Maximize Event Accessibility and engagement for events -

Graphic of a. person in a wheelchair facing flight of stairs - Handy Entertainment

Why make it more difficult?

Maximize event accessibility

When you maximize event accessibility and include those with invisible disabilities, you increase your reach while creating a premium environment.

Planning
Event design
Technology

Event planners work magic behind the scenes. They pull everything together to create an exciting, welcoming environment. To create accommodating events, make accommodation a part of your planning process from the very start.

PLANNING

Are your guest accommodations welcoming to people with disabilities, including those with ‘hidden’ disabilities? Most U.S. hotels, motels, inns, etc. include accommodations that are ADA (Americans with Disabilities Act) compliant. In fact, all accommodations designed or constructed after January 26, 1993 are required to be ADA compliant.

How can you make it easy for your attendees from the start? Provide them with an accessibility statement and point of contact in event announcements and invitations. Include clear instructions on how to request accommodations. You’ll want to clarify deadlines for requests for special accommodations and avoid disappointment or avoid confusion. (Scroll to the end for two examples!)

Share details about lodging and transportation accessibility with out-of-town guests.

EVENT DESIGN

The best event designs unify and refine your event. You’ll want to make sure that acoustics, lighting, and climate all contribute to making your event as comfortable and inviting as possible–for everyone.

Prioritize details that contribute to guests’ ability to see, hear, and fully participate in your event.

Ideas to help create a supportive environment:

Thoughtful seating arrangements
Unobtrusive decor
Easily available and accessible information
Pre-event questionnaires outlining accessibility options

Take it a step further and add personalized event entertainment to make sure ALL your guests can participate. Strolling entertainers make accessibility a breeze for those with mobility impairments–the entertainment comes to you!

TECHNOLOGY

If you have visual or audio enhancements for your event (for example, slideshow or speaker), share a list of additional services, assistive technology, or accommodations you can provide.

Examples:

American Sign Language interpreters
CART services (Real time closed-captioning is more accurate than computer generated captions)
Visual and auxiliary aids
Assistive communication devices

Provide information in alternative formats (large print, braille, or pre-recorded audio, for example). For example, if you are presenting text, use a mic and read it aloud while facing the audience.

Although this list isn’t exhaustive, it’s a great place to start.

Be open to learning new ways to deliver a positive, coequal experience to each guest. (Or, as we like to say, keep inviting everyone to the table.)

Below are two documents you can use to support your events from the get-go.

Happy planning!

SAMPLE ACCESSIBILITY CHECKLIST

PLEASE LET US KNOW HOW WE CAN ENHANCE YOUR PARTICIPATION!

___ Advance copy of slides to be projected

___ Allergies

List: ________________________

___ An assistant will be accompanying me.

___ A service animal will be accompanying me.

___ Assistive listening device

___ Braille

___ Captioning

___ Dietary Restrictions

List: __________________

___ Gender neutral bathroom

___ Lactation room

___ Large print

___ Orientation to facility

___ Reserved front row seat

___ Scent-free room

___ Wheelchair access

___ Wheelchair access to work tables throughout meeting space

___Sensory room

___Quiet room

Other: ________________________________

Provide an accessibility statement with a point of contact.

SAMPLE ACCESSIBILITY STATEMENT

We are committed to organizing events that are inclusive to all.

To request information on accommodations and accessibility, please contact [Full name & pronouns] at [email AND phone number] when submitting your RSVP.

As a courtesy to those with allergies and environmental sensitivities, we are asking that our staff and guests please [example: avoid wearing strong fragrances].