How to Make Corporate Events More Inclusive in Jakarta

# How to Make Corporate Events More Inclusive in Jakarta Most corporate events in Jakarta are designed for the average attendee. But there is no average attendee. Some use wheelchairs. Some have dietary restrictions. Some speak different languages. Some have sensory sensitivities. Some are parents who need childcare. When you design for the average, you exclude everyone who is not average. Here is how to make your corporate events truly inclusive. ## Why inclusion matters for business Inclusive events are not just ethical. They are profitable. **Wider reach:** When your event is accessible, more people can attend. This means more leads, more connections, and more business opportunities. **Better reputation:** Companies known for inclusion attract better talent, better clients, and better partners. In Jakarta's competitive market, this matters. **Legal compliance:** Indonesia has regulations on disability inclusion. Accessible events keep you compliant. **Competitive advantage:** Most events in Jakarta are not inclusive. When yours is, you stand out. ## The inclusion framework Before planning your event, answer these six questions: **Who** is your audience? What are their needs, backgrounds, and limitations? **What** accommodations do they require? Physical, sensory, dietary, communication? **When** are you holding the event? Does it conflict with religious observances, school holidays, or other events? **Where** is the venue? Is it accessible by public transport? Does it have wheelchair access? **Why** are you hosting this event? What values does it represent? How does inclusion align with your goals? **How** will you ensure everyone can participate fully? What systems and processes will you put in place? ## Physical accessibility ### Venue selection Choose venues with: Ramp access or elevators (not just stairs). Accessible restrooms on every floor. Wide doorways for wheelchairs (minimum 90cm). Clear pathways without obstacles. Accessible parking spaces near the entrance. Lifts with audio and visual indicators. ### During the event Keep pathways clear at all times. Do not block accessible routes with displays or furniture. Provide seating options throughout the venue (not just in session rooms). Have staff trained to assist attendees with disabilities. ### Common mistakes Assuming "accessible" means the same thing everywhere. Every venue is different. Visit in person before booking. Forgetting about temporary disabilities. Someone with a broken leg needs accessibility too. Ignoring invisible disabilities. Many disabilities are not visible. Plan for all. ## Sensory considerations Many people have sensory sensitivities that affect their event experience. ### Lighting Keep lighting comfortable (not too bright, not too dim). Avoid flickering lights or strobe effects. Provide options for different lighting needs. Natural light is best when possible. ### Sound Monitor sound levels (below 85dB, ideally below 70dB). Use microphones for all speakers (not just large rooms). Provide hearing loops or assistive listening devices. Offer quiet spaces for breaks from noise. ### Smell Avoid strong perfumes or scents in enclosed spaces. Be mindful of catering aromas in sensitive areas. Provide ventilation options. ## Dietary accommodations Food is central to events in Jakarta. But dietary needs vary widely. ### Collect information early Ask about dietary requirements during registration: Religious requirements (halal, kosher). Health conditions (allergies, diabetes, gluten intolerance). Personal choices (vegetarian, vegan, keto). ### Label everything Clear labeling prevents mistakes: List all ingredients. Highlight common allergens (nuts, dairy, gluten, shellfish). Use symbols for quick identification. ### Offer variety Ensure at least one option for every dietary need: Halal is standard, but offer vegetarian and vegan options too. Provide sugar-free and gluten-free choices. Have plain options for picky eaters or those with sensory issues. ## Language and communication Jakarta is multicultural. Your event should reflect that. ### Primary language Use Bahasa Indonesia as the primary language for local events. Provide English materials for international attendees. Consider translation for other languages if your audience requires it. ### Plain language Use simple, clear language in all communications. Avoid jargon, acronyms, and complex sentences. Write at a level that everyone can understand. ### Visual communication Use high contrast colors for readability. Include alt text on all images and graphics. Provide materials in multiple formats (print, digital, audio). Use large fonts (minimum 14pt for print, 16px for digital). ## Pricing and accessibility Cost is a major barrier to attendance in Jakarta. ### Sliding scale tickets Offer pay-what-you-can options for those with financial constraints. Provide free tickets for students or unemployed attendees. Use corporate sponsorships to subsidize costs. ### Transparency Be clear about what is included in the ticket price. Do not hide additional costs (parking, food, materials). Offer payment plans for expensive events. ## Gender inclusion Create safe spaces for everyone. ### Language Use gender-neutral language in all communications. Avoid gendered terms like "ladies and gentlemen." Use "everyone" or "attendees" instead. ### Facilities Provide all-gender restrooms (or at least one option). Include pronouns on name badges (optional but encouraged). Have changing tables in all restrooms, not just women's. ### Policy Have a clear anti-harassment policy. Communicate it before and during the event. Train staff on how to handle incidents. ## Hybrid and virtual inclusion If your event is hybrid or virtual, inclusion is even more important. ### Equal experience Ensure the virtual experience is equal to in-person. Do not treat virtual attendees as second-class. Provide the same content and interaction opportunities. ### Accessibility features Provide captioning for all sessions (live or recorded). Use accessible platforms (screen reader compatible). Offer sign language interpreters for keynotes. Record sessions for those who cannot attend live. ### Time zones For international events, consider multiple time zones. Offer asynchronous options for those who cannot attend live. Provide recordings with timestamps for easy navigation. ## Childcare Many parents skip events because they cannot find childcare. ### Options Provide on-site childcare during the event. Partner with local childcare providers for discounts. Offer virtual attendance options for parents. Schedule events during school hours when possible. ### Communication Ask about childcare needs during registration. Provide information about nearby childcare options. Include family-friendly activities if appropriate. ## Cultural sensitivity Jakarta is diverse. Respect that. ### Religious observances Check for religious holidays when scheduling. Provide prayer rooms or spaces. Schedule breaks for prayer times. Be aware of fasting periods when planning catering. ### Cultural norms Respect local customs and traditions. Be aware of hierarchical communication styles. Understand the importance of relationships in Indonesian business. ## How EO Jakarta applies this We integrate inclusive practices into every event: Venue accessibility assessment before booking. Dietary requirement collection during registration. Multi-language support for international events. Sustainable vendor selection. Accessible event technology. Post-event feedback for continuous improvement. Childcare coordination when needed. Cultural sensitivity training for staff. ## Common mistakes to treat **Treating accessibility as an afterthought.** Plan for inclusion from the start, not as an add-on. **Not asking attendees about their needs.** Collect access needs during registration. Do not assume. **Using inaccessible venues.** Visit the venue in person. Check every accessibility feature. **Ignoring dietary restrictions.** Always ask. Always accommodate. No exceptions. **Assuming one solution works for everyone.** People have different needs. Offer options. **Skipping the feedback process.** Ask attendees what worked and what did not. Improve every time. ## The bottom line Inclusive events are better events. They reach more people, create better experiences, and reflect positively on your brand. Making events inclusive does not have to be expensive or complicated. It starts with asking the right questions and planning with intention. The framework is simple: Ask what people need. Provide it. Follow up. --- Need help making your next event more inclusive? [Contact EO Jakarta](/request-proposal). We integrate accessibility and inclusion into every event we organize.