Creating an Accessible Experience: Key Considerations for Every Event

Event planners have a responsibility to ensure that their events are inclusive and accessible to all attendees, regardless of their abilities or disabilities. Creating an accessible experience is not only the right thing to do but also makes good business sense – it allows events to reach a broader audience and provide a positive experience for everyone involved.

According to the World Health Organization, over 1.3 billion people worldwide live with some form of disability, whether it’s physical, sensory, cognitive or a combination. This significant portion of the population often faces barriers and challenges when attending events, ranging from inaccessible venues and lack of accommodations to communication barriers and dietary restrictions.

Creating a successful event requires careful consideration of various factors, and accessibility is included in this. This comprehensive guide will delve into the key considerations for planners, covering everything from venue selection and seating arrangements to assistive technologies and staff training.

First, Think About Physical Accessibility

Ensuring physical accessibility is a crucial aspect of creating an inclusive event experience. It begins with the selection of an appropriate venue that meets the necessary accessibility requirements. Event planners should prioritise venues with features such as ramps, lifts and wide doorways to accommodate attendees using wheelchairs or mobility aids. Clear pathways and signage should be in place to aid navigation, and accessible toilet facilities with ample space and appropriate amenities must be available.

It’s important to note that while modern venues may have built-in accessibility features, older or historic properties may require additional accommodations or temporary modifications to ensure physical accessibility. In such cases, event planners should work closely with the venue staff to identify and address potential barriers.

Seating arrangements also play a role in physical accessibility. Dedicated seating areas should be reserved for attendees with disabilities, offering ample space for mobility aids, and easy access to entry and exit points. Make sure these designated areas provide an unobstructed line of sight to the stage or presentation area so as not to obscure their experience of the event.

Consider Communication Accessibility

Effective communication is a key component of an inclusive event experience. Event planners need to implement various accommodations to ensure that attendees with communication disabilities, such as hearing or vision impairments, can fully participate and engage with the event content and activities.

Large print materials, high-contrast visuals and closed captioning for videos can greatly benefit attendees with vision impairments. Additionally, providing materials in alternative formats, such as Braille or audio descriptions, can further enhance accessibility for everyone.

For attendees with hearing impairments, offering sign language interpretation services is vital. Hire qualified interpreters, ensure adequate lighting for them to be seen and that they can be positioned in a clear space to facilitate clear communication. Assistive listening devices, such as hearing loops or FM systems, can also be provided to attendees who may require them.

It’s important to note that communication accessibility extends beyond the event itself. Event websites, registration processes and promotional materials should also be designed with accessibility in mind too, incorporating features like text-to-speech functionality, high-contrast colour schemes, and compatibility with assistive technologies like screen readers.

Plan for Neurodivergent People

Conditions like autism, ADHD and dyslexia affect the ability to engage with classic event design fully, because they can become a sensory nightmare for neurodivergent people. The crowded rooms, noise and interactive networking can be difficult for people with neurodivergence so, if possible, provide sensory-friendly spots like quiet areas to provide respite for those who need it.

If schedules change, it’s also a good idea to provide as much advance warning as possible. Events are naturally busy, but factoring this into the planning and layout of the event and providing a calmer space to retreat to can be very helpful for those who get overwhelmed by the chaos.

Remember Dietary Considerations

Food often gets forgotten about when planning accessible events but for many attendees, dietary restrictions or food allergies can be a significant concern when attending events or conferences. Ensuring that suitable meal options are available is crucial for creating a welcoming experience for all.

Work closely with caterers and food service providers to accommodate various dietary needs, such as gluten-free, vegan, kosher or halal requirements. Clear labelling of all the ingredients is also essential to help attendees identify potential allergens or food items that may conflict with their dietary restrictions. Be sure to provide separate utensils and dishes too – ensuring that separate cooking surfaces and utensils are used for vegetarian or vegan meals will prevent cross-contamination and accommodate attendees’ preferences.

Meet Legal Expectations

Beyond the ethical considerations of accessibility, there’s also the legal side of things to remember. There are various laws and regulations in place that ensure businesses maintain the right standards, including the Equality Act 2010 which ensures venues and events need to take all reasonable steps to make sure disabled people are not placed at a disadvantage.

You don’t just harm your reputation by failing to comply with these laws, but you could also face fines and legal consequences, so make sure that you’re following all laws in place before your event goes ahead.

Invest in Staff Training to Raise Awareness

Creating an accessible, inclusive event experience relies heavily on the knowledge and preparedness of your event staff. Providing comprehensive training and raising awareness about disability etiquette and sensitivity is crucial for ensuring a welcoming environment for all attendees.

Designating accessibility coordinators or ambassadors can also greatly enhance the event experience for attendees with disabilities. These individuals should be well-versed in accessibility best practices and serve as dedicated resources for all those who may require assistance or have specific accommodations. 

By embracing accessibility as a core value, event planners can not only comply with legal requirements but also contribute to a more inclusive and equitable society. Every attendee deserves the opportunity to fully participate, engage, and create lasting memories at events, regardless of their abilities or disabilities.