Everyone’s Invited: Designing Safe, Inclusive, and Accessible Conventions in 2026

Why Safe and Inclusive Conventions Are Essential in 2026

Evolving Fan Expectations and Diversity

Modern convention audiences are more diverse and socially conscious than ever. Long gone are the days when fan events were seen as exclusive “boys’ clubs” – women now make up roughly half of attendees at major cons, with non-binary and LGBTQ+ fans increasingly visible. Younger generations especially demand inclusive, welcoming experiences at conventions. In fact, a recent industry survey found 93% of fans feel their events do enough to be safe and welcoming, but the remaining 7% – often women, LGBTQ+ folks, or people of color – still feel unwelcome, as noted in surveys revealing convention demographics and spending patterns. These shifting demographics mean organisers must proactively foster an environment where every fan is respected. From Comic-Con to gaming expos, events that fail to embrace diversity and accessibility risk alienating a growing segment of their audience. As one 2025 conventions outlook noted, successful events “showcase a rich variety of voices” and make accessibility a cornerstone of planning. In short, inclusivity is no longer optional – it’s the baseline expectation.

Ethical Imperative Meets Business Case

Creating a safe, inclusive atmosphere isn’t just the right thing to do morally – it’s also a smart business strategy. Fans who feel represented and accommodated are more likely to become loyal, repeat attendees and enthusiastic ambassadors for your event. Many veteran con runners will attest that when attendees see their needs respected, one-time visitors turn into lifelong fans, proving that ensuring accessibility and diversity builds goodwill. Conversely, failing on inclusion can trigger public backlash or even boycotts. A stark example from the festival world was an event that ended amid protests in 2015 after enforcing an exclusionary policy against trans attendees, highlighting how exclusion can damage reputation – a cautionary tale that resonates for fan conventions too. Beyond reputation damage, there’s a real financial cost to getting it wrong. If segments of fans feel unsafe or overlooked, they simply won’t buy tickets.

Consider also the upside: embracing accessibility opens your doors (and revenue streams) to a wider audience. Over half of disabled people have encountered access problems at live events, leading many to stay home. That’s lost attendance you can reclaim by going above and beyond. For instance, UK research showed 52% of disabled music fans avoid events due to poor accessibility standards – but when venues improved their accommodations and information, disabled ticket sales jumped significantly, demonstrating the value of elevating venue accessibility and inclusion. Inclusion can thus boost attendance, improve community goodwill, and even attract sponsors who want to align with positive values and an inclusive reputation. In an era of social media where one bad experience can go viral, prioritizing safety and inclusion from the start is like an insurance policy for your event’s success.

Lessons Learned and Fan Feedback

The push for safer, more inclusive conventions largely stems from the community itself. Over the past decade, fan activism has shone light on issues like harassment and accessibility shortfalls. Movements such as “Cosplay is Not Consent” emerged after widespread reports of cosplayer harassment, forcing conventions to respond. Back in 2013, for example, New York Comic Con recorded more harassment complaints than ever; the next year they rolled out a new policy with signage reminding everyone that consent matters. The result? Harassment reports dropped from 20 incidents to just 8 after implementing the ‘Cosplay is Not Consent’ policy. Fans notice these changes. In surveys, tabletop gaming conventions (historically male-dominated) earned the lowest marks on attendee safety – with about 17% of those fans feeling unsafe – whereas anime conventions (with more diverse audiences and stricter cosplay policies) had among the highest safety ratings, as shown in surveys on gender parity and safety at conventions. The message is clear: listening to attendee feedback and adjusting policies isn’t just lip service; it tangibly improves the attendee experience and keeps people coming back. Veteran organisers treat each year as a learning opportunity – gathering post-con feedback on what made fans feel welcome or not, and evolving their approach continuously.

To help you navigate these priorities, this guide distills 25+ years of hard-earned experience producing fan conventions of all sizes. We’ll explore how to craft effective codes of conduct, bake in accessibility from venue layout to programming, train your team to champion inclusion, and ultimately create a convention culture where everyone’s invited. Let’s dive into the practical strategies that will make your 2026 events safe, inclusive, and unforgettable for all the right reasons.

Crafting a Code of Conduct with Real Impact

Defining Clear Behavior Standards

Every inclusive convention starts with a clear, public code of conduct that sets the tone. This document (or page on your website) should spell out in plain language what behavior is expected from attendees, guests, exhibitors, and staff – and what won’t be tolerated. Keep it simple and unequivocal. For example, the Afropunk festival uses a blunt mantra as its code: “No Sexism, No Racism, No Ableism, No Ageism, No Homophobia, No Fatphobia, No Transphobia, and No Hatefulness.” This succinct list of “No’s” instantly communicates the event’s values and establishes an anti-harassment inclusion policy. Fan conventions can take a cue from this: listing specific forbidden behaviors (like harassment, hate speech, groping, etc.) alongside a positive expectation of respect helps eliminate any ambiguity.

Equally important is making the code highly visible. Don’t bury your behavior policies in fine print or only on an FAQ page. Prominently display key rules on the event website, ticket purchase pages, badge backs, signage at entry points, and in the program guide or event app. For instance, New York Comic Con plasters reminders at entrances: “Keep your hands to yourself. Always ask before taking a photo.” When everyone sees the rules up front, it sets a respectful norm from the moment they arrive. Moreover, underscore that the code of conduct applies to everyone on the premises – attendees, vendors, volunteers, and even celebrity guests. Leadership buy-in is crucial: if your convention directors or MCs publicly endorse the policy (say, in opening remarks), it sends a powerful message that these aren’t empty words. We’ve seen events invite community input in drafting their codes or partner with advocacy groups to review them, ensuring community buy-in for safety policies, which can increase credibility and buy-in. However you craft it, make sure your code of conduct paints a picture of the inclusive, respectful culture you expect at the con.

Beyond “Cosplay Is Not Consent” – Going Deeper

Many fan events in the mid-2010s adopted the rallying cry “Cosplay is Not Consent.” The phrase – plastered on signs at cons like NYCC and Anime Expo – was a well-intentioned first step, raising awareness that wearing a costume is not an invitation for unwanted touching, photos, or comments. It unquestionably helped spark a conversation and led to increased basic awareness of harassment issues in cosplay communities. But as advocacy groups like the Cosplayer Survivor Support Network have pointed out, a catchy slogan alone isn’t enough, according to the Cosplayer Survivor Support Network. A nuanced, actionable policy needs to back it up.

Harassment comes in many forms, and it’s not only cosplayers who might be targeted. A good code of conduct will explicitly define what constitutes harassment – from groping and stalking to derogatory slurs, unwanted sexual attention, or even persistent unwelcome interaction after someone has said they’re not interested. It should cover physical, verbal, and online harassment (since many cons now have official forums or Discords). Simply saying “don’t harass people” is too vague; give examples of prohibited behavior so no one can claim ignorance. Also, clarify that consent extends to photography – taking pictures of or with someone in cosplay requires permission, as does touching their costume or props. Some cons include lines like “Cosplay is not consent to physical contact or photographs – always ask first.” Spell it out, because not everyone’s “common sense” is the same on these issues.

It’s also wise to address costume-appropriate behavior in your rules. For instance, make clear that overly revealing or offensive costumes (e.g. hate symbols) may be against policy. Many anime and comic cons provide guidelines on acceptable costuming, which ties into safety and inclusion (no functional weapons, nothing that could be harassment in itself, etc.). The key is to create a document that educates attendees on boundaries – not just a warning of punishment. Some conventions publish accompanying materials or infographics on “how to respectfully interact with cosplayers” as a proactive educational step. This moves beyond a slogan and helps attendees recognize problematic behavior in themselves or others. In short, “cosplay is not consent” should be treated as the starting point for a broader anti-harassment framework, not the entire policy.

Enforcement and Reporting Mechanisms

A code of conduct means little if it isn’t enforced. Attendees need to know the convention truly has teeth behind its rules. This requires two things: easy ways to report violations, and a clear process for responding decisively. On the reporting side, provide multiple channels: a staffed Safety Desk or Office on-site, an emergency phone number or text line, and roving staff (often labelled “Safety Team” or wearing special badges) who can be approached with concerns. At some large cons, the official mobile app even includes a built-in reporting form for harassment or safety issues – lowering the barrier for fans to ask for help. Make sure these reporting options are advertised. Signs around the venue can say “See something? Say something – contact us at X desk or text X number.” Empower attendees to speak up by removing uncertainty about how to get assistance.

On the response side, train and authorize your staff to act swiftly. When a report comes in, staff (whether volunteer “enforcers” or professional security) should know exactly how to escalate it. Establish a chain of command: minor issues might be handled by floor managers, whereas serious allegations go straight to a safety operations center or senior staff member. The response should also be visible when appropriate – this shows others that the rules are taken seriously. For example, ReedPop (the company behind NYCC) noted that over the years they have removed attendees, exhibitors, and even guests who violated conduct rules – and that this willingness to enforce “gave our bark some bite,” earning community respect for enforcing conduct rules. Decide ahead of time what the consequences are for various offenses. Many cons use a yellow card/red card system (a warning for a first minor offense, ejection for major or repeat offenses). More serious violations like assault should involve venue security or police and result in immediate expulsion and banning from future events. Don’t shy away from stating that in your policy; for instance, Coachella’s code explicitly warns that any form of assault or harassment leads to immediate removal and possible law enforcement notification, creating a policy with teeth.

Crucially, communicate outcomes to involved parties. If someone reports harassment, have a protocol to follow up with them, ensuring they feel heard and know that action was taken. This feedback loop builds trust. Some conventions also publish a post-con report with anonymized stats on conduct issues (e.g., “5 attendees were ejected for harassment this year”) to be transparent about enforcement. The bottom line: attendees will feel safest when they see that your convention doesn’t just talk the talk, but walks the walk. One organizer summed it up well: “We established early on that we were going to take this seriously by actually enforcing the rules – once the community saw that, it solidified in their minds” regarding the seriousness of the policy. Make your code of conduct a living, breathing policy that your team is ready to uphold at all times.

Communicating the Policy Early and Often

Getting everyone onboard with your conduct policy requires thoughtful communication. Start before tickets are even sold: include a summary of the code (or a link to the full version) on the event registration page and ticketing confirmation emails. Attendees should have to acknowledge it when buying a badge. Many conventions send out “Know Before You Go” emails a week or two before the event – that’s a perfect place to reiterate key rules (e.g., a bullet list of anti-harassment and accessibility notes). Social media can be another channel: tweeting reminders like “Reminder: [Con Name] is a harassment-free event. Our staff is here to help if you ever feel unsafe.” signals your values to the community.

On site, reinforce the message repeatedly. During opening ceremonies or the first big panel of the day, have the emcee briefly remind everyone of the code of conduct and how to get help if needed. You don’t need to be a downer – it can be framed positively (“We’re excited to have a fun, welcoming weekend. Remember to respect each other, and if you need assistance…”). Place signage in high-traffic areas like near badge pickup, info booths, and hall entrances. Some cons print code of conduct highlights on the back of every badge, so it literally hangs around each attendee’s neck. Others include a page in the program book or app that attendees can reference. Also ensure your staff and volunteers are well-versed in the policy – they’re your front line to gently correct minor bad behavior and to model good behavior (for instance, using respectful language, asking before photographing cosplayers themselves, etc.). When the community sees staff leading by example, it reinforces the norms.

Finally, set a tone of approachability. Encourage attendees to report anything that makes them or others feel uncomfortable, no matter how small. Often, low-level issues can be resolved before they escalate if staff intervene early. Let fans know that “if something or someone is bothering you, please tell us – we’re here to ensure everyone has a great time.” By communicating your inclusion and safety policies clearly and frequently, you make it part of the fabric of the event. Over time, regular attendees will internalize these norms, and new attendees will quickly pick them up thanks to the surrounding culture you’ve created.

Training Staff and Volunteers to Champion Inclusion

Building an Inclusive Volunteer Culture

Your staff and volunteers are the face of your convention – they are instrumental in creating a safe atmosphere. It’s critical to train your team in inclusivity, sensitivity, and conflict resolution so they can uphold the event’s values on the ground. Start with basic diversity and sensitivity training covering respectful behavior toward all attendees. This includes teaching volunteers about using preferred pronouns, being mindful of different cultural norms, and understanding disability etiquette. For example, staff should know never to grab a disabled person’s wheelchair without permission, or that some attendees may have sensory sensitivities and need patience in crowded situations. A pre-convention training session (in-person or via webinar) can go a long way. Cover scenarios they might encounter: e.g., What do you do if you see someone getting harassed in a hallway? How do you assist a attendee who looks lost or distressed? Give them tools and confidence to act.

It’s also valuable to provide specific training on recognizing and responding to harassment, focusing on spotting and addressing issues early. Not all harassment is blatant – your team should be alert to subtler issues too, like an attendee being followed around or someone making repeated unwelcome comments. Teach them key definitions (what counts as harassment or discrimination) and walk through example scenarios. Many cons use role-play during volunteer orientation: one volunteer acts out a scenario of being harassed or finding a lost child, and another volunteer practices the appropriate response. By simulating these situations, staff won’t freeze up or be unsure of what to do when real incidents happen. Make sure they know the chain of command for reporting – e.g., “If you witness or receive a complaint, immediately radio the Safety Manager at HQ” or similar steps so staff feel empowered to act. Clarity here ensures no report falls through the cracks.

Empowering the Team to Enforce Rules

All the policies in the world won’t matter if your staff feels uncomfortable enforcing them. Emphasize to volunteers that they have the authority (and duty) to uphold the code of conduct. This might mean politely confronting someone who’s line-cutting or using hateful language, or quickly alerting security if they see groping on the dance floor at a cosplay party. Give them scripted language for common issues – for instance, how to tell an attendee “That language isn’t okay here” or how to ask someone to please move along if they’re crowding a booth in an inappropriate way. Pair up new volunteers with experienced staffers at first, so the newbies can observe how veterans handle tricky situations.

It’s wise to assign specialized roles for safety and inclusion where possible. Many larger conventions now have a dedicated Safety Team or “Attendee Services” team whose sole job is to roam the event looking out for problems and being approachable points of contact. These folks often get extra training (sometimes with input from outside experts or organizations). At some events, you might even have licensed counselors or off-duty police as part of the safety crew for serious issues. Even at smaller cons, you can designate a few senior staff as the go-to for any harassment complaints or accessibility needs – essentially internal experts. Make sure every volunteer knows who these point people are and how to reach them fast. For example, “If you get a report of harassment, immediately call Lisa (head of Safety) on channel 3”.

One effective tactic is to station identifiable “Inclusion Ambassadors” around. These could be volunteers wearing a special shirt or armband to signify they are safe to approach. We’ve seen conventions where ambassadors stand near cosplay photography areas or after-hour dance events to keep an eye out and assist if someone looks uncomfortable. Knowing that there are staff visibly present and ready to help can deter would-be harassers and reassure attendees. It essentially extends the convention’s caring presence into all corners of the event.

Preparing for Accessibility Needs

In addition to safety enforcement, train your team on assisting attendees with disabilities or special needs. Your registration staff should know the procedure for issuing ADA badges or stickers that denote someone may need special assistance accommodations. Ushers and line managers need to be aware of policies like allowing wheelchair users and their companions early access into panel rooms, or where the reserved seating areas for disabled attendees are. Go over these policies in training so volunteers don’t accidentally question or hassle an attendee with an accommodation (for instance, if someone has a “special assistance” sticker that lets them use an alternate queue, staff should recognize it and wave them through). Role-play scenarios such as a Deaf attendee requesting an ASL interpreter or a person with low vision asking for directions – how should the volunteer handle it? Emphasize patience, clarity in communication, and finding a staffer who can assist if they personally don’t know the answer.

Volunteers should also know the locations of accessibility services: Where is the quiet room or “reset room” for sensory breaks? Where can someone borrow a wheelchair or get a visual schedule of events? If you have “Accessibility Ambassadors” or an info desk specifically for disability services, ensure all staff can point attendees to those resources. Moreover, instill a mindset of proactively helping. For example, if a staffer sees someone struggling with a heavy cosplay in a crowded elevator line, they might step in to ask if they’d like to use the freight elevator or need water, etc. These small acts go a long way in making attendees with disabilities feel welcome.

Lastly, diverse staff leads to better inclusion. Strive to recruit volunteers from a variety of backgrounds – different ages, genders, ethnicities, and abilities. When attendees see people like themselves among the staff, it creates a sense of belonging and trust through cultural sensitivity and inclusivity in staffing. Plus, a diverse team will be more naturally aware of various needs (for instance, having a wheelchair-user on staff may bring firsthand perspective on how to improve traffic flow or seating). If your volunteer pool isn’t organically diverse, reach out to fan communities or student groups that represent underrepresented populations and invite them to volunteer. It can make a world of difference in how effectively your team can serve all attendees.

Handling Difficult Situations Calmly

Even with training, front-line volunteers might encounter challenging situations – an attendee yelling that they’ve been treated unfairly, or a group of fans arguing, etc. Teach your team basic de-escalation techniques: speak in a calm, firm voice; use non-confrontational language; keep an appropriate distance; and get backup if needed. If someone is upset about a policy (“What do you mean I can’t bring my prop sword in?!”), the volunteer should listen empathetically, explain the rule and why it exists (safety, respect, etc.), and offer alternatives if possible (“We can store your sword at the bag check and you can retrieve it later”). Often, frustration diffuses when people feel heard and understand the reasoning.

For potentially volatile cases – like intervening in harassment – instruct volunteers not to put themselves in danger or engage in shouting matches. Their role is to alert the professional security or safety managers if something serious is happening. They can stand by the victim, create a presence or distraction, and guide the person to a safe area, but they shouldn’t be tackling perpetrators to the ground. Emphasize teamwork: if one volunteer is addressing an issue, another should be nearby or informed, ready to help or fetch additional support. After any incident, big or small, encourage staff to report it upwards and even convene a quick debrief if necessary. This helps the team learn and also ensures anyone shaken up gets support (after all, volunteers are people too and may need reassurance if they witnessed something disturbing).

By investing in robust staff training and fostering an inclusive volunteer culture, you effectively create hundreds of on-the-ground ambassadors for your convention’s values. Your team will feel empowered to keep the environment safe, and attendees will feel the difference – a well-trained, aware crew transforms a convention from good to great in terms of attendee experience. As one festival producer noted, proactive measures and a trained staff can completely change the vibe, turning a potentially problematic event into one where attendees explicitly praise how inclusive and secure it felt, proving that implementation is as important as policy. That’s the outcome you’re aiming for.

Accessible Venues and Services for All Fans

Beyond ADA Compliance: Exceeding the Basics

Physical accessibility is a fundamental part of inclusion. It’s not enough to merely meet the minimum legal requirements (like the ADA in the US or similar laws abroad) – those are just the starting point. Industry veterans stress that compliance is the floor, not the ceiling, when elevating venue accessibility. For example, a venue might technically be ADA-compliant by having a ramp at a back entrance and one wheelchair spot in a panel room, but if that spot has a poor sightline or the ramp is hard to find, a wheelchair-using attendee still faces a frustrating experience. In 2026, fans expect more. Aging populations mean more attendees with mobility needs, and many disabled or immunocompromised fans who got used to virtual events now feel empowered to demand better in-person accommodations to satisfy guests and avoid backlash. If a convention only offers the bare minimum, attendees will notice – and likely call it out on social media or choose not to attend next time.

So how can you go beyond compliance? Start by conducting an accessibility audit of your venue from an attendee’s perspective. Can someone using a wheelchair or scooter independently get from the parking lot or transit drop-off to the registration area and then to all main event spaces? Are there ramps or elevators for any level changes, and are they easy to find? Aim for universal design, where the primary routes and entrances are usable by everyone, not just a side option for disabled access. For instance, if your convention is in a historic building with steps at the front, consider installing a ramp or lift that allows wheelchair users to enter through the same front doors as everyone else, rather than a back door. Wide, uncluttered pathways are essential – both on the show floor and in panel room seating layouts. Leave ample aisle width in vendor halls so that wheelchairs can pass even when crowds gather around booths . In panel rooms, have spaces for wheelchairs (and companion seating next to them) distributed in multiple locations – not only in the very back. Variety in seating (floor space for wheelchairs, some chairs with no armrests for larger attendees, etc.) shows you’re thinking of different needs.

Don’t forget about visibility and hearing considerations: Provide good sightlines for wheelchair seating (elevated platforms or clear views not blocked by standing crowds). Ensure stages are well-lit and consider large screens for people in the back. More conventions are also adding closed captioning or sign language interpreters for major panels. San Diego Comic-Con, for example, offers certified ASL interpreters at big panels and the masquerade on request. Smaller cons might partner with local interpreter agencies or universities to arrange interpreters for popular sessions. If an interpreter isn’t feasible, even reserving front-row seats for Deaf attendees so they can lip-read or see visuals better is a helpful step. Additionally, some events have started experimenting with real-time captioning – either via an app or projected text – especially for large keynote sessions. It’s a great accommodation not just for Deaf attendees but also for those with auditory processing issues or if the acoustics are poor.

Mobility, Sensory, and Cognitive Accommodations

For attendees with mobility impairments, plan out rest areas and services. Big convention centers can require a lot of walking, so think about providing a few seating areas spaced throughout the venue where anyone can take a break (labeled as courtesy seating for those who need it). Offer wheelchair rentals or loans if possible; Comic-Con’s disability services, for instance, has a limited number of rental scooters and wheelchairs available for attendees who need them. Even a small con can liaise with a local medical supply or Red Cross to arrange a couple of wheelchairs on standby for emergencies or day-use. If your event has a lot of standing-in-line (for panels, autographs, etc.), implement a method for those who cannot stand for long periods to wait without physical strain. Many conventions hand out “special assistance” stickers or wristbands that allow those attendees (plus one companion) to use a separate, seated waiting area or to access dedicated queues and special assistance entry lanes. At MCM Comic Con in London, for example, attendees can request a special assistance sticker at an info desk and access dedicated queues, seating areas, and even a fast-track entry lane so they aren’t stuck jostling in crowds, utilizing special assistance stickers for autographing and photo ops. These kinds of systems require coordination, but they dramatically improve the experience for fans with mobility challenges or hidden disabilities like chronic pain.

Sensory accommodations are another growing area of focus. Conventions are inherently loud, busy, and high-stimulation environments – which can be overwhelming for attendees with autism, anxiety, PTSD, or sensory processing disorders. A best practice now is to provide a Quiet Room or “Reset Room” somewhere on site, often indicated via a Carer Pass or accessibility guide. This is a calm space (usually a small designated room away from the hustle) with low lighting, seating, maybe some sensory calming items, where attendees can go to decompress. Comic-Con offers “Comfort Rooms” for this purpose, dual-purposed for things like nursing mothers or anyone needing a private break. Ensure your staff know where the quiet room is and that anyone who needs a timeout can use it (with maybe a soft time limit if it’s small). Also, consider sensory-friendly hours or areas: some expos have introduced “low-sensory” opening hours where the exhibitor hall turns down the music and flashy demos for an hour, allowing those with sensory sensitivities to browse in a calmer atmosphere. If that’s feasible, it’s worth advertising in your schedule.

To assist neurodivergent attendees, clear signage and communication are key. Provide maps and schedules in advance, so those who need to carefully plan their day can do so. Keep your announcements concise and also post them visually (like on screens or the app) – not everyone processes audio announcements in a noisy hall. Indicate on your map where earplugs can be obtained (some cons hand out free earplugs at info desks for those who want to dampen the noise). Little touches like offering a color-coded communication badge (a system where attendees can wear a red, yellow, or green badge to indicate if they’re OK with being approached for conversation) have been used at some sci-fi fan cons to support attendees who may be shy or autistic – although not all events do this, it shows the level of thoughtful inclusion emerging in the community.

Tip: Put yourself in the shoes of different attendees. Try walking the venue as if you were blind (are there staff who could assist? Is Braille on important signs?), or imagine you’re attending as someone with social anxiety (are there quiet corners to escape to?). By performing these exercises during planning, you’ll often identify simple improvements. For example, one anime convention noticed their registration hall was extremely chaotic and loud – tough for anxious attendees – so the next year they set up a secondary, quieter badge pickup room for those who requested it, and it earned rave reviews from grateful attendees.

Assistive Technology and Information Accessibility

Leverage technology to enhance accessibility whenever possible. Many conventions now use smartphone apps for schedules, maps, and updates – make sure yours is accessible to screen readers and that it uses high-contrast fonts for visually impaired users. Provide alt-text for any images in your app or on social media so blind attendees using text-to-speech know what’s depicted. If you display videos or trailers in panels, consider having subtitles on them (major studios often provide subtitled versions if asked). Some cons set aside a few assistive listening devices for panel rooms – these are basically headsets that amplify the audio feed for those hard of hearing. Check if your AV company or venue can supply them; even a handful available on request is a plus.

Another tech-forward idea: digital wayfinding tools. At large events, an interactive map that shows accessible routes (e.g., where the ramps and elevators are) can be tremendously helpful. You could integrate this into the event app or simply have a “Accessibility Map” PDF on your site. Clear signage is vital too: mark where the elevators and accessible restrooms are with large signs (and in multiple languages if you have international attendees, ensuring cultural sensitivity in festival programming). If your venue is complex, station volunteers at key junctions to guide anyone who looks lost or struggling to get around. Some venues have begun using IoT beacons or QR codes to provide location-based info – for example, an attendee could scan a QR code and get the list of accessibility services on that floor.

Finally, be transparent about what accommodations you can (and cannot) provide, ahead of time. Have a dedicated Accessibility Information page on your event website detailing all the services (parking, entrances, ADA seating, interpreter request process, companion tickets, etc.). Encourage attendees to reach out with specific requests in advance. If you learn an attendee will need something special – like a refrigerated medication storage or a sign language interpreter for a smaller panel – try to arrange it. These efforts not only help those individuals but also signal to the broader community that you truly care about all fans. As a result, you’ll see more people with disabilities choosing to attend your con, knowing it’s an environment where they are welcomed and accommodated. And often, they become some of your most passionate return attendees because they recognize the effort made on their behalf.

Accessibility Upgrades: Cost vs. Impact

Even with limited budgets, many inclusion measures are affordable relative to their positive impact. Consider the examples below – small investments can yield huge improvements in attendee experience:

As shown, these measures are typically a tiny fraction of a convention’s overall budget but can dramatically enhance the experience for those who need them. And often, the benefits extend to everyone – for instance, many attendees appreciate clearer signage and shorter bathroom lines, not just those who are gender-diverse. Inclusion improvements create a ripple effect of positivity and comfort throughout your event.

Diverse Programming for a Welcoming Atmosphere

Representation on Panels and Guest Lineups

Fans attend conventions to see and celebrate themselves and their interests. That means it’s important to offer programming and guests that reflect the diversity of your fan base. Take a hard look at your panel lineup and guest list: does it include women, people of color, LGBTQ+ individuals, and other underrepresented voices? If you’re running a comic con, for example, aim to invite not only the famous mainstream artists but also creators of diverse backgrounds and genres. Similarly, for gaming or anime cons, include industry speakers or influencers who are women or non-binary, who are from different regions, etc. This representation on stage signals to attendees from those groups that “you belong here.” It can be deeply validating for a young fan to see someone like them as a featured guest.

Many conventions have started explicitly programming diversity-focused panels. These can highlight minority creators (e.g., a “Black Voices in Comics” panel or a “Women in Gaming” roundtable) or tackle topics around inclusion (like “Combating Toxicity in Esports Communities”). Such sessions tend to be very popular and create meaningful dialogue. For instance, Flame Con – the LGBTQ+ comic convention in New York – centers its entire programming around queer creators and storylines, providing a safe space for discussions that might be side-lined elsewhere. Even at general cons, having a few panels like “Diversity in Cosplay” or “Disability Representation in Sci-Fi” can draw appreciative crowds and educate the wider community. Don’t confine diverse voices only to diversity-themed panels either; integrate speakers of all backgrounds across your mainstream panels as well. The goal is a balance where diversity isn’t token, it’s natural.

Also consider diversity in panel moderators and hosts. A well-informed moderator who shares a cultural background with the panelists can help steer richer conversations. If your convention has cosplay contests or game tournaments, encourage diversity in those participant pools too – maybe have special showcase events for cosplayers of color or LGBTQ+ meetups that feed into the main masquerade. And remember to highlight your diverse programming in marketing materials to attract attendees who care about it. If potential attendees see that your con consistently features, say, female comic artists and queer filmmakers, they’ll know your event is a place they’ll feel welcome.

Catering to Various Fandoms and Cultures

Fan conventions often draw people from many fandoms and cultural backgrounds. Embracing that mix can enhance everyone’s experience. For example, if your con is in a multicultural city or attracts international guests, think about offering some multilingual content or support to accommodate an increasingly global festival audience. This could be as simple as printing signs in both English and Spanish, or having a few volunteer interpreters at info booths who can assist non-English speakers. At an anime convention that draws a lot of Japanese guests, you might provide professional interpreters for Q&A sessions so the guest’s answers can be translated for the audience (and vice versa for questions). Even small gestures like multilingual “Welcome” banners at the entrance and a note in your program like “??, Bienvenue, Willkommen, Bienvenido” alongside “Welcome” show that different cultures are recognized.

Programming-wise, consider content that appeals to different groups. Are there tracks or meetups for fans of varied interests? A big pop culture con might have tracks for comics, for anime, for K-pop, for Western animation, etc. If you know a significant subgroup of your attendees are, say, fans of Korean dramas or Bollywood films or Spanish-language comics, try to include a panel or screening for those. It not only satisfies those fans but can expose others to new genres, fostering cross-cultural appreciation. Some conventions dedicate a room as an “international films” room or similar to continually showcase media from different countries. Another idea: host community meetups during the event (perhaps in a designated lounge area) – e.g., a meetup for LGBTQ+ fans, one for over-40 fans, one for families, one for specific ethnic groups in cosplay, etc. These give people a chance to find community within the crowd.

Cultural sensitivity is crucial when programming across cultures. If you’re featuring content from a culture not your own, do your homework or consult someone who is part of that culture. For instance, if you invite a group performing a traditional M?ori dance at a New Zealand expo, ensure the performance is presented respectfully and with proper context, which educates the audience. Avoid scheduling major program items at times that conflict with important cultural or religious observances common to your attendees (for example, avoid key panels early Sunday morning if a chunk of attendees would be at church, or be mindful of Friday sundown for those observing the Sabbath). If holding a multi-day con, you could even arrange a small prayer/meditation room that attendees of any faith (or just anyone needing quiet reflection) can use. This again shows you value all attendees’ backgrounds.

Balancing All Ages and Interests

Conventions often attract a wide range of ages – from kids in costume with their parents, to teenagers roaming with friends, to adult superfans and even elderly collectors. A truly inclusive con finds ways to make everyone feel catered to. One key strategy is providing family-friendly programming alongside adult-oriented content, and clearly signaling which is which. For instance, daytime can be packed with all-ages panels (the voice actors from a kids’ cartoon, a superhero drawing workshop for kids, a family cosplay parade), whereas later in the evening you might schedule the 18+ events (the horror manga panel, the Cards Against Humanity tournament, the rave). Clearly mark in the program or app which events have age restrictions or mature content. This allows families to plan accordingly and prevents awkward situations of kids wandering into adult content unawares.

Having a “Kid Zone” or family activity area during the day is a big plus for inclusivity. Something as simple as a room with colouring stations, LEGO building, face painting, or kid-friendly board games can help parents keep young ones entertained (and gives kids a safe space to take a break from the busy show floor). Some larger cons even offer professional child care services or “con camp” for a few hours – if budgets allow, that can greatly help parent attendees. If not, lower-cost ideas include a scheduled Kids’ Costume Contest (separate from the main cosplay contest, which might run late at night) or a Princess/Superhero meet-and-greet for children. By engaging kids, you’re not only making the con fun for them, but also enabling their parents to enjoy themselves rather than stress. And those kids are your future loyal attendees!

On the flip side, don’t neglect the older fans. Ensure there is adequate seating throughout the venue for those who may have trouble standing in lines for hours. Offer some nostalgic or “fandom history” programming that older fans might appreciate (like a retrospective on 1960s sci-fi, or a reunion of actors from an ’80s cult show). Mixed-age appeal can be a bonding experience too – e.g., a panel on “Generational Fandom: Star Wars fans then and now” bridging original trilogy fans and new era fans. If you have any content that might make older attendees uncomfortable (like very loud concerts or extremely modern gaming setups), provide alternatives or adjacent quieter options. For example, while a DJ night rages in one hall, maybe have a film screening or trivia contest in another for those who prefer a calmer evening activity.

Ultimately, an inclusive programming slate is a varied programming slate. By offering a spectrum of content – diverse genres, beginner to expert sessions, casual fun to academic discussions, kid-friendly to adult-only – you ensure every attendee can find their niche at your convention. The atmosphere becomes one of discovery and belonging, rather than anyone feeling like “this con isn’t for people like me.” When programming is thoughtfully diverse, the attendee mix becomes diverse too, each group enriching the experience for the other. After all, a pop culture convention at its best is a melting pot of different fandoms and walks of life, united by shared geekiness and mutual respect.

Content Warnings and Safe Scheduling

A subtle but important aspect of inclusive programming is giving attendees the information they need to make choices about what content to engage with. Content warnings are a considerate practice that have gained traction. If a panel or screening will include sensitive material (like graphic violence, sexual content, or discussion of topics like self-harm or abuse), consider noting that in the description with a simple “[CW: violence]” or “[18+ only]” tag. For example, an anime convention might label a late-night horror anime screening as “18+ (gore/horror)”. This helps more vulnerable attendees avoid unpleasant surprises that might trigger trauma or just make them uncomfortable.

Likewise, manage the schedule so that there are always some alternative options. If one big event is very loud or intense (say a rock concert by the guest band), maybe schedule a quieter Q&A in a different room at the same time for those who aren’t into loud music. Stagger the schedule with a mix of high-energy and low-energy sessions at any given hour. This way, an attendee who gets overwhelmed in a crowded hype panel can opt for a smaller workshop or an open board gaming session to decompress without feeling they have nothing else to do.

Another scheduling consideration: downtime and breaks. Monster 12-hour programming days can exhaust people (especially those with health issues). Some cons purposely schedule short breaks – e.g., no panels for 30 minutes around meal times – to encourage attendees (and staff) to rest and recharge. While a packed schedule offers lots of options, a relentless schedule can inadvertently exclude those who can’t keep up physically or mentally. Find a balance. If your event runs multiple days, you might designate the first hour of each day as a “soft opening” where the vendor hall is open and maybe one or two casual activities, but major programming only starts after that. This creates a gentler start for those who prefer easing in (and parents with kids, who often run late!).

Finally, be mindful of religious and cultural inclusivity in scheduling. If you have a significant population of attendees who observe religious practices, see if you can avoid conflicts or provide accommodations. For example, some conventions during Ramadan have arranged for a quiet room for Muslim attendees to break their fast in the evening and pray. If scheduling over major holidays or cultural festivals, note them and perhaps give a shout-out or small celebration (like a cosplay meetup on Chinese New Year, etc.). These touches show respect for the varied backgrounds of your attendees. In essence, schedule with intention and empathy – it sets the stage for an event where everyone can participate as fully as possible, according to their own comfort and needs.

Fostering a Welcoming On-Site Atmosphere

Visible Signals of Inclusion

Sometimes it’s the little things at an event that broadcast whether it’s truly welcoming. As soon as attendees arrive on-site, make sure they see and feel symbols of inclusion. One effective tactic is prominently displaying signage affirming your event’s values – for instance, banners or posters stating “Everyone is welcome here – harassment and hate have no place at [Con Name].” The organizers of some Pride festivals post signs saying “All Are Welcome – Hate Has No Place Here” at entry gates, reinforcing that hate has no place here, often alongside rainbow flags or other inclusion symbols. Conventions can do the same, even beyond explicitly LGBTQ+ events. Flying a rainbow flag, a trans pride flag, or a banner celebrating diversity at your venue sends a strong visual cue that this is a safe space for all genders and sexualities, using visual cues to create a welcoming atmosphere. Likewise, incorporating diverse artwork in your decor (e.g., murals or standees featuring characters of different races, ages, abilities) subtly reinforces that diversity is celebrated.

Event staff themselves can be walking signals of inclusion. Consider having your volunteers wear badges or T-shirts that display supportive messaging (some cons print the code of conduct or a short “Cosplay =/= Consent” message on staff shirts). At minimum, ensure staff name badges include pronouns (“Alex – Staff (they/them)”). This normalises the sharing of pronouns, which signals representation and reduces bullying. Many conventions now offer pronoun sticker packs at registration for attendees to put on their own badges, with options like “He/Him”, “She/Her”, “They/Them”, etc. It’s a small sticker but it makes a big difference to those who often get misgendered. By encouraging everyone to participate (many allies will happily wear them too), you create an environment where asking and respecting pronouns is standard.

Safe Spaces and “Reset Rooms”

We’ve touched on quiet rooms for sensory breaks under accessibility, but it bears repeating here as a general safe space practice. Conventions can be intense, and it’s not just neurodivergent attendees who sometimes need a breather. Having a designated calm room benefits anyone feeling anxious, overwhelmed, or in need of privacy (to nurse an infant, take medication, pray, etc.). Make sure this space is clearly marked on maps and signposted. Keep it staffed lightly (maybe one volunteer at the door to maintain a quiet atmosphere and offer help if needed). Inside, a few comfortable chairs or beanbags, some water, maybe stress-relief toys or earplugs on a table – these are cheap but thoughtful provisions. Attendees consistently give positive feedback when such spaces are provided, often saying “I didn’t think I’d need it, but I felt so much better knowing it was there in case.” It’s a safety net for emotional well-being.

Another kind of safe space is a dedicated diversity or community lounge. PAX conventions, for example, introduced a “Diversity Lounge” where various nonprofits and fan groups focused on diversity set up tables and hosted meetups. It became a zone to celebrate LGBTQ+ gamers, gamers of color, disabled gamers, etc., and to find resources or just hang out away from the main floor. At a comic con, you might set aside a room for, say, a “Heroes of Color” lounge or an LGBTQ+ fandom meetup space. Even without formal programming, just scheduling an hour or two for specific groups to gather can mean a lot. It gives those attendees a chance to connect and share experiences in a space where they’re the majority for once, which can be empowering. And of course, ensure such spaces are truly safe – harassment or heckling of folks in these lounges should be zero-tolerance enforced.

Also think about physical safety elements that contribute to a welcoming vibe. Adequate lighting in all areas (no dark corners where people might feel unsafe), visible security or staff patrols (friendly-faced if possible, not stormtrooper threatening), and clear exits and info points all help attendees feel secure. If your event is very large and involves long queues (like the famous Hall H line at San Diego Comic-Con), create a fair and transparent system for those lines (wristbands, overnight queue zones, etc.) so that attendees aren’t left in chaotic, potentially unsafe scrums. Good line management = less anxiety and fewer conflicts. Some cons hire professional crowd managers for their biggest panels to ensure things stay orderly and everyone feels the process is equitable.

Gender-Inclusive Facilities and Practices

To make sure all fans feel comfortable attending, address logistical areas that traditionally have excluded some. A big one is restrooms and changing facilities. Wherever possible, provide gender-neutral restroom options and clear information on how to report issues. This could mean designating one set of bathrooms at the venue as “All Gender” with clear signage, or bringing in some portable gender-neutral toilets if needed. If the venue permits, you can simply re-sign multi-stall restrooms as all-gender (with appropriate privacy measures). Many events also set aside family restrooms or private restrooms that anyone can use if they need extra privacy. The presence of an all-gender restroom is huge for trans and non-binary attendees who might otherwise feel unsafe or face harassment in gendered bathrooms. It also often helps reduce lines since people can use any available stall. If you can’t do an all-gender conversion for some reason, at least ensure staff are trained to support trans attendees’ restroom choices – no one should be policing who uses which bathroom. Communicate to security that if they get a complaint about “so-and-so in the wrong bathroom,” their response is to ensure everyone can use the facilities in peace (barring actual misconduct, of course).

On a related note, provide private changing areas if your event involves cosplay. Cosplayers sometimes need to change on-site or adjust elaborate outfits. A gender-neutral changing room or a few curtained off booths in the cosplay repair area would be appreciated by those who don’t want to, say, change binders or costumes in a public restroom. These touches all contribute to attendees feeling that their comfort and identity are respected in the space.

Inclusive language is another practice that shapes atmosphere. Train staff and also gently encourage presenters to use gender-neutral language when addressing crowds to avoid identity-based bullying. Small slips may happen, but making an effort sets a tone. Many conventions brief their MCs to avoid gendered terms or assumptions (no jokes that assume all gamers are guys, etc.). Similarly, if you have forms or registration info that collects gender, include options beyond the binary, or make it optional to fill out unless absolutely necessary. Even things like badge honorifics (Mr./Ms.) can usually be dropped entirely in favor of just the name. These administrative details trickle down to attendee experience in subtle ways.

Inclusive Attendee Interactions and Activities

One of the joys of conventions is meeting fellow fans – but not everyone finds it easy to make connections in a huge crowd. You can facilitate inclusive social interaction with a few initiatives. For example, some cons have a “New Attendee Meetup” early on Day 1, where first-timers (and maybe some friendly veteran attendees or staff) can gather, do icebreaker games, and get a tour of the convention spaces. This helps newcomers (who might be feeling shy or out-of-place) find a buddy or at least see a few familiar faces. It’s an antidote to the clique feeling that sometimes pervades fan circles.

Another idea is running community games or challenges that encourage people to mingle. Scavenger hunts, passport stamp quests (visit all fan club tables to win a prize), or interactive tech like an event app with a networking game can prompt attendees to talk to each other in fun, low-pressure ways. For instance, a scavenger hunt might require “Find someone cosplaying from the same series as you and take a selfie together” – automatically creating a moment of connection between two fans. A gamified engagement, similar to how the World’s Largest Queer Comic Con structures its activities, can especially help solo attendees or those who aren’t sure how to start conversations. Just ensure any such activity is designed to be inclusive (avoid overly competitive or physical tasks, and make sure the clues don’t unintentionally exclude those with limited mobility, etc.).

Encourage fan community groups to host meetups and photo shoots during the con. Fan-run meetups for specific interests (e.g., a Disney cosplay meetup, a meetup for a particular anime fandom, a LGBTQ+ fan meetup, etc.) can be put on the official schedule or message board. These give people a chance to gather around a shared identity or interest, which naturally breaks down barriers. It’s a great feeling to bond with strangers over your love of a niche series or the fact that you’re both queer nerds in a small town – conventions are where those bonds happen. By supporting and promoting these meetups, you amplify that sense of “there’s a place for me here.”

Finally, be approachable and open as organisers. Some cons hold a “Talk to Con Staff” panel or town hall where attendees can air questions or suggestions and meet the team. When attendees see that the organisers are listening and genuinely care about feedback (even criticism), it breeds a sense of trust and community. People are more likely to speak up if they encounter a problem, rather than stewing on it or leaving unhappy. And often, great ideas for inclusion come directly from attendees who experience an issue. For example, an attendee might mention that the lighting in one corridor was too dim for their visually impaired friend – something fixable by next year once you know about it. By fostering this open dialogue, you reinforce that the convention belongs to everyone present, not just those running it.

In summary, a welcoming atmosphere isn’t just one thing – it’s the sum of many small efforts and cultural cues. It’s the friendly volunteer at the door, the multi-language “Welcome” sign, the sight of a pronoun badge, the availability of a quiet room, the laughter coming from a diverse panel, and the shared high-fives in a fan meetup. When all these pieces come together, attendees walk in and instantly feel “This place gets it. I’m home.” And ultimately, that is what turns a one-time attendee into a lifelong fan of your event.

Handling Incidents and Continuous Improvement

Preparedness and Incident Response Plans

No matter how much you plan and train, things can still go wrong – what matters is how you handle incidents when they occur. Every convention should have a clear incident response plan covering scenarios like medical emergencies, harassment reports, lost children, facility problems, and so on. Make sure your staff knows the basics: where is the first aid station? Who is the on-call security or law enforcement contact? Where do we evacuate if needed? For harassment or personal disputes, have a private area (like the Security office or a curtained area in Ops) where staff can take a report and the affected attendee can have some privacy. If someone comes to you with a serious accusation – e.g. they’ve been assaulted or they are being stalked at the event – your team should handle it with utmost seriousness, discretion, and speed. That might mean involving venue security or police if the person’s safety is an immediate concern, or at least escorting the harassed attendee to a safe space while the issue is investigated. It’s good to have at least one senior staffer (like a Safety Ops lead) trained in handling sensitive reports, so volunteers can quickly hand off to them.

For minor incidents (say, someone making inappropriate comments), your response still matters. Staff should intervene early – a gentle approach at first: “Hey, that joke isn’t cool; let’s keep it respectful.” If behavior continues, escalate per your policy (warning or removal). What attendees want to see is that when someone crosses a line, the convention notices and acts. Even something like a drunk attendee being a nuisance at a party – quietly removing them or having security talk to them – can prevent a situation from becoming a larger incident that ruins the night for others. Keep a log of any incidents that occur, even minor ones, so you can track patterns (if the same person is involved multiple times, etc.). This log also helps in post-mortems to see what issues cropped up.

It’s equally important to communicate appropriately with attendees during and after an incident. If there’s a delay or change due to something (for example, a panel is running late because a medical emergency happened in the room), let the waiting attendees know in a calm manner: “We appreciate your patience, we had an attendee who needed medical assistance and we’re ensuring they’re okay before continuing.” Most people will be very understanding when kept in the loop, and it prevents rumors. In more serious cases (say an evacuation or an arrest on-site), once things are under control, consider a brief official statement to dispel misinformation: e.g., a tweet or announcement like “Earlier today an attendee was removed for violating our harassment policy. We thank the community members who brought it to staff attention. [Con Name] prioritizes attendee safety.” This shows transparency and commitment to enforcement without naming names or going into unsavory details.

Post-Event Feedback Loops

After the convention, the work isn’t over. Gather feedback from attendees and staff about how safe, inclusive, and accessible the event was – and where it fell short. Deploy a post-event survey via email or social media that explicitly asks questions like “Did you feel welcome and safe at the event?” “Did you encounter any issues related to harassment or accessibility?” “How would you rate our accessibility accommodations?” and open-ended prompts for suggestions. You might get a flood of responses, but pay close attention to recurring themes. Maybe multiple people mention that a particular hallway was always overcrowded and stressful – time to rethink the floor plan. Or you learn that some deaf attendees had trouble knowing when schedule changes happened – maybe next year implement a text alert system. Often attendees from marginalized groups will offer very concrete tips on making things better if given a chance (e.g., an attendee on the autism spectrum might suggest having a visual schedule board in addition to the app to reduce anxiety).

Additionally, conduct an internal debrief with your team. Gather your staff leads and go over what went well and what did not. Did the anti-harassment patrols actually catch issues? Were there any training gaps observed? Document these. If any serious incidents occurred, analyze them: how did your response plan hold up? What could be improved in handling or even preventing it in the first place? For instance, if there was an incident of theft in the artist alley, maybe next year you need better bag checks or more cameras in that area. Or if a high-profile guest made an off-color comment during a panel that upset attendees, perhaps add a clause in guest orientation about respectful language, or have moderators brief guests beforehand in sensitive topics.

The key is to treat inclusion and safety as evolving targets. Communities change, new issues emerge. A few years ago, few conventions thought about pandemic-related health safety; now it’s part of planning (and can intersect with inclusion, as immunocompromised fans may need accommodations like masking areas or streaming options). Always ask, “What can we do better next time?” and involve community voices in that answer. Some conventions even form an advisory committee of attendees – a small group of fans from various backgrounds who meet with organisers in the off-season to discuss ideas. This can provide valuable perspective, like having a disability rights advocate or a LGBTQ+ community leader give input on your upcoming plans.

Transparency and Accountability

Building trust with your fan community is an ongoing process. One element of that is being transparent about your policies and improvements. If you do make changes based on feedback, let people know! For example: “Thanks to attendee feedback, this year we’ve added a dedicated Quiet Room and trained all staff in basic sign language for common phrases.” Announce these improvements on your blog or social channels ahead of the next event. This not only markets your con as inclusive (which can attract more attendees who care about that), but it also shows you take feedback seriously. Conversely, if something went awry, it can sometimes be wise to own up to it. If, say, a harassment incident was mishandled and became a public talking point, a brief post-con statement acknowledging it and outlining steps to prevent a repeat can repair trust. Fans are generally forgiving when they see genuine accountability and effort to do better.

For the particularly engaged attendees, consider publishing a post-convention report. Some fan-run cons release a “wrap-up report” that includes attendance figures, highlights, and notes on any issues. In an inclusion context, this report could mention updates like “We issued X special assistance stickers” or “We received Y harassment reports and took action on all of them.” It’s delicate – you shouldn’t violate privacy or brag about kicking people out – but a general summary can reassure the community that behind the scenes you were actively managing safety. If zero harassment reports came in (it happens at some smaller cons), you might still mention how people utilized the code of conduct resources or thank attendees for contributing to a positive environment.

Continuous improvement should be the mantra. Each year, refresh your code of conduct language to address any new concerns (for example, as conversations around cosplay broaden, you might add a clause about cosplay props or newer harassment vectors like doxxing or unwelcome photography). Stay updated on industry best practices – groups like the? IAEE or Expo & Event associations often publish guidelines for accessibility and safety at events. Networking with other convention organisers (even informally in Facebook groups or forums) can yield tips; perhaps another con tried a new color-coded lanyard system for minors vs. adults that worked well, etc. The fan convention circuit is a community in itself, and many organisers are happy to share what they’ve learned.

Finally, remember to celebrate the successes with your community. Inclusion work can feel like only focusing on problems, but it’s important to highlight the positives too: “This year 98% of survey respondents said they felt safe at the con, up from 90% last year – let’s make it 100% next year!” Making fans feel like part of the journey – that their behavior and cooperation is part of what makes the con safe – empowers them to take pride in the community norms. In effect, the more you do this, the more the community starts self-policing and nurturing its inclusive culture without top-down enforcement.

In conclusion, handling incidents fairly and learning from each event creates a virtuous cycle. Each year, your convention becomes a bit safer, a bit more accessible, a bit more welcoming than before. Attendees notice the evolution and appreciate it, which deepens their loyalty. They tell their friends “Yeah, you should come to this con – they really care about the fans.” And that is perhaps the strongest foundation of all for a convention’s longevity and success.

Global Examples and Adapting to Every Scale

Giant Cons Leading by Example

The world’s largest fan conventions often set the tone for industry best practices. San Diego Comic-Con (SDCC), with over 130,000 attendees, has developed extensive inclusion services out of necessity. SDCC’s Deaf and Disabled Services department is a prime example: they offer everything from ASL interpreters at major panels, to loaner wheelchairs, reserved seating areas, and even “comfort rooms” for those with sensory or medical needs, ensuring loaner wheelchairs are available and runners can assist with ticketed items. This comprehensive approach didn’t emerge overnight – it evolved year by year as Comic-Con responded to attendee feedback and legal requirements. Now smaller cons look to SDCC’s model when building their own accessibility programs.

Similarly, New York Comic Con (NYCC) and other huge events run by ReedPop have been pioneering in anti-harassment enforcement. After implementing the “Cosplay Is Not Consent” initiative and a tough code of conduct in 2014, NYCC saw a dramatic decline in reported harassment incidents following policy changes reported by Time. Their team didn’t stop there; they continue to refine their policies, and they publicly stress that even guests and vendors are not exempt from the rules, keeping a watchful eye on compliance. This top-down commitment filters into attendee culture – it’s now common to see fans at NYCC stepping in as active bystanders if they spot harassment, reflecting the norm that ReedPop established.

PAX (Penny Arcade Expo), a series of large gaming conventions in the US and Australia, provides another interesting case. PAX faced criticism in the past over inclusivity issues, but in response, they introduced a Diversity Lounge at their events – a dedicated area featuring booths for diversity-focused organizations (like LGBTQ+ gamer groups, accessibility in gaming advocates, etc.), along with panel discussions on inclusion in games. The presence of the Diversity Lounge signaled a culture shift for PAX, showing that they acknowledge and celebrate their diverse attendees. This concept has since inspired other conventions (especially in gaming and tech) to create similar safe spaces or pavilions for underrepresented communities.

Internationally, Gamescom in Germany (the world’s largest gaming expo) has robust accessibility measures as well – their 2022 event had an “Accessibility Day” program track and a detailed guide for disabled visitors. Japan’s Comiket, one of the biggest fan events globally with half a million attendees, handles things differently: they rely on strict rules and cultural norms to maintain order. For instance, Comiket has very clear cosplay photography rules (“no low-angle shots,” designated cosplay areas only, explicit consent required for photos) posted everywhere, including strict rules against low-angle shots. They also enforce courtesy like not blocking corridors for photos, enforcing specific photography zones. While the approach is culturally specific, the effect is a space where cosplayers in Tokyo feel surprisingly safe despite the massive crowds – something Western cons can learn from in terms of setting expectations for attendee behavior through signage and staff presence.

Fan-Run and Niche Conventions Innovating

Smaller fan-run conventions and niche events often act as testing grounds for new inclusion ideas because they can be more nimble. WisCon in Wisconsin, USA – known as the world’s leading feminist science fiction convention – blazed trails early on by instituting a detailed anti-harassment policy and even an Anti-Abuse Team years before many larger cons followed suit. After a high-profile harassment incident in 2013, WisCon responded by overhauling their safety procedures with community input, setting an example of transparency and accountability that bigger cons took note of. They introduced things like a publicly reachable Safety office and a member advocacy process for reporting incidents, demonstrating how even a 1,000-person con can have a serious system to handle problems.

Another example: Flame Con in New York, an LGBTQ+-themed comic con, has about 3,000–4,000 attendees – quite intimate compared to mega-cons. Flame Con’s entire existence addresses a gap: queer fans wanting a safe convention space. They implemented from the outset many of the practices we’ve discussed (gender-neutral bathrooms, pronoun badges, a strict harassment policy) and cultivated a famously welcoming vibe. Attendees often comment that “nowhere else feels so much like home,” creating a unique atmosphere for queer fans. Flame Con’s success and year-over-year growth (it’s now entering its tenth year and has grown exponentially according to organizers, who ask wouldn’t it be cool if everyone felt welcome) sends a message to the industry that there is a strong market for events that prioritise inclusion at their core.

BlerDCon (Black Nerd Convention) in Washington D.C. is another niche event (focused on Black geek culture) that, while open to all, centers marginalized fans. BlerDCon integrates inclusive programming (from panels on Afro-futurism to POC cosplayer showcases) and services like a cosplay repair station that doubles as a safe zone for anyone having costume troubles or discomfort. They also lean heavily into community-building activities like blur karaoke nights and cookout-style socializing, which intentionally break the ice between strangers. The lesson from these fan-run cons is that designing an event around a specific marginalized community can generate ideas that big mainstream cons can adopt for the benefit of those groups at larger scales.

Adapting Strategies to Event Size

Inclusivity strategies need to scale appropriately. What works for a 500-person local con may need tweaking for a 50,000-person expo, and vice versa. Let’s break down some differences and approaches:

As shown, the core principles remain the same, but the execution varies. Larger cons can throw more resources at problems but risk feeling impersonal, so they strive to maintain a sense of community through things like interactive apps or fan ambassador programs. Small cons may have all the heart and personal attention but need to formalize just enough to not let personal biases or familiarity get in the way of enforcing rules (sometimes small fan groups can be cliquish, and organisers must consciously break that if someone’s friend is the one misbehaving, for example).

A great approach is for big cons to learn from small cons (agility, personal care) and for small cons to borrow from big cons (structured policies, advanced planning). For instance, a massive event like Dragon Con (Atlanta) actually operates in many ways like a collection of smaller fan-run cons under one umbrella – they have multiple “tracks” each with its own mini-community and volunteers, which fosters that small-con charm. On the flip side, a local anime con might adopt a professional ticketing system or security protocol originally developed for larger expos, bringing some polish to their fan event. The cross-pollination of ideas across scales elevates the whole industry.

International Perspectives and Cultural Context

In designing inclusive conventions, it’s important to acknowledge that cultural expectations and laws vary worldwide. For example, European events often operate under stricter government regulations for accessibility than American ones. The UK’s Equality Act requires reasonable adjustments for disabled attendees – as a result, UK conventions commonly offer things like companion tickets for carers and have accessibility information readily transparent. In Germany, Gamescom works closely with disability advocacy groups and has an entire hall that is step-free with extra wide aisles because they know many wheelchair users attend on specific days. Taking inspiration from those, even if your locale doesn’t mandate it by law, can set a new bar.

Meanwhile, some countries haven’t had as much public discussion on convention harassment policies, but that doesn’t mean the issues aren’t there. In Japan’s fan scene, problems like upskirt photography of cosplayers led to community-driven rules and the cultural norm that staff will intervene immediately if someone violates photo etiquette. Conventions in North America learned from these stories and implemented their own “no creeper photography” rules. In turn, Western cons have exported the formal idea of printed codes of conduct – now you even see some events in Asia starting to publish harassment policies in their English guidelines to attract overseas attendees.

One has to be mindful of cultural sensitivities too. For instance, a gesture or costume that might be considered just fun in one country could be offensive in another. When hosting international guests or collaborating on events abroad, research local norms. An easy example: if running a convention in the Middle East, you might have to adapt policies around cosplay modesty or public displays of affection to align with local laws and comfort levels, all while still trying to carve out as much inclusive space as possible for, say, LGBTQ+ attendees in a context that might not embrace them widely. It’s a delicate balance of staying true to inclusive principles but also respecting the cultural context to ensure everyone’s safety.

Conventions with touring models (like Comic Con Africa, or various Comic Cons in India, Europe, etc., licensed from the brand) illustrate this adaptation. They keep a consistent core (celebrating fandom for all) but adjust implementation. For example, South African cons have put an emphasis on multilingualism (English, Afrikaans, Zulu announcements) given their diverse audience. Indian comic cons have separate family zones since a high percentage of attendees come in family units. These local tweaks are instructive: know your audience’s makeup and needs, and tailor some initiatives accordingly.

In summary, learning globally and acting locally is a wise strategy. Tap into the global convention organizer network – chances are, whatever challenge you’re grappling with, another con somewhere has tackled something similar. Exchange ideas in forums, or even attend each other’s events when possible, to cross-pollinate best practices. The end game is the same everywhere: fans enjoying what they love in a space that welcomes them. By sharing knowledge across borders and scales, the convention community as a whole moves closer to that ideal.

Key Takeaways for Convention Organizers

• Embed Inclusion From the Start: Make safety, accessibility, and diversity core values in your event planning – not afterthoughts. Publish a clear code of conduct early, design your venue layout and schedule with accommodations in mind, and promote a culture of respect from day one.
• Visible, Enforced Code of Conduct: Implement a well-defined anti-harassment policy that all attendees know about. Post it prominently and train staff to enforce it consistently. Attendees feel safest when they see rules are real – that reports are taken seriously and offenders face consequences, solidifying the rules in attendees’ minds.
• Comprehensive Accessibility Measures: Go beyond legal minimums to welcome fans of all abilities. Offer ADA badges or stickers for priority access, provide sign language interpreters or captioning at big sessions, ensure wheelchair access to all areas, and set up quiet rooms for those with sensory needs, managing the supply of loaner equipment and providing runners for assistance. These steps can turn would-be attendees into passionate fans who return year after year.
• Staff Training and Empowerment: Invest in training your volunteers and staff on inclusivity, conflict de-escalation, and accessibility assistance. Well-prepared staff are your eyes and ears on the ground – ready to assist a person in need or intervene in a brewing issue. Empower them with clear reporting chains and trust to act when needed, ensuring staff feel empowered through comprehensive volunteer training.
• Foster a Welcoming Atmosphere: Little details make a big difference. Use inclusive language (e.g. “attendees” instead of “guys”), encourage pronoun sharing on badges, offer gender-neutral restrooms, and visibly celebrate diversity with signage and program content, using visual cues for respect and gender-neutral information. Make every fan – from the rookie teen to the veteran cosplayer – feel they belong in the space.
• Adapt to Your Audience: Tailor your programming and services to the communities you serve. Include diverse guests and panelists so attendees see themselves represented. Offer multi-language support or cultural programming if you have an international or multicultural crowd, adapting to an increasingly global festival landscape. Balance family-friendly activities with 18+ content in clearly marked time slots to include all ages. Listen to attendee feedback and adjust each year to reflect their needs.
• Have a Plan for Incidents: Be ready for the unexpected. Develop and rehearse an incident response plan for everything from harassment reports to medical emergencies. When something does occur, communicate with attendees transparently and learn from the experience for next time. An incident handled with care can actually build community trust, showing attendees you put their well-being first.
• Continuous Improvement through Feedback: Treat inclusivity as an ongoing mission. Solicit post-event feedback via surveys, social media, and community forums – and act on it. Attendees will tell you what made them feel safe or unsafe. Each iteration, implement changes (big or small) and let the community know you heard them. Over time, this iterative improvement will earn you a reputation as a convention that truly cares and delivers on its promises.

By weaving these principles into every aspect of your convention – from layout to programming to staffing – you create more than an event; you create a community. In 2026 and beyond, the fan conventions that thrive will be those that open their doors widest to welcome every fan. When people walk into your con and immediately feel “I’m home, I’m safe, I’m celebrated here,” you’ve done more than just run a smooth event. You’ve crafted an experience that attendees will cherish, rave about, and return to for years to come. That is the ultimate win-win: a convention that grows in success by growing the diversity and happiness of its fan family.