Allowing kids at conferences has sparked much debate. Especially as parents balance careers with family life. As inclusivity becomes a priority for business events, more organizers are allowing attendees to bring their children. Many event planners see this shift as a natural progression of DEI efforts.

Victoria Matey, an event psychology advisor and co-founder of Matey Events, recently brought her child to a conference for the first time. 

What made it possible? Childcare provided by the organizers. 

“I've long advocated for onsite childcare because parents, especially mothers, are often excluded from opportunities like attending conferences,” said Matey.

The European Society of Cataract and Refractive Surgeons (ESCRS) demonstrated this commitment by adding childcare to its annual conference. Held at the FIRA Convention Center in Barcelona in September, the conference drew 15,000 delegates from over 120 countries.

"Our goal is to create a supportive environment where all professionals can fully participate in our conference. This initiative reflects our broader mission to foster diversity and inclusion in our community,” said Filomena Ribeiro, ESCRS President.

ESCRS partnered with Nipperbout, a professional childcare provider.

“I firmly believe that children do belong at events. But in a structured and engaging environment,” said Janthea Brigden, CEO of Nipperbout. “By offering onsite childcare, we ensure that children are nearby, well-cared-for, and engaged in activities that are both fun and educational.”

Parents Add Unique Perspectives

Sammy Connell, head of events at NASUWT - The Teachers’ Union, champions inclusivity at events. "We know many of our members are parents. Excluding parents diminishes the diversity of perspectives at an event,” said Connell.

NASUWT used Nipperbout to care for 56 children over three days, with activities ranging from code cracking and laser challenges to mocktail making.

“Providing childcare allows parents who might otherwise struggle with childcare to attend. This widens the audience broadening the range of perspectives,” said Brigden.

However, despite the benefits, allowing kids at conferences can be costly. The Women in Tech Summit (WITS), which features only women-identifying and non-binary speakers, explored this option but found it financially prohibitive.

Between the costs, additional insurance, and background checks, it wasn't a viable option for WITS. "We will continue to evaluate this issue each year,” WITS said in a statement.

Kids at Conferences Can Enhance the Experience

An unexpected benefit is the bond children develop with the event. “Many children who grew up attending NASUWT events have gone on to become teachers themselves,” said Brigden. “As the industry continues to evolve, integrating childcare into event planning is not just a nice-to-have, it’s essential for creating events that are truly accessible to all.”

Some companies get creative. Plus One Meetings, for instance, has produced videos of the kids to share during the meeting. "We ask, what does your mom do for work. The answers are very funny. Plus, parents love seeing their children on screen. It adds a positive vibe,” said Lisa Bower, president and CEO of Plus One Meetings,

What to Consider

When deciding whether to offer childcare at your events, keep these in mind. 

1. What’s the staff-to-child ratio? Emergency response plan?
2. Does your insurance provider require additional coverage?

2. Get references. How long has the childcare provider been in business?

3. Background checks are a must. 

4. Cybersecurity. “The childcare provider will have a lot of sensitive information on children such as health concerns, special needs, etc.,” said Bower. That must be protected.

5. How will parents be updated about their children throughout the day?

6. Specialized CPR, first aid, and emergency response training is a must, said Amber Standley, CEO and president of KiddieCorp.

7. Childcare spaces must be safe and clean. Tailored programming must align with age groups and interests, said Standley.

8. Does the childcare provider have full-time employees or independent contractors? “Companies are better protected when the provider hires W-2 employees, as they are directly managed and held to the company’s standards,” said Standley.
9. Liability risks will increase, said attorney Joshua Grimes.

“Organizers hiring babysitters and daycare workers to keep children entertained must ensure that those persons are licensed where necessary, with no history of child abuse, and adequately insured. If a child is harmed while in the care of a daycare worker hired by conference organizers, a lawsuit against the organizers could result,” said Grimes. 

By addressing these considerations, organizers can create inclusive, family-friendly events that enrich the experience for all participants.

“If your childcare program is a miss, you are at risk of upsetting parents, tarnishing your brand, and making parent-friendly benefits seem like lip service,” said Bower. “Do it right and the benefits will be huge.”