Guidelines for Inclusive Events for People Affected by Cancer
This booklet brings together practical, lived experience-informed recommendations to help patient organisations, healthcare organisations, researchers, public institutions, companies, and anyone organising meetings, workshops, conferences, or other events for people affected by cancer make them more inclusive and accessible.
Why these guidelines
People living with and beyond cancer may have practical, physical, emotional, or social needs that influence how they take part in meetings and community activities. Practical, financial, physical, communication, and social barriers can affect whether people are able to attend, feel welcome and safe, or can fully contribute — particularly people from underserved and underrepresented communities.
These guidelines do not prescribe a single way of organising events. They offer practical, adaptable recommendations that help organisers identify and reduce barriers to participation — because even small changes can make an event more welcoming for a wider range of participants.
What the guidelines cover
Ten areas of general recommendations for planning and delivering inclusive events, summarised below — the full booklet details each one with checklists and voices from the community.
1. Building a team
Form a multidisciplinary organising team that includes people with lived cancer experience, aim for diverse speakers and panellists, and train staff on accessibility, respectful communication and participant wellbeing.
2. Choosing an accessible venue
Pick safe, accessible venues and accommodation with clear signage, quiet and private spaces, and attention to noise, lighting and temperature — including accessible emergency and evacuation arrangements.
3. Designing an inclusive programme
Collect participants’ dietary, mobility, communication and accessibility needs in advance, build in regular rest breaks, and create ways for different voices to contribute, such as moderated discussions or anonymous questions.
4. Participant wellbeing and emotional safety
Set shared expectations for respectful behaviour, let participants choose their name and pronouns and step away without explanation, obtain consent before sharing personal information, and provide content warnings for distressing topics.
5. Inclusive communication
Share practical information well in advance in clear, jargon-free language and accessible formats, and offer translation or interpretation where feasible.
6. Food and catering
Collect dietary information beforehand, label allergens clearly, and offer choices that accommodate medical restrictions, treatment side effects, and cultural or religious needs.
7. Accessible travel
Provide clear travel guidance, ask about travel-related accessibility needs in advance, and allow time for rest after travel — recognising that travelling can be stressful, especially alone or internationally.
8. Family and caregivers
Ask about caring responsibilities in advance and accommodate participants who need to attend with a caregiver, support person or personal assistant.
9. Reducing financial barriers
Minimise upfront costs, communicate reimbursement procedures clearly, and consider fee waivers or bursaries for participants who could not otherwise attend.
10. Facilitating inclusive participation
Use clear language, readable fonts and good colour contrast, offer different ways to take part — speaking, chat, anonymous questions, small groups — and consider virtual or hybrid options to reduce barriers.
Additional considerations for different identities, backgrounds, and accessibility needs
A dedicated chapter highlights considerations that may be particularly relevant depending on the audience and context of the event:
- Gender identity or sexual orientation
- Neurodiversity
- Disability and accessibility needs
- Culture, language, religion, nationality, and migration-related factors
How these guidelines were developed
The publication was led by a multidisciplinary working group, the majority of whom are young people with lived cancer experience. The group reviewed 15 existing guidelines and resources on inclusive event planning from organisations across Europe and beyond, complemented by an online community survey and a focus group with 25 young people with lived cancer experience held during the first meeting of the Youth Cancer Council.
It builds on the Recommendations for Equitable, Diverse and Inclusive Cancer Care and the EDI Train-the-Trainer Toolkit, both developed by Youth Cancer Europe as part of the earlier EU4Health-funded EU-CAYAS-NET project.
Download the guidelines
English version (PDF, 0.8 MB)This publication was developed by Youth Cancer Europe as part of Task 5.6 of the YARN (European Youth Cancer Network) project, co-funded by the European Union under the EU4Health Programme (Grant Agreement No. 101219053), with input from the Youth Cancer Council, whose lived experience and feedback helped shape this publication. Views and opinions expressed are those of the author(s) only and do not necessarily reflect those of the European Union or HaDEA.