Plan Ahead for Accessibility

Learning Objectives

After completing this unit, you’ll be able to:

Define an accessibility mindset.
Identify various accommodation requirements.
Choose vendors who prioritize accessibility.
Train event staff on accessibility considerations.

Start with an Accessibility Mindset

Planning for event accessibility involves more than just considering the physical environment of the event. An accessibility mindset means that from the very first planning stages, you’re considering the ways that your attendees engage with the world around them. The goal is to create an event that everyone can attend, engage with, and benefit from. There are many different audiences and accommodations to consider, and many ways to make events more comfortable for your attendees.

An accommodation is assistance that allows a person to fully participate successfully and with dignity. Outside the US, accommodations are sometimes referred to as adjustments.

Consider Disabilities and Accommodations

Use the interactive table below to learn about disabilities and accommodations to consider for those affected.

To understand your audience’s needs and prepare to meet them, let attendees request accommodations when they register. Confirm requests when possible. If a request can’t be met, suggest alternatives.

Sample language to use in your registration materials: “Please let us know if you need any accommodations related to a medical condition or disability. All responses are confidential.”

Ask guests what accommodations they require, not what disability they have. Remember that a person’s disability is private. Without permission, do not disclose any personally identifiable information.

Team Insights on Accommodations

Illustration of Cala.

“What really helps me at events is getting detailed information about the venue beforehand–like floor plans, room numbers, and landmarks. This way, I can form a mental map and navigate the space more independently. It makes my experience smoother and more enjoyable." —Cala

Illustration of Amy.

“As a deaf person, captions and lip-reading are crucial accommodations for me at events. However, some Deaf individuals may use sign language as their primary form of communication, and every effort should be made to accommodate the method that works best for each person.” —Amy

Select Venues and Vendors

When selecting venues and vendors for events, find partners who prioritize accessibility and inclusion. Here's what to look for.

Transparent accessibility information: Choose venues that openly detail their accessibility features including information about ramps, elevators, accessible restrooms, and auditory assistance systems. Look for venues that provide floor plans highlighting accessible routes and facilities.

Caterers with inclusive options: Opt for caterers who are upfront about offering a range of dietary options that accommodate food sensitivities and preferences. Ensure they are knowledgeable and can confidently handle cross-contamination concerns.
Commitment to inclusive practices: Prioritize partners who show a commitment to inclusivity. This can be through their mission statement, past event experiences, or customer reviews.
Staff training and awareness: Inquire about the training level of staff in terms of disability awareness and assistance. Well-trained staff can significantly enhance the accessibility of an event.
Feedback and recommendations: Look for reviews or ask for referrals regarding a venue or vendor's accessibility accommodations.
Customization and flexibility: Assess the willingness of vendors to customize their services to meet specific accessibility needs.

Team Insights on Choosing a Venue

Illustration of Lucia.

“At many events, the only seating options for wheelchair users are at the extreme front or the back of the room, which isn’t always ideal. I appreciate when there are thoughtful mixed-seating arrangements in breakout rooms, so I can choose where I sit like everyone else. It’s a small change that significantly impacts my experience." —Lucia

Illustration of Kurt.

“I’ve been to events where the conference rooms had sound spilling in from other areas, so it was hard to concentrate on what was going on in our room. A venue with better soundproofing or the option to have louder areas away from smaller meeting rooms would be ideal”. —Kurt

Train Staff

A man in a wheelchair is making a request at an Event Accessibility station.

To make sure your attendees have access to accommodations, all staff working the event should be aware of them and the process to access them. Here are some suggestions for staff training based on job role at the event, to give your team members the information and tools they need.

Role	Training Required
All staff	Everyone should have strong customer service skills to handle inquiries and potential issues, including training in inclusive language and etiquette for interacting with guests with disabilities. They should know what accommodations are already in place and how to request other services. Consider designating one staff member as your accessibility go-to. Everyone needs to know the basics, but this will be the person they reach out to if they need further assistance.
Check-in staff	These are often the first point of contact for attendees, setting the tone for the event. They need to be aware of the event layout, schedule, and any tools available for helping guests check in and settle into the event.
Security staff	As they may be the first people attendees turn to if they have a problem, they need to be trained on the location of elevators, quiet or parent rooms, and other accessible facilities. They must be aware of emergency response protocols and evacuation procedures, including for guests with disabilities. Consider guests with mobility issues, and also guests who cannot hear alarms, or follow signage in the event of an emergency.
Event speakers and performers	Speakers should be aware of any assistive devices that may affect their presentations. Train them to use microphones and other audio-visual presentation tools. Make them aware of any sign language interpreters or captioning. They should also be familiar with inclusive language and reminded to review their content to ensure it’s accessible.
Catering and hospitality staff	These staff should be trained on dietary restrictions and allergen information, as well as any options available for guests and how to access them. They should also know how to handle food to avoid cross-contamination.

Put Accommodations in Place

Once you know which accommodations your guests need, make a plan to implement as many of them as your budget and other event constraints allow. If any accommodation cannot be provided, inform the affected guests as soon as possible.

Create a detailed accommodations plan: This plan should outline every requested accommodation and assign responsibilities for implementation to specific team members. Include timelines for each task to ensure nothing falls through the cracks.
Work closely with vendors and service providers: Ensure that every supplier, from the audio-visual (AV) team to the catering staff, understands the importance of these accommodations.
Perform a venue check: Ideally, do this with a representative who understands the accessibility features and potential barriers. Examine the event from the perspective of attendees with various needs, such as mobility, auditory, or visual impairments.

Plan for the Unexpected

Even with the best planning, unforeseen needs can arise during the event. Have a system in place to handle last-minute requests or adjustments, ensuring that your team can respond swiftly and empathetically.

Backup for technology: Have backups ready for any technology like assistive listening devices or captioning services.
Debrief sessions: Have team meetings at the end of each day to discuss what went well and what didn’t. This proactive approach allows for real-time adjustments and improvements.
Staff mental health: Staff and volunteers can also experience anxiety or stress. If you’ve created a quiet space where attendees can take a break from the bustle of the event, let staff and volunteers know it’s available for them too.
Day-of accommodations: For attendees who may not have requested accommodations before the event, have extra capacity available. For instance, on-site wheelchairs, or extra noise-canceling headphones.

In our next unit, we cover communication strategies both before and during the event to make sure everyone is aware of the accommodations available and how to request them.

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