
- Cultural, religious and dietary accommodations – halal, kosher, vegan, allergen awareness.
- Communication inclusion – accessible signage.
- Inclusive staffing and training – staff awareness and diverse representation.
- Flexibility and choice – seating options and alternative formats.
- Welcoming environment – inclusive language and behaviours.
Planning an inclusive event is about proactively anticipating the needs of diverse audiences, not simply reacting when someone raises a concern.
Planning Events with Inclusivity in Mind
OEC Sheffield evaluates key factors as part of event planning to understand who our audience is. These elements can affect schedules, catering and communication choices:
- Will there be guests with mobility needs, visual or hearing impairments, or neurodiversity?
- Are there cultural or religious facets to consider, and are there any implications if so?
- What language backgrounds do attendees have?
A Truly Accessible Venue
For a venue to be considered truly ‘accessible’, key criteria include:
- Step-free entrances, accessible routes, elevators or lifts.
- Wide doorways, minimal thresholds, clear circulation space.
- Accessible restrooms, including accessible stalls.
- Good lighting and clear high contrast signage.
- Noise restricted zones – spaces with less noise – foyer space outside a main event room, for example.
At OEC Sheffield, accessibility is built in. The venue is fully accessible and welcomes everyone. Our event spaces are adaptable and designed to facilitate effortless movement for all guests.
Design Flexibility into Your Spaces
No two guests are the same, so venue logistics options provide flexibility:
- A mixture of suitable seating types – chairs with and without arms, for example.
- Areas for standing, mingling, rest breaks, breakout areas for quiet reflection.
- Appropriate lighting (no fast strobes) and sound control, catering to sensory needs.
At OEC, the Rivelin Suite (our main event space for up to 500 guests) can be reconfigured into smaller spaces to suit more intimate or segmented sessions. We equip rooms with built-in sound, air conditioning, good power and WiFi to help manage ambience.
Communicate Access Information Clearly and Early
Promotional and registration materials need to be clear, shared easily and include:
- Details about parking, drop-off points, route maps and public transport.
- Information about venue accessibility, lifts, ramps and accessible toilets.
- Options to request dietary, language, or accessibility accommodations.
- A point of contact (email and phone) for special requests.
OEC Sheffield offers 400 free parking spaces, four rapid EV charging points, bicycle storage, and good links to public transport – and we promote that in our online information.
Cater Inclusively
Food and drink are central to guest experience and a major area for inclusivity:
- We offer multiple dietary options (vegetarian, vegan, gluten-free, halal, kosher, nut-free, for example).
- Label food clearly, indicating allergens and ingredients.
- Stagger serving times or allow choice to prevent long queues, especially for guests with mobility needs.
- Offer drink options beyond alcoholic beverages.
Our talented chefs at OEC Sheffield are experienced in delivering fine dining and themed buffets for a wide range of public, private and corporate events. Because hospitality is at our heart, our team is ready to adapt menus for special dietary requirements.
Accessible Formats and Communication Support
During an event, consideration should be given to those with hearing, visual, or cognitive differences. But how?
- Use microphones, a good quality PA, captioning or real-time transcription.
- Offer clear large print, or easy-read handouts.
- Provide sign language interpreters if needed.
- Ensure slides and visuals use high contrast and legible fonts.
- Avoid jargon, give clear instructions and provide a printed agenda.
Your OEC Sheffield event team liaise with stakeholders to check attendees’ support requirements.
Inclusive Hospitality Trained Staff
Venue and front-of-house staff need to be aware of inclusive best practices:
- Use inclusive, respectful language.
- Understand how to assist guests with disabilities – for example, sighted guide, or service animal etiquette.
- Be alert to unconscious bias, cultural sensitivity, and nonjudgmental service.
- Know how to respond to special requests.
At OEC Sheffield, our front-of-house and events teams are accustomed to delivering high levels of service. With experienced staff, we aim to anticipate and accommodate guests’ needs throughout the event journey.
Build in Feedback Loops and Continuous Improvement
After the event, solicit feedback, especially around accessibility and inclusion. What worked, what didn’t, and what could be improved? That data can be used to refine future events.
Why Choose OEC Sheffield for an Inclusive Event?
With a blend style, flexibility, and genuine accessibility, success is for everyone. We are a modern, fully accessible venue built in 2019 with a high-standard finish. Our mission is to make sure our guests feel welcome from arrival through to departure. With events ranging from intimate gatherings to large-scale – up to 500 guests – there’s plenty of choice for every occasion, including private hire of our adaptable Rivelin Suite, VIP hospitality boxes and meeting rooms. When you partner with OEC Sheffield, you don’t just rent a beautiful space, you gain a partner committed to making your event accessible, inclusive and memorable for all.