Accessible events and inclusion: what event planners need to know

Accessibility guidelines: how do you make your events accessible?

From the moment you step foot in an event venue, to when you leave, you should be able to use every single aspect of it (to the best of your ability) without barriers. In this article, we am going to talk about what accessibility really means and go through a few easy ways to make your event accessible and inclusive. Accessible events are not only beneficial for disabled people but also for the rest of your attendees, who will enjoy a richer, more diverse environment in which to network. After all, it will attract a wider demographic that can contribute to its success.

Compliance with disability regulations (i.e. having wheelchair ramps and disabled toilets) is the bare minimum but not enough. Disabilities include a vast range of variants (hearing, sight, dietary restrictions, neurodivergent needs, sensory needs, allergies). If the event is small enough, ask people what they need to be able to attend. If not, look for guidance to disabled people organizations and try to be as inclusive as possible.

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Here are a few simple steps you can take:

• Make sure that everything is clearly labeled with both text and braille, for example on signs and maps or on audio visual equipment.
• Make sure you have an evacuation plan in case someone has an emergency during the event.
• Consider having an alternative format for your talks such as PowerPoint slides displayed on an iPad so that visually impaired people can read them easily without needing assistance from others who may not be available or able to assist them throughout the entire talk.
• If you are providing food, cater for dietary restrictions, offering options for those who have allergies or have to follow a specific nutrition plan. Those who can eat anything will not be affected. Work with your caterer or chef to make sure nobody is left out.
• Offer sign language interpreters, captioning and audio description services so that people with hearing loss can enjoy the event just as much as anyone else. If you have audio-visual equipment available (TV screens, projectors), make sure you have subtitles on by default.
• Ensure that there is somewhere quiet people can go if they need some time out from the event – maybe a quiet space away from all the noise where they can have a break if they need it. It doesn’t have to be anything fancy: just somewhere where people can relax and recharge their batteries if they need it!

Accessible events need accessible venues

The first thing you need to do is .make sure that your venue is accessible.. When you’re planning a conference or event, this is a major concern. You want to make sure that your attendees can easily get around, that there’s plenty of seating for those with mobility issues, and that there are accessible restrooms for those with disabilities. You will also need to consider .transportation..
How will attendees get there? Can they take public transportation or do they need car services? Does your venue offer airport services or valet parking? If attendees need help getting around the venue, can they request wheelchair assistance? If so, how soon can they expect help? Will any access ramps be available for people in wheelchairs? If you’re holding a conference or event in a hotel or convention center, work with your venue to understand what they can offer in terms of airport services, public transportation, cabs, and car services, and anything else pertaining to getting around with a disability.
Once you know what kind of transportation options are available to attendees, you can start thinking about how you’re going to get people there. For example, if public transportation isn’t an option and driving is not an option due to parking availability or cost, then consider providing a shuttle service.

If you’re planning an outdoor event and don’t have access to the venue beforehand, ask about nearby parking options for people using wheelchairs or other mobility devices.

It’s the little things that count (spoiler: if you think they are “little things” you are missing the point)

When it comes to providing accommodations for people with disabilities, it’s important to remember that accessibility is a spectrum — some people may need more assistance than others in order to attend your event. It’s up to you as an organizer to figure out how best accommodate your guests’ needs in terms of physical mobility and accessibility needs.
Why do we think complying with disability laws is not enough? Because the attendee’s journey is very subjective and the laws leave loopholes that can turn into deal-breakers for disabled attendees. For instance, if there are “just a couple of steps” to get to the conference room, wheelchairs users will not be able to reach it without assistance. And, if there is deep plush carpet on the floor, they might not be able to move around. If you, reading this, are an able-bodied person, chances are you had no idea. And, if you are an event organizer, you might have inadvertently made you events inaccessible to disabled people simply by not asking whether certain aspects of your venue or your planning were in any way problematic.
We believe that in order to create an event where all attendees feel welcome and comfortable, we need to go beyond what is required by law. This means:

1. Assessing accessibility at every step of planning
2. Getting feedback from attendees with disabilities
3. Communicating clearly about what accommodations are available

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