Getting started with accessible events

Planning an event is no easy task, but when your goal is to make it accessible to everyone, there are added layers of consideration that can make a world of difference. Ensuring your event is accessible not only creates a more inclusive experience but also widens your audience, allowing more people to participate. Whether you’re organizing a conference, trade show, community event, or even a performance, accessibility should be a top priority from the very beginning.

Choosing an Accessible Venue

Your venue choice will set the tone for the accessibility of your event. From the moment guests arrive, they should encounter an environment that accommodates a wide range of abilities.

• Entrances and Exits: Ensure the venue has ramps or elevators alongside stairs, and that entrances and exits are wide enough for wheelchair access. Automatic doors are a bonus, but if they’re not available, assign staff or volunteers to assist guests who may need help entering or exiting.
• Parking and Drop-Off: Accessible parking spaces should be close to the entrance, with clear signage. If parking isn’t available, confirm that there’s an accessible drop-off point for ride-shares or public transportation.
• Bathrooms: Make sure the venue has accessible restrooms with stalls that accommodate wheelchairs. These should be well-marked and easy to find.
• Pathways: Inside the venue, hallways, aisles, and common areas should be free from obstructions and wide enough to allow for easy navigation. Pay attention to seating arrangements for people who use mobility aids like wheelchairs, walkers, or canes. Keep in mind that some guests may have service animals, so plan spaces where they can sit with their handlers comfortably.

Ensuring the Stage and Presentation Areas Are Accessible

If your event includes a stage or presentation area, accessibility should extend there as well.

• Stage Access: Provide a ramp or lift to ensure presenters who use wheelchairs or have mobility impairments can easily get on and off the stage. This is crucial for conferences, conventions, or any event with featured speakers or performers.
• Clear Sightlines: Ensure that any multimedia presentations (slides, videos, etc.) are visible from all seating areas, including accessible seating sections. Consider adding captions to video content for people who are deaf or hard of hearing.
• Assistive Listening Devices: Provide assistive listening devices for guests with hearing impairments. This could include hearing loop systems, FM systems, or infrared systems, depending on the venue’s capabilities.
• Sign Language Interpreters: Consider offering sign language interpreters for your presentations or performances. This service helps make your event more inclusive to attendees who are deaf.

Accessible Ticketing Platforms

Accessibility doesn’t stop at the venue—it should start even before attendees set foot through the doors. One often overlooked aspect of event planning is the ticketing platform. Ensuring that your ticketing system is accessible makes the experience smoother for all attendees.

• Screen Reader Compatibility: Your ticketing platform should be compatible with screen readers for those who are blind or have low vision. Elements like forms, buttons, and drop-down menus need to be properly labeled and easy to navigate.
• Keyboard Navigation: Users with mobility impairments might rely on keyboard navigation rather than a mouse. Make sure your ticketing platform allows users to move through the interface using only a keyboard.
• Alternative Text for Images: If your platform includes images, such as venue maps or seating charts, ensure they have descriptive alternative text so that people using assistive technology can understand the content.
• Clear Instructions and Language: Ticket purchase flows should be straightforward and use simple, easy-to-understand language. If you’re offering tiered seating or tickets with different accessibility options, make sure this information is clearly communicated.
• Refunds and Exchanges: Have a policy in place that allows guests to easily exchange or refund tickets if their accessibility needs are not met. This can provide peace of mind to attendees with disabilities.

Promoting Accessibility Before the Event

Don’t forget to communicate the accessibility features of your event to potential attendees. Include detailed information on your website about:

• How accessible the venue is, including entrances, parking, restrooms, and stage areas.
• The availability of sign language interpreters, captioning services, or assistive listening devices.
• Instructions on how to request additional accommodations if needed.

By promoting accessibility early on, you set the right expectations and demonstrate your commitment to inclusivity.

Conclusion

Making your event accessible doesn’t just meet legal obligations—it shows your attendees that you care about creating an inclusive space where everyone can participate fully. From the venue choice to ticketing, small adjustments can have a huge impact. And remember, accessible events aren’t just for people with disabilities—they benefit everyone. With a few mindful decisions, you can ensure that your event is open, welcoming, and enjoyable for all attendees.