Understand the Importance of Accessible Events
Learning Objectives
After completing this unit, you’ll be able to:
- Describe why accessible events are important.
- Explain legal and ethical considerations for your events.
- Discover how accessible events benefit all attendees.
Introduction to Accessibility in Event Planning
As someone who plans events, your job is to create experiences that can engage a large and broad audience. Whether you’re organizing a small workshop, a large conference, or a virtual event, accessibility should be core to your planning process. By prioritizing accessibility, you create an environment where every participant feels welcomed and valued.
If you’re not prioritizing accessibility, how much of your audience are you excluding? Exact worldwide figures are hard to come by due to differences in how data is collected, so let’s use the United States as an example. Currently, 28.7% of American adults live with a disability, including 6.2% with deafness or serious difficulty hearing, and 5.5% with blindness or serious difficulty seeing. In addition to those living with a permanent disability, there are also many people with temporary conditions (injury, pregnancy, and so on) that require accommodation.
Why Accessibility Matters
An accessible event is one where everyone, regardless of their physical or cognitive abilities, can participate fully and comfortably. It’s an event where barriers—physical, sensory, or communicational—are identified and removed.
For a marketing professional or event planner, removing these barriers is essential. When your event is accessible, you send a powerful message about your brand’s values and commitment to equality.
The benefits of getting accessibility right include:
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Broader reach: Accessible events attract a wider audience, expanding your impact for all employees.
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Increased engagement: When all attendees feel included, they are more likely to engage fully with your event, leading to better outcomes.
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Enhanced brand image: Demonstrating a commitment to welcoming and valuing all individuals can strengthen your brand’s reputation and customer loyalty.
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Legal compliance: In many regions, ensuring equal access is not just good practice—it’s a legal requirement.
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New perspectives: Welcoming different viewpoints can lead to valuable insights from a wide range of audiences.
By embracing accessibility, you’re not just holding an event; you’re shaping experiences that resonate with everyone, creating a more welcoming world.
Meet the Team
We’ve asked several Salesforce employees with disabilities to share their perspectives on what makes an event accessible for all employees. As the module progresses, they tell stories from their own experiences—highlighting events that got it right and those that fell short of meeting everyone’s needs.
Amy Wood (She/Her)
Accessible Events Program Manager
Identifies as: deaf/hard of hearing
Top accessible event suggestions for all employees: Provide captions, front row seating for lip-reading, quieter areas for networking and 1:1 conversations. These should be well-lit, with minimal noise pollution.
Lucia Rios (She/Her)
Workforce Navigators Program Associate
Identifies as: A person with spina bifida who uses either crutches or a wheelchair for mobility.
Top accessible event suggestions for all employees: Provide dedicated wheelchair seating, and share the best routes to elevators and accessible restrooms.
Cala Campfield (She/Her)
Technical Writer of Accessibility Content at Salesforce
Identifies as: Blind
Top accessible event suggestions for all employees: Share details in advance about key locations—floors, room numbers, and other important points of interest—to support easy navigation.
Kurt Iobst (He/Him)
Customer Success Manager at Salesforce, Global President: Neuroforce BRG
Identifies as: Autistic
Top accessible event suggestions for all employees: Offer a quiet zone. A space that’s dimly lit, where people can remove themselves from the noise and stimulation of the event. Ideally, this is not combined with any other private room (breastfeeding room, yoga break, and so on).
Legal vs Ethical Considerations
With accessible events, there are two main aspects to consider: the legal requirements that govern what you must do, and the ethical considerations that govern what you should do.
You need to understand what accommodations are required by law. These could include physical accessibility features for in-person events or digital accessibility considerations like captioning and screen reader compatibility for virtual events.
Ethically, it’s about making people feel included and acknowledged as a core value in your event planning.
This goes beyond checking off legal requirements. It’s about creating an environment where every attendee, irrespective of their abilities, feels genuinely respected and valued. Ethical event planning involves:
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Welcome for All: Making accessibility a key part of your event planning from the outset, not an afterthought.
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Universal design: Adopting a universal design approach where the environment and content are accessible to all, without the need for adaptation.
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Empathy and understanding: Putting yourself in the place of all potential attendees, considering the varied range of needs and experiences they may have.
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Continuous improvement: Seeking feedback from attendees about the accessibility of your events and using this information to make ongoing improvements.
“I’ve got a dual role as part of the deaf community and someone who works in event planning. That means I have a personal stake in making sure events aren’t just about checking off legal boxes. Every day, I’m learning new things—not only about my own community but also about what works for different groups. It’s all about creating experiences where everyone feels welcome and valued—that’s the real goal, way beyond just meeting standards." —Amy
Accessibility Benefits Us All
We tend to focus on how accessible events benefit individuals with disabilities, but accessibility enhances experiences for everyone. Here’s how.
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Applying universal design: The principles of universal design in event planning—such as clear signage, easy navigation, and straightforward communication—are beneficial for everyone. These elements make events more user-friendly, less stressful, and more enjoyable.
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Improved engagement and participation: Accessible events often result in higher levels of engagement. Features like captioning or sign language interpreters in presentations not only assist attendees with hearing disabilities but also help those who might have language barriers or learning differences. Additionally, virtual attendees, who might be in noisy environments or have poor audio quality, also benefit from these features.
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Creating a welcoming atmosphere: Accessibility efforts contribute to an overall welcoming atmosphere for all . When attendees see that an event is thoughtfully planned with everyone in mind, it fosters a sense of belonging and community. This encourages more open and meaningful interactions.
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Positive reflection on brand values: Implementing accessibility in your events sends a strong message about your organization's values. It shows that you are considerate, forward-thinking, and committed to equality.
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Encouraging various and broader perspectives: Accessible events naturally attract a more diverse audience. This diversity brings a new depth of perspectives, leading to richer discussions, more creative ideas, and a better understanding of various customer needs and experiences.
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Legal compliance and risk mitigation: While this is a more practical benefit, ensuring your events are accessible helps avoid potential legal issues related to non-compliance with accessibility laws. This proactive approach also demonstrates due diligence and risk mitigation.
Now that you understand the “why” of accessible events, let’s transition to the “how.” In our next unit, you learn practical steps and strategies for planning and executing accessible events.
Resources