Making meetings inclusive: a practical guide for PPIE

Summary

In this blog, Aurora Todisco, our Topic leader for Patient Engagement, explains why it is so important to make sure meetings are inclusive. Aurora outlines five practical steps to help make inclusivity a reality, and shares two additional resources:

• Inclusive Meeting Checklist for PPIE 
• Making Meetings Inclusive: A PPIE-Friendly Facilitators Guide 

Content

Inclusive meetings are essential for meaningful Patient and Public Involvement and Engagement (PPIE). Without careful planning, meetings can unintentionally exclude participants, marginalise voices, or create barriers to engagement — undermining both trust and patient safety.

Thoughtful preparation ensures everyone can contribute effectively and that lived experience is genuinely valued.

Why inclusive meetings matter

Excluding voices in meetings is not just a missed opportunity — it can lead to decisions that fail to reflect real patient needs. Inclusive meetings promote participation from diverse perspectives, helping organisations identify risks, gaps, and improvement opportunities that might otherwise go unnoticed.

Steps to make meetings inclusive

1. Plan accessible meetings and venue set-up

Check physical or online venues for accessibility: lighting, seating, Wi-Fi, captions, and transport options. Accessibility ensures all participants can attend and engage fully, removing common barriers.

2. Prepare materials

Provide large font, plain English, and easy-read options. Accessible materials help participants follow discussions, contribute meaningfully, and reduce reliance on staff to interpret content.

3. Clarify roles and expectations

Explain who is facilitating and each participant’s role. Introductions and clear expectations help participants understand how they can contribute and reduce uncertainty about meeting purpose.

4. Facilitate balanced participation and support participants

Encourage input from quieter voices while preventing domination by louder participants. Provide breaks, encourage questions, and offer guidance where needed. This ensures diverse perspectives are heard and respected.

5. Follow-up

Share summaries, action points, and thank participants. Follow-up closes the loop, showing participants their contributions matter and reinforcing trust in the PPIE process.

Resource highlights

I recommend using the following downloadable resources (attached):

• Inclusive Meeting Checklist for PPIE — practical tips for venue setup, materials, roles, participation, and follow-up.
• Making Meetings Inclusive: A PPIE-Friendly Facilitators Guide — additional guidance for accessible planning, supporting participants, and balancing voices.

Inclusive_Meeting_Checklist_for_PPIE.pdfInclusive_Meeting_Checklist_for_PPIE.pdf

Quick reference checklist 

• Venue is accessible (lighting, seating, Wi-Fi, captions, transport).
• Materials are easy-read (large font, plain English, easy-read).
• Roles clarified and introductions made.
• Facilitate balanced participation and support quieter voices.
• Provide breaks, encourage questions, and follow-up shared.

Inclusive meetings are key to meaningful PPIE. When participants feel welcomed, prepared, and heard, their insights can directly improve care quality and patient safety. Thoughtful planning, facilitation, and follow-up ensure that every meeting is an opportunity to make engagement impactful.

About the Author

Aurora Todisco, is the winner of the Advocacy and Patient Experience Champion Award at the National B.A.M.E. Health & Care Awards 2025. She is a Finance, HR, and Governance Development Lead with over 21 years of experience, including the past 9 years dedicated to the health and social care sector. She brings a unique blend of strategic expertise and lived experience to her work, with a strong focus on improving patient safety, health equity and quality of care. Aurora holds a Postgraduate Diploma in Advanced Primary Care Management, which informs her systems-level approach to healthcare leadership. Since 2021, she has co-produced initiatives with nearly 90 national stakeholders, driving forward accessibility inclusion, and trauma-informed practice across NHS, academic and research settings. Actively involved in quality improvement programmes, accreditation panels and advisory groups, Aurora is passionate about amplifying patient and public voices to shape meaningful, system-wide change. Her work champions the power of real patient stories in creating campaigns that lead to safer, more equitable care for all.