Event Planning for Corporate Retreats

"We watched a company video at our last leadership retreat and it's the first time I've seen my Korean and Japanese colleagues speak in their own languages with English subtitles." My client was excited as she told me this. I knew exactly what was coming next... "It was like they were completely different people!!" Suddenly her shy colleagues, who typically don't contribute much in meetings, were confident, knowledgeable, powerful even! I often tell Danish friends that if they haven't met me in English, they don't really know me. When I speak Danish: ❌ I don't raise my hand so quickly to speak and hardly contribute ✅ In English, you're 𝗹𝘂𝗰𝗸𝘆 if I raise my hand before jumping in ❌ I never volunteer to present ✅ Ummm... yeah, that's my whole career in English ❌ I second-guess my word choices and pronunciation, never fully confident, even though I'm basically fluent. ✅ I speak with nuance and eloquence, knowing how to fully adjust my language to context and culture without a second thought. I'm treated very differently in Danish, due in part to how I look and sound when I communicate... but, also due to people 𝗻𝗼𝘁 𝘀𝗲𝗲𝗶𝗻𝗴 𝗯𝗲𝘆𝗼𝗻𝗱 the way I look and sound to hear 𝗺𝘆 𝗺𝗲𝘀𝘀𝗮𝗴𝗲. On the flip side, I'm often given 𝘂𝗻𝗲𝗮𝗿𝗻𝗲𝗱 𝘀𝘁𝗮𝘁𝘂𝘀 and 𝗽𝗿𝗲𝘀𝘁𝗶𝗴𝗲 in English because I'm such an engaged and confident communicator. Linguistic inclusion goes beyond recognizing these biases. There are simple changes you can make within the organization (especially with the technology we have today) that can help you start meeting your colleagues in their own languages. Honoring your colleagues' identities by allowing them to speak their native languages in a company video (internal or external) is just a start. Does your company integrate translation/interpretation/captioning solutions (human or tech) to encourage freedom of linguistic expression? Is it time to consider doing so? #inclusion #linguistics #communication #unmuted

Neurodiversity 101: Creating neuroinclusive meetings 5 ways to getting started: 1.Provide agendas and materials in advance. Share clear agendas, objectives, and relevant documents well ahead of time. This supports those who need time to process information or prefer to prepare, including many neurodivergent people. 2.Offer multiple ways to contribute Allow contributions via chat, shared documents, or follow-up emails—not just verbal input. This accommodates different communication preferences and reduces pressure to speak spontaneously. 3.Be mindful of sensory environments Minimise distractions like background noise or harsh lighting. Offer camera-off options and use virtual backgrounds that are not visually overwhelming. 4.Clarify expectations and timeframes State how long the meeting will last, what decisions (if any) are expected, and who is responsible for next steps. Predictability reduces anxiety and supports executive functioning. 5. Build in breaks and check-ins For longer meetings, schedule short breaks. Briefly check in at the start and end to see how people are doing, which fosters psychological safety and a sense of inclusion. What else do you think?

Last week I shared how AI helped analyze our retreat feedback survey data in minutes. Today, I want to highlight the three elements that our team rated most impactful from our recent company retreat in Ireland... - [New addition] "Connection Court": We created a dedicated space in the castle with games, snacks, and comfy seating that was open throughout the day and late into the night. This gave people a relaxed place to connect in case of bad weather and removed the pressure to drink or socialize in high-energy environments. This was great for introverts and those who don't enjoy the bar scene and provided more inclusive evening activities that worked for everyone. - Doist Build (our company hackathon) hit different this year: We surveyed the team for "hack-worthy" topics ahead of the retreat, pre-selected the top 10 we felt could make an impact on the company, and revealed them the day before so people could start brainstorming. Morning of, it was first-come-first-serve with limited seats per topic, which created some incredible energy to start the day. Best part? The winning team's project was implemented right there at the retreat and immediately improved our onboarding metrics 🚀 - "Choose your own adventure" itinerary structure: Instead of forcing everyone into the same activities, we offered parallel options during free time. We balanced physical activities (hiking, sports), cultural experiences (castle tours, local music), and team building events (escape rooms, group games). This approach let people naturally form smaller groups around common interests, creating deeper connections through shared experiences. After organizing multiple retreats over the years, one principle stands out: create a flexible structure and trust your team to find meaningful ways to connect. When people have the freedom to choose activities that align with their interests and energy levels, authentic relationships naturally develop. Hope this is helpful and I'd love to hear what's working for other teams as well 👇

Making the right choices when event planning can be the difference between being inclusive or not. Here are five simple, free choices you can make that can help… Choose to tell people your food options in advance. This helps people plan around allergies, dietary requirements, cultural needs, or just personal preference without stress on the day. It also avoids people having to ask awkward questions or go without food altogether. When people know what to expect, they can focus on the event rather than whether they’ll be able to eat. (Nothing strikes more fear in my heart than someone saying “that looks like something chicken-ey”) Choose to send an attendee list in advance, to everyone attending. This gives people a chance to prepare socially, which can make a huge difference for neurodivergent attendees or anyone who finds networking difficult. It also helps people identify who they want to speak to and reduces the pressure of walking into a room full of unknowns. For some, that preparation is what makes attending feel possible in the first place. Choose to send all presentations in advance, or use QR download codes on the day. This allows people to access content in a way that works for them - whether that’s using screen readers, adjusting formatting, or simply reading ahead. It also takes pressure off needing to process everything in real time, which isn’t accessible for everyone. Having materials to refer back to improves understanding and inclusion for all attendees. Choose to stick to your meeting agendas and don’t sacrifice lunch or break times for over running sessions. Breaks aren’t a luxury - they’re essential for energy, focus, and wellbeing. Skipping them disproportionately impacts disabled people, parents, and anyone managing health needs or fatigue. Keeping to time shows respect for people’s needs and helps everyone engage more fully throughout the day. Choose to make using microphones mandatory, not optional, and don’t let speakers speak without them. Not everyone can hear clearly, even in smaller rooms, and relying on volume alone excludes people. Microphones also support those using hearing aids, live captions, or recordings. Making this a firm rule removes awkwardness and ensures consistent access for everyone in the room. Spoiler, even if you think you have a loud enough voice, you don’t. Any others you’d add?

𝗛𝗼𝘄 𝗶𝗻𝗰𝗹𝘂𝘀𝗶𝘃𝗲 𝗮𝗿𝗲 𝘆𝗼𝘂𝗿 𝗰𝗼𝗺𝗽𝗮𝗻𝘆’𝘀 𝗲𝗻𝗱-𝗼𝗳-𝘆𝗲𝗮𝗿 𝗴𝗮𝘁𝗵𝗲𝗿𝗶𝗻𝗴𝘀? As we approach the festive season, many eagerly anticipate the celebrations. But for some, these events can feel isolating. 𝗗𝗶𝗱 𝘆𝗼𝘂 𝗸𝗻𝗼𝘄 𝘁𝗵𝗮𝘁 𝟮𝟬% 𝗼𝗳 𝘁𝗵𝗲 𝗨𝗞 𝗽𝗼𝗽𝘂𝗹𝗮𝘁𝗶𝗼𝗻 𝗱𝗼𝗲𝘀𝗻’𝘁 𝗱𝗿𝗶𝗻𝗸? Whether for health, religious, or personal reasons, many employees may not find a bar or alcohol-centred event welcoming. In fact, studies show that non-drinkers can feel left out or pressured in alcohol-centric social settings. Some even go to great lengths to avoid drawing attention to their decision, like pretending to drink or making excuses to skip events. This can lead to feelings of exclusion and discomfort, especially when alcohol is seen as a key to networking or building relationships at work. So, what can we do to create a more inclusive environment? 💚Have an honest review of your company or team culture - is networking heavily focused around drinking and could this be excluding people? 💚Check in with your team and see what everyone would enjoy and feel comfortable with. 💚Think outside the box – look into alternatives to traditional alcohol-centred events, such as creative workshops, team-building activities, or even a casual lunch. 💚Always ensure a good selection of non-alcoholic beverages (including healthier options) are on offer so that no one feels singled out. 💚Empower your team to set boundaries – Encourage transparency and respect for personal choices. Focusing on incorporating wellbeing, creativity, and inclusivity helps create an authentic space for bonding and connection. The options are endless! You could think about an art or cooking session together, drumming, afternoon tea, laughter yoga, sound baths or days in the forest…Do any of these rock your boat, or do you have other ideas to add? 🤩 What steps is your company taking to ensure inclusivity this holiday season and beyond? What has been your experience as a non-drinker this time of year? #lovegreenhealth #workplacewellbeing #alchoholfree #workplaceinclusion #inclusiveworkplace #teambuilding #AlcoholFree #SoberCelebrations

Running a conference in the future - please read this. After attending several conferences and events in the last 12 months, I have found myself exhausted and needing a lot of rest afterwards. I have come to realise these spaces are not neuro-inclusive, so I thought I would share some recommendations. 1. Make sensory-safe spaces the norm Not everyone thrives under fluorescent lights or in bustling networking zones. Provide low-stimulation rooms where people can decompress and reset. 2. Build in buffer time Back-to-back sessions can be dysregulating. Create breathing space in the schedule, longer breaks, pauses between sessions, and asynchronous options to allow rest and reflection. 3. Prioritise layout and flow. Overcrowded booths and noisy foyers are inaccessible for many. Offer seating, create pathways with space, and avoid bottlenecks. 4. Offer multiple communication modes. Not everyone processes information the same way. Use visual timetables, captioned content, quiet Q&A formats, and clear signage to support diverse needs. 5. Ask - and respond. Seek feedback from neurodivergent attendees before and after your event. Implement what you learn. Neuroinclusion isn’t a checklist, it’s a commitment to ongoing learning. If you are interested to learn more about creating neuroinclusion spaces... read my latest Substack: https://lnkd.in/gpFhaMCk #neurodivergent #neuroinclusive #conference

“Feel free to speak or add on” guarantees only one thing The power of being stopped if the other person feels threatened That’s not inclusivity. It’s power exertion disguised as being inclusive Most workplaces don’t notice this gap On paper, everything looks inclusive. In reality, a small interaction where - Who gets heard - Who gets interrupted - Whose ideas get picked up Quietly shape who feels included. And these moments add up - Some people start holding back. - Others dominate without realising it. And over time, participation drops even when intent is good. If you want inclusion to actually show up at work, it has to be practised in how you interact daily: 1. Notice who hasn’t spoken and bring them in A simple “I’d like to hear your view” can shift participation instantly. 2. Don’t rush to fill silence Give people a few extra seconds to think. Not everyone processes at the same speed. 3. Acknowledge ideas before building on them Recognition creates safety. People contribute more when they feel heard. 4. Be mindful of interruptions, especially subtle ones Cutting someone off or redirecting too quickly can shut them down for the rest of the conversation. 5. Simplify your language when needed Clarity includes more people than complexity ever will. Inclusion isn’t a separate initiative. It’s a reflection of how conversations are handled every day. #inclusivity #corporateculture #softskills #personaldevelopment #softskillstraining #corporatetrainer

It’s off-site season… and here’s the uncomfortable truth: A slick agenda won’t make it a success ... if only five people do all the talking. Your ExCo won’t rave about it. Your team won’t remember it. And your bonus won’t thank you. My top tip. If you want people to speak up ans contribute, you have to design for it. Harvard Business Review (HBR) has said this for years. Meetings shape culture, trust, retention… and yes, your leadership reputation. If you don’t make meetings inclusive, they won’t be. We all know the 'usual suspects' who grab the mic first. But what about everyone else? The introverts. The new joiners. The shy-but-brilliant thinkers. The colleagues from minority or underrepresented backgrounds. The people whose first language isn’t English. They’re sitting on insights that could make your strategy sharper and your team stronger. Now here’s the kicker: HBR found that only 35% of employees feel able to contribute “all the time” in meetings. That's two-thirds of your team... sitting in silence. Imagine what that’s costing your business £$£? Imagine what it’s costing you. So here’s the fix. - Don’t go to the loudest voice. - Deliberately give the first question to someone who wouldn’t normally speak. - Agree it with them beforehand so it feels supportive, not like a live ambush. And yes ... the research backs this approach. Leaders who intentionally make space for quieter contributors get better ideas, stronger trust, and higher leadership ratings (Bain et al., HBR). You can also use tools like Mentimeter where people submit questions anonymously (in real time) and the room upvotes what they want answered. HBR’s been saying for years that anonymity boosts participation.... especially for introverts, multilingual colleagues and people dialling in remotely. The moment you do this, the power dynamic shifts. You signal that every voice matters. And slowly but surely, those who usually stay quiet start stepping in. Good facilitation isn’t about blasting through slides. It’s about creating a room where people feel welcome, valued, and confident to contribute. HBR calls it “inclusive meeting design”. I call it a smart career move. Because leaders who run inclusive off-sites? They get better ideas, better decisions, better feedback… and usually a better bonus. So when you run your next off-site or townhall… pass the mic with intention. Bring in younger colleagues, older colleagues, multilingual colleagues ... everyone with the different ideas your strategy needs. Talk soon, Annette P.S. was this a useful post? Worth sharing with someone planning their off-site right now?

I attended Transform last week and it was far and away the most inclusive large conference I've attended. And yet there was still room for improvement, as there always will be as we aim to fully include everyone! I thought why not share some best practices on inclusive conferences and events for anyone who may be organizing them now or in the future. 〰 Ask for pronouns in the registration process and include them on name badges. Either only provide a space for write-in or provide diverse options like he/him, she/her, they/them, she/they, he/they, they/she, they/he, they/he/she, ze/hir, and xe/xem. For the write-in option, be sure to use language like ‘Self-identify:’ instead of ‘Other:’ which can be, well, othering. 〰 Provide space to request accommodations during the registration process. Some folks may need ASL interpretation, have allergies, be sensitive to strobe lights, need reserved seating, or many other accommodations. 〰 Choose a venue that is accessible to individuals with disabilities, including ramps, elevators, accessible restrooms, and designated parking spaces. Provide clear and legible signage to assist attendees in navigating the space and accessibility guides to support specific needs. 〰 Provide at least some (ideally all) all-gender restrooms. If your venue doesn’t provide these already, consider designating single use/family restrooms as all-gender and just make it clear using your own signage. Another option is to cover gendered restroom signs with signage that describes the layout (i.e. ‘Restroom with stalls’ and ‘Restrooms with urinals and stalls’) if your venue will allow it. 〰 Ensure diversity and representation in speakers, panelists, moderators, and presenters. Aim for a range of identities, perspectives, backgrounds, and experiences to reflect the diversity of your audience. Be sure this applies to all roles equally, not just moderators or emcees which can lead to tokenism. 〰 Create a neurodivergent-friendly environment by offering quiet spaces, providing sensory-friendly materials, and minimizing loud noises and bright lights. If you want to go above and beyond, provide fidget toys! 〰 Establish community guidelines or a code of conduct that outlines expectations for respectful behavior and prohibits discrimination, harassment, or exclusionary behavior based on identity or background. Share these guidelines before the conference and then do a quick review at the kickoff session. Enforce these guidelines consistently throughout the conference and ensure there are options for safe reporting. 〰 Provide a nursing room for breastfeeding individuals. Call it a ‘nursing room’ instead of a ‘mother’s room’ as not all mothers breastfeed and not all breastfeeding individuals are mothers. 〰 Provide various Q&A options, including traditional mic setup, QR codes, and text codes for accessibility. I'm running out of space, so continued in the comments! But would love to know, what else would you add?

I genuinely dislike April Fools Day. But my discomfort goes much deeper than corporate pranks. It is rooted in how organizations mandate "fun." Pizza parties, loud holiday gatherings, and massive all staff retreats are almost entirely designed for neurotypical extroverts. For many neurodivergent professionals, these mandatory networking events are not team building. They are sensory storms. I will share a vulnerability here. I naturally gravitate toward speaking and facilitating. Those allow me to constantly move. More importantly, holding the microphone gives me the structural power to control my environment. I can engage with the room on my own terms and then step back into the shade to schedule the exact breaks I need to recharge my roots. This creates a highly effective illusion. Most people assume I am a natural extrovert who thrives on a stage. But in reality, it is just socially correct masking. I have simply been lucky enough to build a career that accommodates my neurobiology. When I am forced into the audience of a traditional, loud, static event, my nervous system is completely uprooted. I spend days mentally preparing just to survive the sensory overload and the forced proximity. True community is not built by forcing everyone into the exact same crowded room. It is built by honoring how differently we connect. Here are 4 ways to cultivate a more inclusive corporate event. 1/ The Digital Pathway → The Strategy: Offer high quality virtual streams alongside in person events. → The Impact: Allows individuals to engage safely through online breakout rooms without sensory overload. 2/ The Sensory Shelter → The Strategy: Provide designated, quiet viewing rooms at live events. → The Impact: Strict capacity limits and social distancing provide a safe climate for those who need physical space to focus. 3/ The Alternative Voice → The Strategy: Leverage digital Q&A apps instead of passing around a physical microphone. → The Impact: Removes the high anxiety barrier of public speaking, allowing deep thinkers to share their insights comfortably. 4/ The Kinetic Norm → The Strategy: Explicitly state that standing, pacing, and walking around are welcomed behaviors. → The Impact: Normalizes the fact that many ADHD minds need a physical load to absorb auditory information. Sitting statically is not a requirement for active listening. Forced assimilation is not networking. And, forced networking is active exclusion. We have to do better building places where we can all show up differently and connect how we need where we can celebrate, acknowledge, and build off of how different we are, thank goodness. Are your corporate events cultivating genuine connection, or are they just exhausting your most vulnerable talent? How do you wish conferences, all-staff events, and holiday-themed days were handled more inclusively?