Creating truly safe and inclusive spaces, whether online or in-person, is a nuanced, evolving challenge. Drawing from discussions The Event Strategies Network held during three sessions in March and April of 2205, this post explores confidence, practical strategies, and ongoing challenges in fostering environments where everyone feels secure, respected, and empowered to participate.

How Confident Are We in Creating Safe Spaces?

Event strategists participating in the discussion rated their confidence levels from “moderately confident” to “very confident,” highlighting that experience, context awareness, and mentorship all play a role. For some, confidence comes from:

Understanding the unique risks in each context (e.g., activism, journalism, diverse stakeholder groups).
Building ownership with participants and stakeholders.
Learning from direct experience and mentorship.
Flexibility to experiment and adapt as situations evolve.

Yet, even seasoned conveners acknowledged that “safe space” is a complex, sometimes elusive concept – especially in a world shaped by rapid technological change, shifting funding landscapes, and increased reliance on virtual platforms.

What Shapes Our Confidence?

The ability to build trust, manage disagreements effectively, and foster a sense of ownership and inclusivity are crucial elements.

Context is Key: Knowing the backgrounds and needs of participants helps anticipate and address potential conflicts or discomforts.
Ownership and Follow-up: Creating space for shared ownership (like steering committees) and having plans for follow-up are essential.
Balancing Control: Facilitators grapple with how much control to exert – too much can stifle openness, and too little can risk chaos.
Adapting to Change: Virtual environments, AI tools, and privacy concerns introduce new risks and require ongoing adaptation.
Experience Builds Confidence: Familiarity with a group increases confidence, but new or diverse groups always present fresh challenges.

Even experienced conveners find their confidence fluctuates, especially when external challenges such as funding issues, shifting political climates, and technological concerns (like AI and privacy) complicate safe space creation.

“Aha” Moments: Rethinking Safe Space

Definition is Fluid: What feels “safe” can shift based on external events, technology, or political climate.
Vulnerability and Risk: True safe spaces allow for vulnerability and risk-taking, not just comfort.
Small vs. Large Events: Smaller groups often foster greater safety and openness.
External Forces Matter: Political tensions, visa issues, and economic instability all impact participants’ access or sense of security.
Transparency with Data Collection: Clearly communicate how notes, recordings, and AI tools will be used.

What Do Participants Need to Feel Safe Before and During a Convening?

Clear Agendas & Expectations: Especially for non-native speakers, knowing what’s expected reduces anxiety.
House Rules & Codes of Conduct: Clarity on recording, privacy, and emergency contacts is vital.
Flexibility: Accommodate time zones, accessibility needs, and different participation styles (e.g., chat, verbal, silent observation).
Transparency: Where and how long will notes live? Who can access them? How will information be used?
Accessibility: Captions, translations, accessible venues, and dietary options matter.
Inclusivity: Gender-neutral language, pronoun sharing, and diverse representation in speakers/content.
Consent: For photos, recordings, data collection & use (including AI), and participation.
Safety Mechanisms: Clear escalation paths for issues, safety coordinators, and anti-harassment policies.
Comfort and Trust: Friendly setup, clear communication, and opportunities for anonymity or “lurking” online.
Opportunities for Input: Ability to help shape the agenda and say “no” or step back as needed.

How Should Event Organizers Prepare for Safety?

Co-create Guidelines: Involve participants in setting ground rules and revisit them regularly.
Risk Assessments: Consult with at-risk groups and plan for diverse needs.
Clear Communication: Share agendas, participation expectations, and escalation processes before the event.
Training and Support: Prepare speakers and facilitators on safety and inclusion.
Accessibility Planning: Consider physical, sensory, and dietary needs.
Transparency: Publish blogs or resources on your approach to safety, accessibility, and support.
Safety Coordinator: Designate a clear point of contact for issues during the event.

Where Can Things Go Wrong?

Creating safe spaces can go wrong through assumptions about risks, lack of preparedness, over-policing behaviors, or neglecting individual autonomy.

Misunderstanding Risks: Not recognizing vulnerabilities (e.g., for LGBTQ+ participants, or those facing visa issues) can lead to harm.
Over-Policing: Excessive enforcement of rules can create a stifling or distrustful environment.
Assumptions: Assuming participant needs without consultation can backfire.
Responsibility Imbalance: Over-focusing on safety can remove agency from participants.
Lack of Humility: Not admitting mistakes or learning from feedback can erode trust.
Lack of Experience: Not having team members with relevant or related experience can lead to problems.

Event designers should balance safety mechanisms with a culture of trust and personal responsibility.

Effective Practices for Safe Spaces

Define Scope and Mission: Be clear about the purpose and decision-making processes.
Attract Allies and Diverse Voices: Create pathways for all to participate and contribute, not just the usual suspects.
Accommodate Needs: From dietary options to sensory spaces, plan for diverse requirements.
Frequent Communication: Keep participants informed about logistics, agendas, and changes.
Engagement and Comfort: Use icebreakers, allow time for reflection, and respect people’s need for breaks.
Hybrid Options: Offer remote participation and ways to be “invisible” if desired.
Remind Participants: There are no stupid questions. Encourage openness and curiosity.

Conclusion

Safe space is not a static checklist. It’s an ongoing, collective practice shaped by context, humility, and the willingness to adapt. By centring participant needs, communicating transparently, and embracing feedback, we can create environments where everyone feels empowered to contribute, learn, and grow. Even when the world around us is uncertain.

What are your own “aha” moments about safe space? Share your thoughts or favourite resources in the comments!

Helpful Resources

Get involved with the Event Strategies Network, join our discussion list at: https://lists.ghserv.net/mailman/listinfo/eventstrategy

Credit:

Saral Allen and Dirk Slater designed and facilitated the discussions. We are grateful to the following individuals who participated and contributed to these insights.

Moussa Saleh – Digital Rights and Queer Activist and Community Organizer based in Beirut.
Susan Abbott, independent consultant
Chamin Morikawa, volunteer and event organiser
Heather Leson
Elan Schwartz, Partnerships & Operations Manager, RightsCon
Adriana Fernandez, Senior Community Engagement Coordinator, RightsCon
Joël Letang, Founder & Lead Strategist, Organisadó
Momoe Ikeda-Chelminska, independent consultant
Arnalie Vicario – Community Engager and Open Mapping advocate from the Philippines

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