Go beyond the basics to create affirming experiences for LGBTQ+ attendees
Creating experiences that ensure LGBTQ+ individuals feel safe and welcome is more than just a gesture of goodwill or a Pride Month statement; it’s an essential step to support an influential demographic eager to travel and participate in events.
The recently-published Why Values Matter: A Destination Guide to LGBTQ+ Travelers toolkit by Destinations International and the International LGBTQ+ Travel Association Foundation (IGLTA) shares that when the values of harmony, health, well-being, and balance are incorporated into travel experiences, LGBTQ+ traveler loyalty rises by 30%, trust rises by 30%, engagement rises by 20%, and willingness to pay rises by 15%.
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As expectations around accessibility, representation and attendee experience continue to evolve, planners are being asked to think more intentionally about the signals they send throughout the event journey, from registration and programming to destination selection and local partnerships.
Smart Meetings consulted with LoAnn Halden (she/her), vice president of communications at IGLTA, about practical ways meeting professionals and venues can move beyond surface-level gestures and create experiences that feel welcoming, intentional and reflective of the communities they serve.
Incorporate Inclusion Into Registration
For Halden, one of the clearest opportunities to communicate inclusion happens before an attendee ever receives a badge. “Give attendees a dedicated space to share their specific sensory, mobility and dietary needs,” she says. “Be transparent about your venue, too.”
That transparency extends beyond accessibility checkboxes. Details such as gender-neutral restrooms and private or low-touch security screening options should be communicated proactively on the event’s web page, rather than waiting for attendees to ask for the information. “Show them you’ve already done the work,” Halden advises.
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She also points to registration forms as an opportunity to establish respect from the outset. “Including fields for pronouns and name as they’d like it to appear on their badge is a great starting point,” she says. The goal, she explains, is not simply collecting information—it’s using that information to better understand who will be in the room and designing an experience around those needs.
Representation matters during this phase as well. Featuring diverse speakers and showcasing varied perspectives in advance can help prospective attendees envision themselves as part of the experience before deciding whether to register.
Ensure the Programming Reflects the Audience
Once attendees arrive, inclusion becomes visible in the choices planners make across programming and event operations.
Halden encourages speakers to model inclusive behavior through small but meaningful actions. That can include introducing themselves with pronouns and offering a brief visual description when addressing audiences that may include visually impaired attendees.
She also recommends offering pronoun pins for attendees and staff and ensuring that signage remains clear and consistent across every touchpoint—from on-site wayfinding to digital communications.
Still, Halden cautions against treating these tactics as the finish line. “Building an inclusive event requires more than signage and pins,” she says. “If your program doesn’t reflect your audience, your content won’t land.”
That means evaluating who is speaking, which perspectives are represented and if sessions address the realities and priorities of attendees.
Look Beyond the Venue Sales Pitch
Destination and venue selection also play a critical role in shaping attendee experience. Halden advises planners to move beyond polished marketing materials and examine how destinations engage with their broader communities.
“Don’t just rely on the venue’s sales pitch,” she says. “Take time to do your research and look closely at their organizational partners.”
Strong local partnerships can often reveal how seriously a destination approaches inclusion and whether those values show up in practice. One common mistake, according to Halden, is failing to involve the surrounding community in event planning.
At IGLTA’s Global Convention, organizers intentionally incorporate local culture into the attendee experience through art exhibits, performances, music and catering partnerships with minority-owned businesses. “If you aren’t partnering with the destination to invite the local community into your space, you’re missing the chance to make inclusion feel authentic rather than performative,” she says.
Build Trust Through Information and Choice
As planners navigate attendee concerns around comfort, belonging and destination perception, Halden emphasizes that trust starts with listening.
If attendees express hesitation about attending events in a less progressive location, she recommends responding transparently. “A good planner listens and adapts,” she says.
Providing verified safety information, sharing inclusive local policies and offering testimonials from past attendees can help participants make informed decisions. Halden also notes that IGLTA supports inclusive destinations and partners globally and cautions against reducing communities to legislation alone. “Laws are not reflective of an entire population,” she says.
Think of Inclusion as a Business Imperative
Looking ahead, Halden sees inclusion moving from aspiration to expectation. “Inclusion is no longer just a nice-to-have—it has become a baseline for good business,” she says. She points to a growing emphasis on intersectionality and more nuanced approaches to attendee experience design.
For planners and venues, the takeaway is straightforward: Meaningful inclusion rarely comes from a single initiative. Instead, it often emerges through dozens of intentional choices—many of them small—that effectively communicate who belongs in the room.
