How to Plan Inclusive Campus Events That Welcome All Student Groups

College campuses today are more diverse than ever before, making inclusive campus events more important than ever. Over 15 million students were enrolled in undergraduate programs in 2024, with public two-year schools showing 46% of students identifying as Black, Indigenous, or people of color, and students representing countless cultures, identities, abilities, and backgrounds. Yet despite this rich diversity, many activity directors face a persistent challenge: creating events that truly welcome everyone, not just the same groups who always show up.

The stakes are high. Research shows that students who feel they belong on campus experience better persistence, greater engagement with campus resources, and improved mental health. But when events fail to be inclusive, we miss opportunities to strengthen our campus community and support student success. The good news? With intentional planning and the right approach, you can create inclusive campus events where every student feels valued, represented, and excited to participate.

Why Inclusivity Matters for Campus Events

Inclusive events aren’t just a nice-to-have—they’re essential for student wellbeing and institutional success. Research from Penn State’s Center for Collegiate Mental Health found that students who reported experiencing discrimination showed substantially higher levels of general distress, social isolation, and suicidal thoughts, highlighting how exclusion can directly impact mental health. On the flip side, students with higher levels of social participation show better integration into campus life and improved mental wellbeing.

For first-generation students in particular, campus events can be a lifeline. According to Inside Higher Ed research, 47% of first-generation students haven’t participated in any campus activities—a figure 20 percentage points higher than continuing-generation students. When these students feel excluded from campus life, they’re missing out on the high-impact practices tied to persistence and graduation.

The benefits of getting this right extend beyond individual students. Inclusive programming builds stronger campus culture, improves retention rates, and helps your institution meet diversity goals in meaningful ways rather than just on paper. The Center for First-Generation Student Success provides evidence-based practices and resources for supporting these students through inclusive programming and community building.

Common Barriers to Inclusivity (What NOT to Do)

Before we dive into solutions, let’s acknowledge what doesn’t work. Many well-intentioned events accidentally create barriers that exclude students:

Scheduling without consideration. Planning your big event on Yom Kippur, Ramadan, or during finals week sends a clear message about who you did (and didn’t) think about during planning.

Assuming one size fits all. Events that require specific physical abilities, cultural knowledge, or financial resources automatically exclude portions of your student body.

Limited food options. When your “free food” event only offers pepperoni pizza, you’ve just excluded vegetarians, vegans, students with religious dietary restrictions, and those with allergies.

Inaccessible locations. That cool venue on the third floor of the oldest building on campus? Not so cool for students using wheelchairs or those with mobility challenges.

Marketing to the same circles. If you’re only promoting events through Greek life channels or student government, you’re missing commuter students, international students, and countless others.

Research on college belonging reveals that underrepresented students of color often describe not seeing their heritage reflected in campus events or curriculum, not finding their favorite foods in campus markets, or their favorite music in campus spaces. These seemingly small details add up to students feeling like campus “isn’t for them.”

Key Strategies for Creating Inclusive Campus Events

1. Involve Diverse Voices from Day One

The best way to avoid accidentally excluding groups? Include them in the planning process. Form a diverse planning committee that represents different student organizations—cultural groups, disability services, LGBTQ+ centers, commuter student associations, and first-generation student programs. Professional organizations like NASPA (Student Affairs Administrators in Higher Education) provide valuable resources and best practices for creating inclusive programming that supports all students.

During planning meetings, regularly ask: “Who’s NOT in this room right now?” This simple question can surface blind spots and help you identify voices you need to seek out.

2. Make Accessibility Your Foundation, Not an Afterthought

True accessibility goes beyond wheelchair ramps (though those matter too). For comprehensive guidance on accessible event planning, the University of Kansas ADA Resource Center provides detailed best practices for ensuring all students can participate. Consider:

• Physical access: Wheelchair accessibility, various seating options, and clear pathways
• Dietary accommodations: Always offer vegetarian, vegan, and allergen-free options. Label all food clearly and consider providing halal and kosher options when possible
• Financial accessibility: Keep events free when possible, or clearly communicate costs upfront so students can plan
• Transportation: Think about commuter students who may not have easy access to campus in the evenings or weekends
• Sensory considerations: Quiet spaces for students who need breaks, adjustable lighting, and advance information about noise levels

The ADA National Network provides free resources and guidance on creating accessible events and programs that comply with federal accessibility standards.

3. Choose Vendors and Entertainment That Support Inclusion

This is where the right partnerships make all the difference. When selecting vendors for inclusive campus events, look for those who understand and embrace diversity. The best vendors offer experiences where students can participate at their own comfort level and express their individual identities.

For example, interactive experiences like custom airbrushing let students choose designs that reflect their personal identity—whether that’s their cultural heritage, Greek affiliation, sports team pride, LGBTQ+ identity, or any other aspect of who they are. Students in wheelchairs, students wearing hijabs, sorority members, and STEM club enthusiasts can all participate equally and leave with something meaningful. This type of personalized experience naturally welcomes everyone because it puts the student’s choice at the center.

View Airbrush Events’ college profile to learn more about how interactive vendors can support your inclusive programming goals.

When evaluating any vendor, ask:

• Do they have experience working with diverse student populations?
• Can students with different abilities participate fully?
• Does the activity require specific cultural knowledge or exclude any groups?
• Can the experience be customized to reflect different identities and backgrounds?

4. Be Strategic About Timing and Scheduling

Consult multiple calendars before finalizing your event date:

• Academic calendar (avoid finals week, major assignment deadlines)
• Religious and cultural observance calendars
• Other major campus events
• Athletic schedules
• Commuter student considerations (parking availability, public transit schedules)

One-quarter of first-generation students said they would be more involved if they felt more like they belonged, and scheduling plays a huge role in whether students can even attend your events. Consider offering important programs at multiple times or dates to accommodate different schedules.

5. Market Your Inclusive Campus Events Intentionally

Use multiple channels to spread the word:

• Social media (Instagram, TikTok, Facebook)
• Email listservs
• Physical flyers in diverse campus locations
• Partner with cultural organizations to share with their members
• Residence hall communications
• Commuter student groups
• International student services

Make your promotional materials genuinely inclusive. Use imagery showing students of different races, abilities, gender expressions, and body types. Be clear about what to expect at your event—this transparency helps students with anxiety or those unfamiliar with certain event formats feel more comfortable attending.

6. Create a Welcoming Day-Of Atmosphere

Your work doesn’t stop when the event starts. Train your staff and volunteers on inclusive practices. Have interpreters or translation resources available. Create clear signage that’s easy to see and understand.

Most importantly, create “low-pressure” entry points. Not everyone is comfortable jumping right into the action. Some students might want to observe for a bit before participating, and that’s completely okay. Design your event flow so students can engage at their own pace.

Event Ideas That Tend to Be Naturally Inclusive

Some event formats lend themselves more easily to inclusion:

• Personalization activities (airbrushing, crafts, custom items) where students control their experience
• Multi-cuisine food festivals celebrating different cultures
• Outdoor movie nights with popular films and various seating options
• Stress relief events with therapy dogs, massage chairs, or mindfulness activities
• Game tournaments with a variety of game types
• Photo booth experiences where students can express themselves
• Art demonstrations that students can watch or try
• Talent shows that celebrate diverse performances and skills

The key is offering multiple ways to participate so students with different comfort levels, abilities, and interests can all find their entry point.

Red Flags: When an Event Might Not Be Inclusive

How do you know if your events need work? Watch for these warning signs:

• Consistently seeing the same demographics attend while others are absent
• Hearing phrases like “that event just isn’t for students like me”
• Receiving feedback about feeling unwelcome or excluded
• Lack of representation in your promotional materials
• Complaints about accessibility or accommodation
• Students having to repeatedly request the same basic accommodations

Studies have found that students from underrepresented racial-ethnic minority and first-generation backgrounds consistently report lower levels of belonging, so if you’re not seeing these students at your events, it’s time to examine why.

Measuring Success: How to Know If Your Event Was Truly Inclusive

Track more than just attendance numbers. After events, gather feedback through:

• Brief surveys asking about inclusion and belonging
• Conversations with cultural organizations about their members’ experiences
• Demographic data (when appropriate and done sensitively)
• Observation of which groups return to future events
• Word-of-mouth feedback from diverse student groups

About 53% of college students report feelings of loneliness, with social connection strongly tied to mental health outcomes. If your events are helping students build connections across different groups and identities, you’re moving in the right direction.

The Bottom Line

Creating inclusive campus events requires more work upfront—there’s no way around that. But the payoff is enormous. When every student feels welcomed and valued at your events, you’re not just checking a box. You’re building genuine community, supporting student mental health, improving retention, and creating the kind of campus culture where everyone can thrive.

Start with one or two strategies from this guide. Maybe it’s forming a more diverse planning committee or partnering with vendors who prioritize inclusion. Small intentional steps add up to a major impact.

Ready to create inclusive campus events where every student feels represented? Working with experienced vendors who understand campus diversity can make your job easier. Connect with Airbrush Events to learn how interactive, personalized experiences can support your inclusive programming goals and give every student something to take home and cherish.