What Goes Into Planning an Inclusive Event
- Charley Jo Vaughn
- May 19
- 4 min read
Updated: May 20
When people attend the event, they usually see the finished product -- the decorations, the smiles, the photos, the activities, and the fun.
What they often don't see is the intentional planning behind creating a space where people of all abilities truly feel welcomed, supported, and included.
As I prepare for the #BEspesh: Faces of Spesh Photoshoot, I've realized that inclusive events are not built by accident. They are created through hundreds of thoughtful decisions made long before anyone walks through door.
Inclusion lives in the details.
Listen to the Podcast Series
Episode 1: Inclusion Starts Behind the Scenes
A behind-the-scenes look at the logistics, planning, vendors, accessibility considerations, and everything going into creating the #BEspesh: Faces of Spesh Event.
Episode 2: More Than a Photoshoot
The story behind how Faces of Spesh evolved from a custom apparel photoshoot into a full community-centered inclusive event and birthday celebration for Spesh's first year.
Starting with the "Why"
Before planning activities, themes, or decorations, I started with one question:
How do I want families to feel when they arrive?
Not just the children.
Not just the participants.
Everyone.
I want families to feel:
safe
accepted
prepared
celebrated
unhurried
understood
That mindset shapes every decision that follows.
Visual Supports Matter
One of the biggest priorities in my planning process has been visual accessibility.
For many individuals with disabilities -- especially autistic individuals, nonspeaking communicators, individuals with anxiety, or those with processing differences -- visuals create predictability and reduce stress.
That means event planning includes:
visual schedules
labeled activity areas
first/then supports
social stories
volunteer visual guides
clear signage
calm transition expectations
Visual supports are not "extras."
They are communication tools.
When people know what to expect, they can participate more comfortably and confidently.
Creating a Calm Atmosphere
Inclusive events are not just about physical accessibility.
They are also about emotional and sensory accessibility.
That means carefully thinking through:
noise levels
crowd control
waiting areas
transitions
movement breaks
quiet spaces
lighting
sensory-friendly activities
Even small adjustments can completely change someone's experience
A child who normally struggles in busy environments may thrive when there is a predictable routine and a calm space to regroup.
A parent who usually feels anxious attending community events may finally be able to relax.
That matters.
Planning Activities with Different Needs in Mind
When choosing activities, I try to ask:
Can this be adapted for different support needs and ages?
For example, the #BEspesh Bracelet Bar station is designed with:
beads with large holes
thick cord for easier stringing
simple visual examples
meaningful conversations about friendship and inclusion
It is not just a craft table.
It is an opportunity for connection.
Inclusive activities should allow people to participate in ways that work for them -- not force everyone into the same expectations.
Supporting Businesses that Value Inclusion
Another important part of this event has been intentionally choosing who I partner with.
Whenever possible, I want to support:
local small businesses
disability-owned businesses
businesses that actively employ individuals with disabilities
organizations that value inclusion and community impact
For this event, I'll be wearing a bracelet from Madizen inspired by Love on the Spectrum -- a small but meaningful reminder that representation and visibility matter.
I am also partnering with SweetAbility Bakery to create custom cookies for the celebration. Supporting businesses that embrace inclusion and community impact makes this event feel even more special.
Inclusion extends beyond the event itself.
It also means considering where I spend my dollars, who I collaborate with, and how I strengthen community connections.
There is something really meaningful about building an event that reflects the values it promotes.
Volunteers Make Inclusion Possible
An inclusive event does not happen because one person works hard behind the scenes.
It happens because volunteers, educators, therapists, families, photographers, businesses, and community members choose to show up with compassion and flexibility.
That is why volunteer preparation matters so much.
I am providing:
volunteer packets
clear expectations
visual support guidance
sensory-aware reminders
strategies for helping participants feel comfortable and safe
Inclusion is Intentional
Inclusive planning takes more time.
More thought.
More flexibility.
More preparation.
And it is always worth it.
Because every visual support created, every calm corner prepared, every volunteer trained, and every accommodation considered sends a message:
You belong here.
That's the kind of community I want Spesh to continue building.
Not just events that look beautiful in photos -- but experiences where families genuinely feel seen, valued, and included.
Final Thoughts
As I continue planning this event, I keep reminding myself that inclusion is not a checklist.
It is a mindset.
It is asking:
Who might need additional support?
What barriers can we remove?
How can I make this experience more comfortable for everyone?
How do we create spaces where people feel safe being themselves?
Sometimes the most meaningful parts of an event are the things people never notice -- because thoughtful planning helped everything feel calm, welcoming, and natural.
And honestly, that is exactly the goal.
A Note for Anyone Interested in Participating
As this event continues coming together, I've been so encouraged by the support from our community.
If you are interested in:
volunteering at the event
helping lead an activity
supporting behind the scenes
contributing to the sensory-friendly atmosphere
participating in the inclusive photoshoot
...please reach out ahead of time.
Intentional planning is a huge part of creating an inclusive experience, and having advance communication helps me make thoughtful arrangements for participants, volunteers, accommodations, scheduling, and event flow.
Every person involved helps make this event more welcoming, meaningful, and community-center -- an I'm incredibly grateful for everyone choosing to be part of it.
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