• Katie MacLean

Equity, Diversity, and Inclusivity - What is it and how do we do it?

Updated: Oct 14

Let's talk about Equity, Diversity, and Inclusion - abbreviated to EDI. Together, these three concepts are used to build a framework for ensuring that all persons are equally able to participate in a given aspect of society. When we talk about EDI, we are talking about practices and initiatives that help make events, buildings, systems, and laws more fair and accessible to all those involved taking special consideration of identities that may have greater barriers to participation.


(For a refresher on the meanings of Identity, Intersectionality, and Privilege and why it is important we take care in building EDI click here!)


Picture from BetterBikeShare.org

As a refresher, equity means being fair and ensuring that minority or marginalized groups are able to equally able to participate by providing additional or different resources or accommodations. Equity is often understood contrasted in contrast to equality - where equality might see everyone being treated the same, equity recognizes that treating everyone the same will inevitably leave vulnerable people behind. Consider our comparison of bicycles: while giving everyone the same bike is equal, because of their height, age, or ability, the same bike might not work for everyone, meaning some people will struggle more or be left behind. Creating systems and resources that account for and support these differences, such as different sized or specialty bikes, means we can all succeed together!


Image from builtin.com

Diversity is about recognizing that each person is unique and acknowledging our differences and how our identities and experiences impact our opportunities and perspectives. Often times, when we think about diversity, we ask "who is in the room?" noting whether people of varying races, ethnicities, genders, ages, sexualities, and abilities among other identities are present. However, while representation is an important first step, we also need to ask ourselves if everyone is being respected for their differences and if these differences are being barred from meaningful participation in any way.


Inclusion is the active practice of changing our systems, policies, or attitudes to make sure that everyone has access and can be included. Inclusivity considers what diverse identities are present and asks if workplaces, events, buildings, communities or other spaces have taken the necessary steps to provide resources or accommodations to ensure vulnerable or marginalized populations have fair and equitable access.


Making your spaces Equitable, Diverse, and Inclusive is always your responsibility. If your spaces aren't diverse, it is never because "insert identity here" is not interested in participating. It is because you have not made it safe or possible for them to do so.


Take a moment to consider the spaces you have power in like: your workplace, your city, your country, a club, or a classroom. Maybe you run a blog or an Instagram page. Maybe you host events. Your first step in the EDI framework is to ask "who is here?" Check the insights for your blog, or the statistics for your office or event or club. What identities are represented?


Next, ask yourself who is missing? Who is not able to participate?


Once you have this list, ask yourself "Why? What do I need to do to make my space safe, and accessible for everyone?"


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I would like to give the caveat that I am not a licensed professional on this topic nor can I speak to the needs of every unique person with authority. What I am, is someone who cares a lot about EDI and who has worked in sectors around education, not-for-profits, event-planning, and community building for the better part of a decade. I know that once you identify a desire to build EDI, it can be hard to know where to start, especially for those of us who host community events, book clubs, blogs, etc. in our free time and not as our full-time job. To help you out, I want to share some of the things I have learned to make your spaces more equitable, diverse, and inclusive.


I also want to note that not everything on this list applies to every situation. I also know that a lot of things, like whether a building has an elevator or whether government policies are fair can be out of our control. That's okay. What is important is that you try your best. What is critical is that you listen when people give you feedback about the things stopping them from participating and then fix it to the best of your ability.


If you would like to add to my list, amend misinformation, or have questions about how you can implement any of these points, please feel free to contact me!


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Ensuring People of All Abilities Can Fully Participate


Most people have some form of accessibility need that will help them be better able to fully participate in all aspects of daily life. Some of these abilities include vision, hearing, and mobility.


1. Make Social Media posts “Screen-Reader Friendly


Screen-Readers are an assistive technology that will analyze text and images and translate them to either speech or braille. This allows persons with visual impairments to interact with your online content. However, especially in the case of pictures, the translation may only say "Text on White Background" or "Blue Truck Next to Tree" when you meant to share a meme or a picture of your new car. To help, you can type out text present in a screenshot or graphic either in your caption or in an ALT TEXT feature. For pictures, describe them using the “Who, What, When, Where, Why” method.

a. Avoid using acronyms in posts as Screen Readers will not know how to pronounce these words and meaning will be lost. (Think #tbt versus #ThrowBackThursday)

b. Capitalize the first letter in each word within hashtags (the difference between #throwbackthursday and #ThrowBackThursday)

c. If you link to another page, include the code [VIDEO], [PIC], or [AUDIO] ahead of hyperlinks to aid screen readers in anticipating what links contain.

d. On Twitter, enable “Image Descriptions”. Every time you tweet a photo, click the “Add Description” box to type in a description of the image.

e. Facebook automatically generates alternative text using object recognition technology. To improve usability for visually impaired demographics, you can “Override Generated Alt Text” by selecting the photo, navigating to “Edit Photo” or “Options” and then navigating to “Change Alt Text”. This can be done before or after a photo is posted.

f. Instagram has a capability for Alternative Text. On existing photos, select the photo, navigate to “Edit,” and then select “Edit Alt Text” in the bottom right corner of the photo. On new posts, navigate to “Advanced Settings,” and select “Write Alt Text.”


2. Ensure print text, such as pamphlets or worksheets, has both a high colour and high brightness contrast to aid those who are colour-blind or visually impaired.


a. Avoid using a yellow text altogether.

b. Avoid using a green text on a red background or vice-versa.

c. In print media, including signage, use a sans serif font, such as Ariel, in a size 14 font or larger. Avoid small or italic fonts.


3. When giving slide presentations, make personal, large print screens available for persons with visual impairments.


For example, have tablets with the presentation download or printed versions of the presentation with extra-large font available in case anyone is having difficulty seeing the screen. (As an added bonus, printed versions of slides can also be helpful to those who like to take notes!)


4. If hosting a class or event with handouts, offer program materials in a variety of formats:


Whether your participants need the help of a language translation or screen-reader or just have preferences for how they interact with materials, having options that are printed or digitally downloadable can make things easier. For my writer friends, consider asking your typesetter to make you a second version in Large Print so those who prefer to read in a larger print typesetting can still enjoy your work!


a. Electronic text

b. Print handout

c. Braille

d. Large font


5. When hosting events or making advertisements, use large fonts on all signage and offer braille signage where possible.


6. Include captions in all videos to aid those who are deaf or hard of hearing.


a. Ensure all captions are readable by making text large enough and giving text enough screen time

b. Use a high-contrast colour such a white to ensure text stands out from the background

c. Include not only spoken words but background noises such as [Music], [Explosion], or [Dog barking] in your captions

d. You can enable automatic captions on Facebook by publishing your video, selecting “Generate” and then editing the captions and selecting “Save to Video”.

e. On YouTube, you can improve the quality of automatic subtitles on your videos by selecting “Add new subtitles or CC” and then entering a transcript of your video and setting the timings for text to appear on the screen.

f. Ahmed Khalifa's youtube channel Hear Me Out has an entire playlist of tips on captioning you can find here!


7. Wherever possible, caption live PowerPoints, presentations, and speakers.


Of all the tips on this page, this is one of the coolest to me that I love to share with people! Live captioning makes understanding speakers easier for everyone in your audiences, and yes, it will accurately pick up on your words even if you are rapping fast or mumbling.


a. If you are using Google Slides for your presentation, select “Present” and then select “Captions” on the toolbar on the bottom left corner of the screen. When a microphone is connected (including the microphone preinstalled in a laptop), closed captions will appear on the slides in real time. You must be using a Chrome browser for the feature to work.

b. There are ways to add captions to your Instagram videos, stories, and live! This is a great option for viewers like me who are hard-of-hearing or those that just prefer to use Instagram on mute! As of right now, all the options I know of are external plugins - if anyone sees IG release this feature please let me know!

c. Google Meetings can automatically host real-time captions during video calls. Zoom will allow you to sign a participant to type closed captions throughout the meeting using the settings explained here


8. Have a sign-language interpreter at all presentations.


This is one of the pricier strategies on this list, but if you can afford it, it makes a world of difference to those in the Deaf community.


9. Be prepared to accommodate any Assistive Listening Devices or Assisted Listening Systems a participant may bring with them.


a. For example, many users of hearing aids also have microphones or sound-amplifying devices that aid the participant in separating speech sounds from background noises. Be open to using a special microphone supplied by the participant or providing the participant with the frequency of your sound technology when requested.


10. Request participants avoid the use of perfumes and scented lotions to keep the space scent-free.


11. Consider the layout of your space


When designing the layout of a room, auditorium, or office, consider how people with mobility devices; such as wheelchairs, scooters, strollers, assistance dogs, canes, or crutches; will be able to get to and interact in the space.


a. Are people with mobility devices able to sit with the rest of the group without being segregated?

b. Will people with mobility devices be able to fit through all hallways and entranceways?

c. Are ramps or lifts easy and convenient to access?

d. When sitting in program rooms, where can mobility devices be stored?

e. Aisles should be at least 1.8 meters wide and kept free of obstructions to allow persons with mobility or visual challenges to easily pass through.


12. Parking lots, pathways, and entrances to buildings need to be wheelchair accessible and clearly identified as such with signage or other indicators.


13. If your programming is outside, ensure there are enough hard surfaces for a person with mobility challenges to access all aspects of the program.


14. If your programming is outside during the winter in a snowy place, shovel all pathways and lay down salt, gravel, or an ice melt product.


15. Set tables at a variety of heights so they may be accessed from a standing or seated position.


If you have a help desk or receptionist, a food service counter, or other tables, ensure similar materials are available at redundant heights. While access height for a wheelchair user is recommended to be set at 71cm and 86cm (28 inches-34 inches) tall when measured from the floor to the top of the table, someone who uses a cane, for example, may not be able to bend or reach that low for something to be accessible.

16. Cable Covers should be used over electrical cables or cords that must cross over aisles or pathways.


Cable covers should be no more than 2cm (.75 inches) thick for wheelchairs to travel over them with ease.


17. Have plastic straws available at your event for persons with limited mobility.


For some people with mobility issues, or for those without full control of the movement of their jaw or hands, straws are an essential tool. While there are lots of alternatives available now, like paper straws, these can easily be bitten through, can disintegrate too quickly, and can be too stiff to be tactile for those with disabilities.


18. Have water available for comfort, guide, and assistance animals.


19. Use person-first language when discussing participants’ abilities.


A word of caution - for a while person-first language was being taught to everyone and so it was included on this list. Some people in impacted communities have since expressed a strong dislike for person-first language. My personal rule of thumb is that I use it until asked otherwise by an individual and then I am happy to switch. Use your best judgement.

a. Person-first language means valuing each participant as a whole individual outside of any labels that might apply to them. This is accomplished by using their name ahead of any label in a sentence

b. Instead of saying “Where is the elevator? We have a disabled participant who needs one to access the session room,” rephrase the sentence to say “Where is the elevator? This participant uses a wheelchair and needs one to access the session room.”


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Ensuring People of All Neurologies Can Fully Participate


Various conditions can have an impact on the ways our brains think and function. Creating programs that promote neurodiversity means ensuring all participants are included by providing support systems that allow each participant to participate as they are, regardless of whether they are allistic or experience conditions including Autism, Attention Deficit Hyperactivity Disorder (ADHD), Asperger’s syndrome, dyslexia, dyscalculia, epilepsy, hyperlexia, dyspraxia, learning disabilities, obsessive-compulsive disorder (OCD), and Tourette syndrome (TS), to name a few.


1. Avoid using slang terms such as “crazy” or “psycho” which make light of and spread negative stereotypes regarding intellectual abilities and mental health


2. If there is a cost, or limited seating to your club, workshop, or event, provide free or discounted registration fees for accompanying support persons


3. Take care to communicate directly with individuals rather than through their accompanying support persons


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Ensuring People of All Diets Can Fully Participate


Food is the universal element that can make or break any program. Hunger decreases focus and productivity and has been linked to creating negative emotions in humans. A lack of nutrition can make it difficult for participants to be able to keep focus, build positive experiences, or participate fully in a program. When food is offered, consideration needs to be given to dietary restrictions as many people have some form of dietary restriction including allergies as well as diets based on religious and moral choices. Offering options that all participants can eat will ensure everyone stays happy, healthy, and fed.


1. If your space offers food to your team, members, or participants, on applications and registration forms, ask for dietary restrictions.


Follow-up with any you are unsure of to gain a better understanding of how you can support their needs.


2. Label foods with ingredients so participants can confirm options fall within their diets


3. Be prepared to offer enough snacks and substantial meals based on the length of your program:


a. For programs lasting less than 3 hours in duration, offer at least one snack.

b. For programs lasting 3 to 5 hours in duration, offer at least one complete meal and one snack.

c. For programs lasting 5 to 8 hours in duration, offer at least one complete meal and two snacks.

d. For programs lasting longer than 8 hours, or spanning multiple days, offer at least three complete meals and two snacks per full day of programming.

e. Should your program last the duration of a typical mealtime, for example, 11:00AM-1:00PM or 4:00PM-7:00PM, prepare to offer a meal or snack as participants will likely be hungry at these times.


4. Ensure food options for those with dietary restrictions are well-rounded, filling, and offered at a comparable variety to non-restricted options.


5. Use separate serving dishes for foods adhering to various diets. Where allergies or contamination is a concern, have these options located on a separate table.


6. Ask your caterer to ensure there is no cross-contamination between fryers and pans used for different dietary-restrictions between washings.


This can help ensure allergens, gluten, and restricted ingredients do not mistakenly end up on someone’s plate.


7. Provide options for those following Vegetarian Diets.


People following a vegetarian diet can typically consume egg or dairy products but no meat or meat byproducts.


a. Vegetarian options still need to include a protein as part of a balanced diet. This can be accomplished by replacing meat with alternatives such as soy-based replacements, tofu, beans, protein-rich grains such as quinoa or couscous, or large servings of hearty vegetables such as mushrooms, cauliflower, or eggplant.

b. If your menu includes fried foods, such as fries, onion rings, or donuts, ask if the food has been fried in vegetable oil or animal fat. Animal fats are not friendly to vegetarian diets.

c. Pie crusts, pastries, and some baked goods may also use animal lard as a replacement for butter, preventing them from being vegetarian friendly.

d. Many broths or stocks, found in ingredients such as gravy, rues, or soups are made from chicken or beef and are not friendly to a vegetarian diet.

e. Any foods containing gelatin, such a gummy bears, are not friendly to a vegetarian diet.

f. Hard cheeses that contain Rennet, such a parmesan, are not friendly to a vegetarian diet.

g. Many salad dressings contain anchovies and are not friendly to a vegetarian diet.

h. Many foods that have been dyed red include the ingredient “Carmine” which extends from beetles and is not vegetarian friendly.


9. Provide options for those following Vegan Diets.


People following a vegan diet cannot consume any animal product or byproduct, including eggs and dairy. All restrictions listed for vegetarians are applicable to vegans as well.


a. Many vegans may not eat honey as part of their diet.


10. Provide options for those following Halal Diets.


Halal foods are free from any ingredient that those of Muslim faith are prohibited from consuming according to Islamic, or Shariah law and must be processed, made, produced, manufactured and/or stored using utensils, equipment and/or machinery that have been cleansed according to Islamic, or Shariah law.


a. The following cannot be consumed while following a halal diet: Pork, bacon, ham or any meat product derived from pigs; alcohol; carnivorous animals; any lard, fat, shortening, stock or broth, gelatin, rennet, enzymes, L-cystine, lipase, or tallow when derived from a non-Halal animal source; and any foods contaminated with any of the above through processing, cooking, storage, or service.

b. Meat and poultry must be prepared according to Islamic law which dictates specific humane slaughter practices. These meats will be marked as Halal by caterers, stores, and butchers.


11. Provide options for those following a Kosher Diet.


The Kosher Diet describes what foods are suitable for those of Jewish faith to consume. Within the Kosher diet foods are divided into three categories, dairy, meat, and pareve or neutral.


a. In keeping with a Kosher diet, dairy and meat cannot be combined or eaten together during the same meal. Meat and dairy must be prepared with separate sets of dishes and serving utensils, once a pot or pan has had meat in it, it can only ever be used to cook meat and vice versa in order to remain Kosher. This may also pertain to cheeses that include animal fat or Rennet as an ingredient.

b. Meat and poultry must be prepared according to Jewish law which dictates specific humane slaughter practices. These meats will be marked as Halal by caterers, stores, and butchers.

c. No shellfish or insect is considered Kosher.

d. Many people practicing a Kosher diet may only eat foods that have reliable Orthodox certification.


12. Provide options for those following a Paleo Diet.


The Paleo Diet is a health-conscious choice based on paleolithic, or hunter-gatherer, lifestyles


a. People following a paleo diet can eat lean cuts of preferably grass-fed, free-range, or organic meat, eggs, fish, shellfish, fruits, non-starchy, nuts and seeds, olive oil, flaxseed oil, or walnut oil. The less fat included in the meal the better it will align with their diet.

b. People following a paleo diet will avoid all dairy products, cereal grains, legumes, starchy vegetables such as potatoes, anything containing processed sugar, cured meats such a bacon, hotdogs, or deli meat, or any processed food.


13. Provide options for those following Gluten-free Diets.


a. Strong replacements for gluten include corn products, including corn flour, cornmeal, and grits; plain rice; flours made of gluten-free grains including nuts, beans, coconut, buckwheat, millet, almond, chickpea, quinoa, and amaranth.

b. Any ingredient that contains “Wheat,” “Barley,” “Malt,” or “Rye” are not safe for those following a gluten-free diet to consume. This includes gummy candies such as licorice which contain wheat, any breaded meats, and many alcohols.

c. Most gluten-free products will be labelled as “gluten-free” and may be located in a special aisle of the store. Be sure to ask your caterer if they are able to sanitize cooking surfaces and utensils before preparing gluten-free offerings to avoid cross-contamination. If breaded products have been cooked in a deep-fryer, gluten-free offerings cannot be cooked in the same fryer.


14. Provide options for those with Celiac Disease.


Celiac Disease is a diagnosed autoimmune disorder that causes the small intestine to become hyper-sensitive to gluten, leading to difficulties with digestion. All guidelines for those following a gluten-free diet still apply to those with Celiac Disease, with the added imperative that there must be no cross-contamination with gluten meaning an entirely separate set of utensils and cooking surfaces are required to prepare these foods.


15. Provide options for those with allergies:


a. Ensure all snacks are nut-free.

b. Ensure all foods are prepared in a nut-free kitchen.

c. Ensure all menus are labelled with ingredients so those with allergies can double-check to ensure foods are safe to consume.

d. Follow-up with participants with allergies to see if they carry epinephrine and have staff or volunteers on site who trained to recognize signs and symptoms of an allergic reaction and can aid in activating medical attention.


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Ensuring People of All Family Types Can Participate


All families are different and people can become parents at different ages, in different circumstances, or not at all. Some may also have obligations to care for parents, siblings, or other family members. It is important to ensure that everyone can provide care for their families without sacrificing their ability to participate in our workplaces, clubs, and events.


1. Offer changing tables in all washrooms, men, women, and all-gender washrooms


2. Offer quiet and private spaces for breastfeeding or pumping


3. Whenever possible, offer childcare or allow individuals to bring their children and families


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Ensuring People of All Financial Needs Can Fully Participate


Many people have different financial statuses influenced by many factors. Financial barriers to programs can exclude potential participants who are unable to afford additional expenses in their budgets.


1. Be mindful to make tickets as affordable as possible, considering the goals and costs of your program.


2. Where possible, offer levels of price discrimination to increase access to your program


a. Offer a student or an undergraduate price.

b. If the program runs for multiple days or sessions, offer opportunities for participants to pay a lower fee to attend a portion of the program, such as a specific day or session.

c. Offer an early bird price.

d. Offer a “pay-what-you-can” or “by-donation” price.

e. Set aside a budget to offer bursaries or scholarships to the program.


3. If the activity has an online element, iPad or laptop stations can allow persons without personal devices to participate.


4. Should your program require travel between multiple venues, provide transportation for all participants.


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Ensuring People of All Genders Can Fully Participate


Gender is a socially constructed identity referring to a person’s internal sense of self. In our current society, gender is often misunderstood as a binary, where there are two genders that are “opposites” from one another: female/girl/woman and male/boy/man. However, there are an infinite number of genders that do not align with this gender binary and many people’s genders are not the same as the one assigned to them at birth.


Some of the adjectives people use to identify their gender may including non-binary, genderqueer, genderfluid, and agender; these words reference experiences of gender that include having multiple genders, having no gender, having a gender that is variable, and/or having a gender that falls outside the descriptive capacities of the gender binary. All of these words mean different things to the people who use them.


1. Adopt gender-inclusive language in speech, online, in written materials and in waivers, application, and other forms.


a. Replacing gendered terms such as “Hey Guys!” or “Ladies and Gentlemen” with gender-neutral terms such as “folks,” “everyone,” or “y’all.”

b. Replace gendered proper titles with gender-neutral terms such as replacing “boy/girlfriend” with "partner" or “mother/father” with "parent/guardian"


2. On application or registration forms, remove questions that ask for the participant’s “sex” or “gender” when there is no productive need present for the data.


a. If you cannot determine a genuine productive use for this data remove the question from the form.

b. If the data is necessary, allow participants to type in their own pronouns rather than using a multiple-choice question.


3. On nametags and during verbal introductions, encourage participants to provide their pronouns.


4. Highlight, both verbally at the start of presentations and any maps or signage, where gendered and all-gender washrooms are located in the space.


5. Where possible, remove gendered activities from programming.


a. For example, avoid icebreakers that require “girls” to be on one team and “boys” on another.


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Ensuring People of All Mental Health Considerations Can Fully Participate


Mental Health is part of wellness that refers to any stressors to psychological wellbeing, such as our thoughts, feelings, and behaviours. Mental health can encompass anything from stress and burnout to clinical illnesses such as Depression and Anxiety.



1. Have volunteers or staff trained in peer support, mental health first aid, suicide intervention, and/or clinical and counselling strategies available to support


In a longterm work setting, this could mean having professional services included and advertised in healthcare plans or actively on call or on the payroll. In short term settings like events, this means having volunteers or staff with these skills in the building and on duty.


2. Offer quiet, comfortable spaces for participants who may become overwhelmed and need to remove themselves from the situation.


3. Implement the “thumbs-up” check for participants who may need to excuse themselves during programming.


a. Instruct participants that if they need to excuse themselves to take a call, use the washroom, etc. they need to give the facilitators a thumbs-up as they exit. Otherwise, facilitators will assume something has gone wrong and will follow them out to check in on them


4. Issue trigger-warnings before potentially triggering content.


a. The purpose of verbal and written “trigger-warnings” are to provide participants who may have post-traumatic stress disorder or similar mental health concerns with an advanced notice that content may touch on topics that are commonly known to inspire anxiety, panic, or intense negative feelings in those who have negative experiences linked to that topic. Trigger-warnings allow participants who know they have negative reactions to such content to exit the room or mentally prepare themselves for the discussion to preserve their mental wellbeing.

b. Topics that trigger warnings include sexual assault, pornographic content, graphic violence, discussions of war or conflict zones, gunshot sounds, suicide or self-harm, abuse, including domestic and child abuse, pedophilia, animal cruelty or death, miscarriages, abortion, and/or images of blood.

c. These warnings can be offered as a blanket statement pertaining to the entire day or post and/or directly prior to a specific slide, story, or example.

d. An example of a verbal trigger warning may be “We’re going to take a five-minute break and when we come back we will be discussing an example that includes discussions of sexual assault. The slides will include some graphic and disturbing photos including violence and blood. I expect our discussion to last for about ten minutes. Because this can be a difficult subject to talk about for many people, we also encourage you to do anything you need to do to take care of yourself, including zoning out or leaving the room; you’re welcome to step out to use the washroom or grab a drink as well.”


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Ensuring People of All Languages Can Fully Participate


1. Offer materials in a variety of languages


a. Check the official languages for your country. The official languages in Canada are French and English. Canadians should also consider the more than 60 different Aboriginal languages are spoken in Canada. Of these, the most common of these are: Cree-Montagnais languages, Inuktitut, and Ojibway.

b. Beyond official languages, check census data to see what languages are most used by your target demographic. For example, someone writing for students in Alberta would want to consider offering translations in Tagalog, German, Persian, Arabic, Cantonese, Vietnamese, Punjabi, and Mandarin in addition to English and French.


2. Have language interpreters available at all presentations


3. 1. When sending program details, such as locations or directions, do not rely on assumed knowledge of others. Rather, be clear and descriptive on how one would access a building, website, or activity.


a. For example, when directing people to this blog from my Instagram, instead of using the hashtag #linkinbio which assumes you are familiar with Instagram and the convention of including links to personal websites on the main page of an Instagram feed, you will get more engagement from clear instructions that let people know to "Click my name to check out my profile and follow the link to my blog listed in my bio if you want to know more!"

b. This also goes for examples that may be used when delivering content. Few experiences are universal, so relying on examples based in your culture will exclude those without those experiences. For example, if I post about long, snowy, Canadian winters, I am excluding those in countries like Australia that would be having summer at that time from understanding and engaging with me.


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Ensuring People of All Race and Ethnicities Can Fully Participate


1. Include people of colour in your marketing, art, movies, and stories!


a. For my writer friends, please check out "Writing in Colour" for a great resource on writing people of colour


1. Actively practice Anti-Racism



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Ensuring People of All Religions Can Fully Participate


1. Have quiet, private spaces available for prayer


2. Be respectful of religious attire and be mindful of participants’ ability to include these articles in any uniform or themed attire.


3. Be aware of any religious holidays that may fall during your event and take measures to be adaptable to the needs of participants practicing these holidays.


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Ensuring People of All Sexual Orientations and Gender Identities Can Fully Participate


Sexuality refers to a person’s experiences of aesthetic, romantic, and physical attraction to others; their behaviour based on this attraction; and their internal sense of self in these experiences and behaviours. There are many adjectives people use to identify their sexuality outside of heterosexual, sexual, romantic, and monogamous relationships including those orientations included in the acronym LGBTTQQPIANU+ (Lesbian, Gay, Bisexual, Transgender, Two-Spirit, Queer, Questioning, Pansexual, Intersex, Asexual, Non-Binary, Unlabelled, and more). This can also include varying ways people engage with their sexuality such as polyamory.


1. Use Non-gender terms


If your content will discuss intimate relationships, best practices will use non-gendered terms such as “they,” “them,” or “partner” in examples. Where examples must be used, use diverse examples that show female-female, male-male, female-male, and non-binary relationships.


2. Be inclusive when discussing contraception


If contraceptive items, such as condoms or lubricants, are offered as swag for your event, be sure to also offer internal condoms, dental dams, and latex/nitrile gloves.


3. On applications, registration forms, and on nametags, allow for participants to write in their preferred name in addition to or in replacement of their legal name.

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Ensuring All People Can Fully Participate


1. Directly state in promotions that your organization and program are “committed to creating equitable, diverse, and inclusive universal access for all”.


2. Ensure all your volunteers, staff members, team members, or presenters are trained in the importance of EDI and how to implement these strategies


4. Include a space for participants to indicate what resources they need to fully participate on applications and registration forms


5. Offer Resources and Support


If your content deals with controversial or delicate subject matter, or addresses factors of individual identity such as gender, sexuality, race, ethnicity, religion, age, or ability, be sure to offer reference information and resources should participants want to explore the subject further or seek personal, ongoing support.


6. Use a variety of strategies for promotions to tap into many different audiences


a. Social Media (Facebook, Twitter, Instagram, Facebook, LinkedIn, Snapchat, etc.)

b. Online Publications (Websites, emails, etc.)

c. Print Publications (Posters, flyers, articles, etc.)

d. Sound Publications (Radio, etc.)

e. Face-to-face marketing (Tabling, classroom presentations, personal invitations, word-of-mouth, etc.)



7. Provide information on how to access the venue of your program, including the cost of parking, the distance of parking to the venue, and transit options.


a. You should also note what level of the building the room or theatre is on and where ramps or elevators can be located.

b. For best practices, include a map with a text description.

c. Avoid using acronyms or common names for buildings and locations.

d. On Google Maps, when viewing the “Directions” tab, under “Transit”, select “Options” and activate “Wheelchair accessible.” With this function activated, Google will only provide travel options that are accessible to participants with limited mobility.


8. During your program, use plenty of print or digital directional signage.


a. Signage can include print poster or digital platforms such as TV screens.

b. Give participants maps of the venue with their registration package.

c. Ensure facilitators or volunteers are prepared and available to answer directional questions.

d. Mark where gendered and gender-neutral washrooms are located.

e. Mark where accessibility features such as ramps and elevators can be found.

f. Mark where prayer rooms or private spaces can be found.


9. If names written on an application will need to be read aloud, for example, in a presentation, ask for the phonetic spelling of their name.

a. For example, “Eric” might be written “Air-ick”


10. Have volunteers or staff available to help locate and travel between rooms and sessions.


11. Scheduled enough travel time between sessions.


12. Give participants a variety of ways to engage with your content:

a. Use a mix of pictures, infographics, videos, and written words in Slide presentations.

b. Give opportunities for participants to discuss ideas with others and verbally ask questions.

c. Give opportunities for participants to interact without requiring verbal processing by using digital activities and Q&A tools

i. Kahoot

ii. Use a Google Form for participants to submit questions and ideas

iii. On Google Slides, enter “Presenter View” and enable “Audience Tools” for a link to be displayed on the top of all slides that will allow participants to send questions to the presenter’s device in real-time.


13. If the activity requires the use of specific technologies, having volunteers trained in the use of those systems on hand can aid those persons who may be unfamiliar with them.


a. Ex. If using a specific program such as “Kahoot” during an activity, trained volunteers can help participants understand how to access the WiFi, connect to the website, and participate in the quiz.


14. Avoid activities that require physical contact between participants.


15. Offer materials that are suited to both left and right-handed participants.


16. Ensure all participants have a safe way to get home at the end of the program


17. Use diverse media and examples


When offering examples, recommendations, and reviews, refer to a wide variety of media including media written by and about diverse creators. Try following #OwnVoices stories for examples.


17. Ask for feedback on how your spaces can be improved to help everyone fully participate. Listen to what people have to say.


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As I noted before, I am not an expert on this and I am not perfect, but I care enough to do my research and to try my best to make the things I host and create as equitable, diverse, and inclusive as possible. I am sharing what I have learned in hopes that it can give you a place to start your own research!


I also want to reiterate that this is a living document! Please contact me if you have an amendment or more ideas to build EDI!


Until next time: think critically, reflect, and keep reading!


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