Sorry it's taken a bit to chime in here from Ottawa!

Some of the ideas below are likely repeated by others but here are a few ideas that we have found successful for the Ottawa Contra Dance:

• Beginner lesson: We always have a beginner lesson... some of the messaging that is part of that includes the practice of asking anyone to dance, long-time dancers liking to dance with newbies and how that is beneficial if a first-timer, that the terms lady & gent are for positions in the dance and that anyone can dance whatever role they wish... ... 
  We don't have it as a policy but some of our board members participate in the lesson.  Modelling for the other regulars to do so.
• Board ID: Our board all wear a different colour of button and our pictures (with roles) are posted at the back of the hall so that we are easily identifiable. We announce that we love to hear from all.
• Board members model dancing with a wide range of dancers:  We try (to differing degrees) to model dancing with partners of all experience levels, genders, etc.
• Name tags for all: This includes buttons for members, sticky name tags for others.  ... ... colourful markers to make them fun
• More about beginners in particular:  
• Welcome at the start of the dance: We introduce the band and caller (enthusiastically!) at the start of the dance and at that point one of our board members gives a warm welcome and a few tips to the brand new folks.
• We have a second dance free card (announce why on the mic). However, we also have quite a new handout to us for beginners explaining a bit about our community.. .... I see this as inclusion as a contra dance community is SO different from many other communities that we experience in daily life.  Thus, having a bit of an 'in' to read about us and an invite to volunteer, etc.
• *Last spring we started having small colourful smiley stickers on the name tag table.  We promote these to brand new folks as a way to self-identify as a new dancer (if they want).  It's been FANTASTIC as I can quickly glance around in a room of 100 people and find folks that want me to know that they are new... ... then I can go ask them to dance.  (For those who want to self-identify as new, it also takes some pressure of them as they then know that all the experienced folks will know they are new.)
• As president, I send an email to all new folks who have provided us their email through the second dance free card or our email sign up list.  I welcome them, ask them for feedback, etc.
• Re inclusivity around gender, we are not a larks and ravens community.  However, as mentioned above, we talk about the terms of gents/ladies being danc roles/positions and anyone welcome to dance any role.  We are trying larks & ravens twice this year.  Many of our experienced dancers model dancing with same-sex partners and taking on different dance roles.
• Mixer + squares in an evening: We offer/encourage callers to call a mixer early in the evening and also a square or two to provide not only a bit of variety but to create a different sense of connection throughout the community of dancers there that night (e.g., squares work as a team).

There's lots that we do in terms of building a strong sense of community (e.g. lots of potlucks) which adds to the sense of inclusion.

I think I'll stop rambling now though... 

Hope this is helpful.

:) Emily

Ottawa Contra Dance