--- title: "An Invitation for Everybody" id: "61290" type: "post" slug: "an-invitation-for-everybody" published_at: "2023-10-30T18:18:30+00:00" modified_at: "2026-07-11T18:07:00+00:00" url: "https://associationsnow.com/2023/10/30/an-invitation-for-everybody/" markdown_url: "https://associationsnow.com/2023/10/30/an-invitation-for-everybody.md" excerpt: "Association meeting planners must prioritize supporting attendees who require additional support and accommodations. Here are some ideas for fostering a positive and inclusive meeting culture." taxonomy_category: - "Meetings / Events" taxonomy_post_tag: - "Associations Now" taxonomy_content_format: - "Article" taxonomy_role: - "Association CEO / Executive Director" - "Executive Team" taxonomy_persona: - "Executive Leadership" --- [Home](https://associationsnow.com/) » [Articles](https://associationsnow.com/format/article/) » An Invitation for Everybody Part of the Deep Dive[Meetings Transformed](https://associationsnow.com/deep-dives/meetings-transformed/) In advance of its annual conference in Toronto last May, the International Communication Association (ICA) set up a web page listing all the accommodations it offers attendees. The list addresses mobility, hearing and vision, childcare, support for LGBTQ+ attendees, and more. Anyone with questions or a need that’s not covered on the page is directed to contact ICA CEO Laura Sawyer. The fact that messages regarding accommodations at a conference go straight to the top is partly a function of ICA having a small staff, Sawyer said. But she notes that it’s also important to signal to attendees that accommodations are a priority for the association—and an established part of its meeting planning. “Once we learn how to do something, we leave it on the list,” Sawyer said. “The catalogue of all of the accessibility and inclusion services that were on the 2023 website, they’ll all be also on the 2024 website. We’re not getting rid of anything.” Supporting attendees who require additional support and accommodations means opening those kinds of lines of communication, said Megan Henshall, strategic lead for the global event solutions team at Google Xi, which has been developing best practices for neurodiverse meeting attendees. Sometimes, an association’s best efforts neglect people who have needs that don’t fall into familiar mobility and accessibility requests. “One thing we heard in our focus groups was, ‘Nobody ever asks what I need [at a conference],’” Henshall said. “When we say that there’s typically a disability or accommodations checkbox, they’ll respond, ‘Yeah, but any time we’ve checked that, they don’t mean us.” To address such feelings of marginalization, Henshall recommends getting past “boilerplate language” in accommodations pages on meetings websites, and instead including explicit callouts for neurodiverse attendees. But she also notes that the overall structure of a meeting can often be rethought with those attendees in mind. For example, an association’s promise of lots of concurrent sessions and splashy keynotes can overwhelm some people. [Mark Athitakis](https://associationsnow.com/author/mark-athitakis/) Mark Athitakis, a contributing editor for Associations Now, has written on nonprofits, the arts, and leadership for a variety of publications. He is a coauthor of The Dumbest Moments in Business History and hopes you never qualify for the sequel. [More articles by this author](https://associationsnow.com/author/mark-athitakis/) Tags: [#Associations Now](https://associationsnow.com/tag/associations-now/) **Stay Informed** [Subscribe to our free newsletter](https://associationsnow.com/newsletter/) , *Associations Now Daily News*, to find out what’s happening in the association world every business day. ## More in this Deep Dive - [Develop a Winning Sponsorship Strategy](https://associationsnow.com/2023/10/30/develop-a-winning-sponsorship-strategy/) - [Help Attendees Make Lasting Connections](https://associationsnow.com/2023/10/30/help-attendees-make-lasting-connections/) - [Irresistible Allure: How Glitzy Locales Energize In-Person Events](https://associationsnow.com/2023/10/30/irresistible-allure-how-glitzy-locales-energize-in-person-events/) - [What Meeting Pros Need to Know About Generative AI](https://associationsnow.com/2023/10/30/what-meeting-pros-need-to-know-about-generative-ai/) - [New Metrics for New Meetings](https://associationsnow.com/2023/10/30/new-metrics-for-new-meetings/) - [How to Get DEI Buy-In From Stakeholders](https://associationsnow.com/2023/10/30/how-to-get-dei-buy-in-from-stakeholders/) [View the full Deep Dive →](https://associationsnow.com/deep-dives/meetings-transformed/) ## You Might Like - [Video2026 Summit Awards DinnerOctober 2, 2026](https://associationsnow.com/2026/10/02/2026-summit-awards-dinner/) - [PodcastAssociations Now Presents: Beyond the Contract: Building Stronger Destination PartnershipsSeptember 24, 2026](https://associationsnow.com/2026/09/24/associations-now-presents-beyond-the-contract-building-stronger-destination-partnerships/) - [PodcastAssociations NOW Presents: All for the Love of Chicago: Rethinking the Destination ExperienceSeptember 10, 2026](https://associationsnow.com/2026/09/10/associations-now-presents-all-for-the-love-of-chicago-rethinking-the-destination-experience/) - [VideoMelvin Tennant, CAE, President & CEO of Meet Minneapolis, Welcomes You to Great Ideas 2026September 2, 2026](https://associationsnow.com/2026/09/02/melvin-tennant-cae-president-ceo-of-meet-minneapolis-welcomes-you-to-great-ideas-2026/) ## Comments **Comments are for ASAE members.** [Learn more about comments on this site.](https://associationsnow.com/comments/) [Log in](https://associationsnow.com/login?redirect_to=https%3A%2F%2Fassociationsnow.com%2F2023%2F10%2F30%2Fan-invitation-for-everybody%2F%23comments) to your member account or [join ASAE](https://my.asaecenter.org/select-a-membership-type/) !