According to the World Health Organization, 1.3 billion (1 in 6) people experience “significant disability.” That means that when you’re planning events, there’s almost certainly a large portion of your attendees who will require accommodations. For many, accessibility is a critical piece of what makes an event enjoyable—or even possible—to attend.
So, how can you ensure you’re creating inclusive experiences? Use this event accessibility checklist to make sure you’re meeting attendees’ needs at every stage of your events.
Understanding Different Types of Disabilities
Disabilities come in many forms, from those you can see to those that are completely hidden. Some types of disabilities to consider include:
- Speech or Language Impairment: Stuttering, apraxia of speech (AOS), muteness
- Cognitive Disabilities: Brain injuries, Alzheimer’s, stroke
- Neurodivergent Conditions: Autism spectrum disorder (ASD), ADHD, dyslexia
- Visual Impairment: Blindness, color-blindness
- Hearing Impairment: Hearing loss or deafness
- Mobility Impairments: Paralysis, amputation, muscular dystrophy
- Mental Health Conditions: Anxiety, depression, bipolar disorder
- Dietary Restrictions: Celiacs disease, allergies
Event Accessibility Checklist for Planners
As an event organizer, it’s your job to consider all disabilities and thoughtfully craft an accessibility plan that ensures an inclusive environment for all attendees. Use this accessibility checklist as a guide to help!
1. Make Event Communications Accessible
From your event website and promotional materials to event content available online, ensure event details and content are accessible to all. For individuals with visual impairments, offer large print or screen reader audio aids. Include closed captioning for sessions or video content viewed online.
Beyond making your online communications accessible, don’t forget to include accessibility details on your site. Things like venue access options, transportation accommodations, and onsite audio/visual aids are crucial for attendees to know in advance.
2. Build an Accessible Event Registration Site
Just as with your event website, ensure your online registration offers audio/visual aids, and avoid using color codes, such as colored boxes to call out critical details like required fields in form fills, as these can be easily missed by color-blind attendees.
During registration, include ways for attendees to request accommodations or indicate any specific needs they may have.
3. Choose an Accessible Venue
Not only must a venue be physically accessible with accommodations like ramps, elevators, handicapped parking, and accessible restrooms, but you must also consider the venue’s location in relation to public transportation. Each attendee’s journey will look different, so consider how each attendee will reach your venue and navigate within it.
4. Offer Accessible Transportation Options
Depending on how much travel is involved in attending your event, getting to and from your venue can be immensely difficult for attendees with disabilities. Arrange accessible transportation options to and from airports, hotels, your venue, public transportation stops, and any locations where event experiences will take place, such as happy hours.
5. Offer Accessible Event Spaces
Consider the diverse needs of your attendees, and provide accommodations accordingly to ensure no one misses out on a great session or experience. Offer sign language interpreters or captioning services for individuals with hearing impairments. Provide seating options for individuals with mobility limitations, and ensure all event spaces are easily accessible. Make sure the event space is well-lit to accommodate attendees with visual impairments, and avoid flashing or strobe lights that might negatively affect some attendees. For those needing a break, offer wellness spaces to quiet the noise for a while.
6. Offer or Ensure Compatibility with Assistive Technology
Assistive technology, including communication devices, accessibility apps, listening devices, and more, is imperative for many attendees and must be considered in your planning. If you can, offer as many assistive technology options as possible, but also ensure your website, audiovisual equipment, and event app are compatible with as many of these external tools as possible.
7. Offer Food and Beverage Accommodations
While dietary preferences are a choice, there are those with dietary restrictions that should be considered, including gluten-free, allergen-free, dairy-free, nut-free, etc. Ensure food and beverage items are clearly labeled with their ingredients, and offer options free of common allergens.
8. Train Staff on Your Accessibility Plan
Event staff should not only be trained to assist anyone who needs accommodations, but they should be aware of every part of your onsite accessibility plan. Have your staff memorize the locations of accessible bathrooms, elevators, and transportation pickups. If you’ve incorporated accessibility correctly, every staff member will hold a piece of the puzzle, from your tech team to your catering staff.
9. Ask for Guidance from Attendees
Give your attendees ample opportunity to tell you what they need. Offer form fills during registration to make accessibility requests. Strategically place accessibility representatives or help desks on site to answer questions or direct people. Collect post-event feedback through your event platform to hear how you can do better next time.
Planning accessible events is crucial to providing an inclusive experience for all attendees. By following this checklist, you can create an event that is accessible, welcoming, and enjoyable for everyone. Remember, accessibility should not be an afterthought but an integral part of event planning from the beginning.
For an in-depth guide on how to make your events accessible to all attendees, check out Cvent’s eBook: The Big Book of Event Accessibility.
