Inclusive Corporate Event in Zurich: Planning Checklist

A corporate event is not automatically inclusive just because all employees are invited.

Crucial is whether invited individuals can reach the venue, understand what to expect, participate in the program, and easily communicate their needs in advance.

For event organizers in Zurich, there are specific local guidelines. The City of Zurich, the Canton of Zurich, the University of Zurich, and ETH Zurich publish recommendations for barrier-free and accessible events. These range from step-free access and wheelchair-accessible toilets to communication, catering, and accessible information.

This checklist transfers the most important principles to smaller corporate events and team events.

1. Start with Venue Access

The first question isn't what the space looks like. The first question is whether all invited individuals can reach and use it.

The University of Zurich's checklist recommends, among other things, good public transport connections, step-free and threshold-free paths, sufficient movement space, and accessible toilets. The Canton of Zurich also advises organizers to communicate specific information about accessibility on their website or invitation.

Before booking, check:

• Is the path from the nearest public transport stop to the entrance step-free?
• Is there a lift if the event room is not on the ground floor?
• Is a wheelchair-accessible toilet available?
• Are there enough seating options?
• Are paths, doors, and movement areas suitable for the planned setup?

Important: A location should not be called barrier-free based solely on a general description. Have the points relevant to your guests specifically confirmed.

2. Clearly Communicate the Schedule Before the Event

People are more likely to attend a corporate event if they know what to expect.

A good invitation should therefore include more than just the date, time, and address.

If possible, state:

• Duration of the event
• whether participants will primarily sit, stand, or walk
• whether physical activity is planned
• whether the group will be divided
• which language will be used
• what food and drinks will be offered
• a contact option for individual requirements

This information helps guests assess whether they need support or an adjustment.

3. Check Language and Understandability

Zurich companies often work with international teams. An event can be organizationally accessible and still exclude people if all tasks require quick German language skills.

Ask the provider:

• In which languages will the event be moderated?
• Are tasks or instructions available in writing?
• Is technical jargon necessary?
• Does the format work with participants of different language proficiencies?

A simple, demonstrative, or sensory format can be more accessible for international groups than an event that relies heavily on wordplay, quick quizzes, or complex written tasks. This depends on the specific team.

4. Think Beyond "Vegetarian or Not" for Catering

For food and drinks, requirements should be requested before the event.

This may include allergies, intolerances, religious requirements, vegetarian or vegan diets, and other individual needs.

ETH Zurich's checklist for barrier-free events also points out the practical accessibility of catering. Buffets and tables should be arranged so that food and drinks are reachable and that suitable seating is available alongside standing tables.

For a corporate event, this means: Don't just check the menu. The way food and drinks are served is also part of the planning.

5. Consciously Decide What Role Alcohol Plays

An inclusive corporate event does not necessarily have to be alcohol-free. Crucial is whether not drinking is possible without explanation or a special solution.

If alcohol is the focus of the event, for example, at a wine tasting, the participation experience for non-drinking individuals is structurally different. At an event whose main activity functions independently of alcohol, all guests participate in the same core program.

If this is relevant for your team, also read our guide Alcohol-Free Team Building Zurich: 7 Ideas Without Alcohol.

6. Check Whether Participation Requires Competition or Physical Performance

Sporty or competitive team events can be just right for some groups. However, they are not automatically the best choice for every team.

Ask in advance:

• Does everyone have to participate physically?
• Are there alternative roles within the activity?
• Do individuals have to perform in front of the whole group?
• Is competition central or optional?
• Can someone temporarily sit out without being excluded from the entire experience?

This does not mean deciding against sports events. It means making a decision that fits the actual composition of the team.

7. Plan Seating and Rest Periods

Even at a short corporate event, it should not be assumed that all guests can or want to stand for a long time.

ETH Zurich recommends providing suitable tables with chairs in addition to standing tables at events. For smaller team events, this principle can be easily applied.

Seating options, short transitions, and a clear schedule make the event usable for more people without changing the character of the program.

8. Give Guests an Easy Way to Communicate Needs

An invitation should name a clear contact person.

Instead of publicly asking guests for personal details, a factual contact option is sufficient, for example:

"Is there anything we should consider regarding access, diet, or participation? Please let us know confidentially when you register."

The organizer can then check which adjustments are possible with the location and provider.

Checklist for a More Inclusive Corporate Event

Frequently Asked Questions

Is a quiet corporate event automatically barrier-free?

No. Activity level and accessibility are different questions. Access, toilets, seating, paths, and individual requirements must be specifically checked.

What information should guests receive in advance?

Duration, location, proportion of sitting or movement, language, food and drinks, and a confidential contact option for individual requirements are useful basic information.

Is the KTeaShop Corporate Format completely barrier-free?

This cannot be generally confirmed. The specific accessibility depends on the venue and setup and should be clarified before booking.

How Does a Tea Experience Fit into This Planning?

KTeaShop offers private Corporate Tea Experiences in Zurich with guided tea and matcha sensorial tasting. The current team-building format is alcohol-free, non-athletic, and described as an interactive tasting for 10 to 20 people.

These features can be interesting for teams looking for a quieter, shared format. However, they do not automatically mean that every specific venue or setup meets all requirements for accessibility, allergies, or hearing or vision support.

If such requirements exist, they should be explicitly coordinated with KTeaShop and the chosen venue before booking.

Share the date, number of guests, venue, and relevant requirements for access, language, diet, or participation.

Inquire about a Corporate Event with Requirements

If you want to compare different event types first: Team Building Zurich: 15 Ideas for Companies and Teams.

Sources

• City of Zurich, Barrier-Free Events
• Canton of Zurich, Planning Sustainable and Barrier-Free Events
• University of Zurich, Checklist for Barrier-Free Events
• ETH Zurich, Checklist for Organizing Barrier-Free Events
• KTeaShop, Corporate Tea Experiences