Essential Accessibility Features You’ve got to know as an Event Planner
According to the CDC, 61 million adults in the United States live with a disability. Focusing on accessibility is no longer an option; it’s a necessity to make everyone feel included. When planning, event accessibility essentials help make your event a success amongst a wider audience.
What are event accessibility essentials?
This guide will give you the knowledge and tools to create truly inclusive experiences. From venue features to tech solutions, we’ll cover how to make your events welcoming and inclusive to all attendees, no matter their ability.
Why are Event Accessibility Essentials Crucial for Success
1 in 6 people is living with some kind of disability. If your events aren’t inclusive, you’ll be missing out on the opportunity to tap into a massive, often ignored market. Accessible events promote diversity, boost your brand, and ultimately lead to higher attendance and engagement.
You’re also legally required to make your events accessible. The Americans with Disabilities Act (ADA) makes it illegal for any business to discriminate against a person with a disability (PWD).
Plus, many accessibility features benefit all attendees, not just those with disabilities. If you think about it, clear signage, comfortable seating, and good acoustics benefit everyone.
The Impact of Inclusivity on Brand Reception and Image
Hosting an inclusive and accessible event shows your guests that your brand is considerate of its clients’ needs. When you make inclusivity a priority, you’re saying, “Everyone is welcome here.” This resonates with attendees, with and without disabilities.
Companies that champion accessibility see a big increase in positive brand perception. The top 10% of the most inclusive brands in the US are perceived as more innovative, visionary, caring and helpful.
It’s not just good karma; it’s good business. Here’s why:
- Attendee loyalty from those who feel included and valued
- Positive word-of-mouth from happy participants
- Social responsibility reputation
- Potential for new markets and revenue growth
When you make accessibility a part of your event planning, you’re creating an inclusive environment where everyone is comfortable, which ultimately contributes to the success of the event.
Core Accessibility Features for Any Event
There are some basics you can’t skimp on at an inclusive event. These mostly entail the must-have accessibility features for events, so everyone can enjoy the gathering., so everyone can enjoy the gathering.
Physical access is key. Our accessibility tips for event planners start with checking the basics such as venue allowance for ramps, wide doorways, and elevators that work.
But don’t stop there!
Sensory considerations are just as important. Event accessibility essentials extend to assistive listening devices, sign language interpreters and materials in alternative formats like Braille or large print will make your event special for all your attendees. And don’t forget about the often overlooked digital accessibility—your event website and registration process should be as accessible as your physical space.
Must-Have Physical Accessibility Features
Physical accessibility should reflect the requests that all guests have. While basics such as ramps and pathways should be set up already, you might have to dive deeper with custom additions that certain attendees require. Some examples of this include:
Wheelchair accessible entrances and pathways
Accessible parking (lots of it!)
Elevators that can fit a wheelchair comfortably
Restrooms with grab bars and space
You can also improve the experience with adjustable height tables, clear signage that has high-contrast materials, and quiet areas for sensory breaks. Remember, it’s not just about ticking boxes; it’s about creating a space that allows everyone to participate equally without feeling disadvantaged
Sensory Accessibility Tools and Resources
Hosting an accessible event goes beyond just ramps and elevators. Almost 17% of the population has symptoms of sensory processing challenges.
Dyslexia, autism, ADHD, and other neurodivergent conditions greatly affect a person’s ability to engage with traditional event design, such as noisy theaters, crowded rooms, or interactive networking.
To cater to these people with neurodivergence, you should provide sensory-friendly environments, quiet areas of respite when needed, and prior notice of changes to schedules or routines. For certain people, sensory overload can make a party very uncomfortable.
What can an event planner do?
Consider offering noise-canceling headphones or quiet zones for those who need a break from the noise.
Lighting plays a big part in sensory overload. Choosing adjustable lighting options can make all the difference.
Provide fidget toys or stress balls at registration. They’re not just fun; they’re lifesavers for some attendees. Don’t forget that a little thought goes a long way towards making someone’s day.
Planning Your Event with Accessibility in Mind
Let’s get into the finer details of planning an accessible event. It’s not rocket science, but it does require a bit of foresight and attention to detail. Put yourself in the shoes of attendees with different abilities—what do they need to fully participate?
You need to get ahead of potential barriers before they become barriers. From choosing a venue to designing your event flow, accessibility should be built into every decision you make. Trust us, your future self (and your attendees) will thank you for it.
Create an accessibility checklist for your event. This might include:
Venue accessibility features
Communication accommodations
Sensory considerations
Staff training needs
Emergency procedures for all abilities
Accessibility isn’t one size fits all. Be flexible and be prepared to adapt as needed. And don’t be afraid to ask for help; there are plenty of resources and experts out there to help you make your event inclusive.
Steps to Ensure Comprehensive Accessibility
If you want all your attendees to contribute equally and experience your event to the fullest, you must ensure comprehensive accessibility. Start by conducting an accessibility audit of your venue and event plans.
This means going beyond the basics and getting into the minute details:
Create a diverse production team and consult people who understand different disabilities
Write an accessibility statement and communicate it to all stakeholders
Train your event staff on disability etiquette and how to support attendees with different needs
Accessibility challenges can ruin your event and your reputation. Stay flexible and be prepared to adapt on the fly—that’s what hosting a great event is all about!
Incorporating Accessibility from the Ground Up
Building accessibility into your planning from day one isn’t just smart; it’s necessary. Don’t treat it as an afterthought; make it a priority for success.
Assemble a diverse planning team of people with different abilities. Their input is pure gold! Then scrutinize every aspect of your event through an accessibility lens:
Venue: Is it inclusive for all?
Marketing materials: Can everyone access and understand them?
Registration process: Is it easy for people with different needs?
On-site experience: Have you thought of all the potential barriers?
Accessibility in Virtual and Hybrid Events
Accessibility is an important aspect of virtual and hybrid events as well. Here’s how you can make these events accessible.
Your presentations must meet specific color contrast ratios. This will make them accessible for participants with visual impairments, like color blindness.
Not everyone attending your virtual event can see or interpret the presentation, so, ask presenters to take them through the visual content.
If you hire a sign language interpreter, ensure they’re always on screen. The screen size should be an appropriate size to be legible.
If you’re unsure how to ensure event accessibility, ask attendees about their specific needs during registration.. It’s a simple step that can make all the difference.
Quick Checks for Virtual Events
When organizing an accessible virtual event, consider these factors:
- Including what platform or virtual form you’ll be using in the invitation. This helps participants plan for any assistive needs.
- Consider ensuring a telephone-based teleconferencing connection is available for participants who can’t use virtual event technology or a plugin.
- Make sure that there’s an IT accessibility point person who can help answer any questions before and during the event.
- Do a thorough check of the presenter’s audio and video quality. Ensure presenters are wearing a headset for clarity.
- Make sure all presenters and videos have captions.
- Using a pre-recorded video allows you and your AV team to create the right captions. It eliminates the scope of technology issues that can occur during live virtual events.
Information and Communication Accessibility
What’s the point of having all these great features if no one knows about them? Clear communication is crucial to making sure everyone knows what’s available.
You can plaster your accessibility info everywhere—your website, registration forms, marketing materials, you name it. Be specific about what you’re offering.
For instance, include a simple line in your posters or flyers printed in black text on a lighter background that says, ‘The venue is wheelchair accessible’ or ‘A sign language interpreter will be present at the event. On the day of the event, check if the fonts used in the presentation are large enough to be read from all the seats.
You should also assess if the images are of high quality and the messaging is clear. In the same way, you should make sure that there are enough seats reserved for audibly impaired delegates in the front row. This will help them see the sign language interpreter. Use the correct lighting and background to ensure that the interpreter’s face and hands can be seen from the stage.
Consider having an “accessibility desk” by the entrance. Let registered attendees know that they can ask the desk attendant for extra help if they face any problems.
Technology and Accessibility Solutions for Events
From mobile apps that guide visually impaired attendees to AI-powered real-time captioning, the possibilities are endless in event technology. These tools aren’t just cool gadgets; they’re game changers for inclusion. Consider virtual reality tours for those who can’t physically get to the venue or augmented reality signage that adapts to individual needs.
And let’s not forget the basics: good old reliable Wi-Fi and charging stations. After all, what’s the point of a cool assistive device if it runs out of battery mid-event?
Check out these tech solutions for accessible events:
Smart badges with accessibility preferences
Customizable event apps with accessibility features
Live transcription for presentations
Wayfinding beacons for indoor navigation
Remember, technology should support the human experience, not replace it. The best event staffing teams know how to marry high-tech with old-school hospitality.
How Technology is Evolving to Enhance Accessibility
Inclusion and accessibility have been at the core of many of the latest technological innovations. We’re seeing some game-changing tech that is making events more inclusive than ever. Tools that provide real-time captioning make every word crystal clear for hearing-impaired attendees.
Haptic feedback wearables guide visually impaired guests through your venue. These tools make everyone in the audience feel connected to an authentic experience. Virtual reality brings your event to those who can’t physically attend. These tech marvels are breaking down barriers and opening doors for everyone to join the event.
Training Staff for Accessibility Awareness and Management
It’s not enough to have all the fancy gadgets and ramps if your team doesn’t know how to use them or interact with attendees of all abilities.
Comprehensive accessibility training is not an option when hosting an inclusive event. Here’s what you should cover:
Disability etiquette and communication
Use of assistive devices and technology
Emergency procedures for guests with disabilities
Handling accessibility requests and complaints
Remember, an empowered staff is your secret weapon for a truly inclusive event. They’re the ones on the front lines, making sure every attendee feels welcome and valued.
Role of Staff in Maintaining an Accessible Environment
Your event staff aren’t just there to look good; they’re a big part of the accessibility experience. A well-trained team can create an inclusive atmosphere, so don’t skimp on the prep work. Empower your team to assist attendees of all abilities, from operating assistive tech to communicating with diverse guests.
Accessibility is an ongoing commitment. Encourage your staff to be proactive problem solvers, always looking for ways to make the experience better for everyone. After all, a smile and a helping hand can turn a good event into a great one.
Handling Accessibility Requests and Feedback
No matter how well you plan, you can’t anticipate everything. That’s where handling accessibility requests and feedback like a pro comes in. The important thing is to make all your guests feel seen and heard.
Set up an accessibility hotline or email address for pre-event inquiries. During the event, have an accessibility expert on standby. And don’t forget the post event survey—it’s your roadmap for future events. Remember, flexibility is key. Be ready to pivot on a dime if someone needs an unexpected accommodation.
Actionable Steps to Process Accessibility Requests at an Event
How can you seamlessly handle accessibility requests? First things first, set up an accessibility hotline or email; it’s a game changer.
During the event, have your accessibility expert on standby, ready to swoop in and save the day. Here’s your quick-fire action plan:
Listen actively and empathetically
Clarify the need
Offer solutions, not excuses
Follow up
Document everything.
To supplement this, look for trained event staff services that can handle tricky situations with ease.
Utilizing Feedback to Improve Future Events
Feedback is your secret weapon to level up your accessibility game. Don’t just file those post event surveys away; they’re vital information for your next event. Dive into the comments, especially from attendees with disabilities. Their feedback can be an eye-opener.
Look for patterns and pain points. There could be feedback about the signage or the audio levels. These comments are your guidelines for hosting a successful, accessible event. Analyze them and keep a record to use in your next event. And hey, don’t forget to celebrate the wins! Positive feedback is just as important for refining your approach.
Remember, accessibility is an ongoing journey. Each event is an opportunity to learn and grow so your next event can be even more inclusive.
Legal Guidelines and Standards for Event Accessibility
While understanding all the legal guidelines might seem overwhelming, understanding them is your ticket to creating truly inclusive events.
Let’s break it down into manageable chunks:
ADA Compliance
Section 508 of the Rehabilitation Act of 1973: If you do business with a US Federal Agency, you need to comply with this Section. It mandates that these agencies must provide disabled members with access to electronic and information technology.
Web Content Accessibility Guidelines (WCAG): Your go to for digital accessibility
These regulations are essential to making your event accessible to all participants. They also help you avoid expensive lawsuits.
Understanding ADA Requirements for Events
The Americans with Disabilities Act isn’t just a legal hurdle to jump over; it’s your key to creating events that welcome everyone.
Here’s what it deems necessary for accessibility:
Access to entrances and exits—free from obstruction
Access to goods and services
Access to restrooms
Access to all amenities
ADA compliance offers guidance on how to ensure event accessibility by making reasonable accommodations ensuring everyone can join the party.
So put on your thinking cap and get creative; your attendees will thank you for it!
Global Accessibility Standards and Compliance
Accessibility is a global movement, and staying on top of international standards is key for any smart event planner. When you’re hosting an international event, you must know the global accessibility standards and compliance. Beyond the ADA there’s a whole world of guidelines to consider:
Web Content Accessibility Guidelines (WCAG): These are technical standards on web accessibility developed by the W3C. They represent an international standard developed by many different stakeholders, including disability organizations, government, industry, and accessibility research organizations. WCAG aims to make websites, apps, electronic documents, and other digital assets accessible to people with a wide range of disabilities.
ISO 21542: International standards for building construction accessibility
- UN Convention on the Rights of Persons with Disabilities: A global framework for inclusivity
These are your guide to creating truly inclusive events that welcome attendees from around the world. Embrace these standards and you’ll be speaking the language of accessibility.
Lessons Learned from the Top Accessible Integrations at Events
The Paris Olympics is a great example of a large-scale event that’s focusing on accessibility and inclusivity. They’ve introduced Vision Pad, a tactile tablet designed to help those with visual impairments.
It has a moving magnetic ball, representing the ball in play on a court or a field. The audience runs their fingers across the tablet to track the movement of the ball.
They also have other technologies, including an app that helps visually impaired people find their seats on trains, and a low-vision helmet that lets users zoom in on an athlete, race or action. The audience can wear it on their eyes, like a VR headset. It’s connected to the venues’ broadcast feed, so users can switch between live-action and televised coverage.
Conclusion
As we’ve seen, event accessibility isn’t just a legal requirement—it’s a way to create truly inclusive experiences. From physical accommodations to cutting-edge technology, the landscape of accessible events is changing.
Remember, accessibility benefits everyone, not just people with disabilities. Embracing these essentials helps you expand your audience and the experience for all attendees.
Now that you’ve understood how to ensure event accessibility, are you ready to level up your event planning? Start implementing these accessibility features today and watch your events become inclusive and unforgettable for everyone.
You found the perfect venue with accessibility features and thought of every small detail. But what happens if your event staff isn’t equipped to handle the needs of those with disabilities?
This could affect the event experience and damage your reputation. That’s why you must hire a team of event staff that’s courteous and trained to seamlessly handle an accessible event.
Contact Premier Staff to find the right team for your accessible event.
