At the heart of event planning is the goal of delivering something that offers value to everyone present.
That means that planning with the needs of all of your attendees, including those with disabilities, in mind, is a big part of your job as an event planner.
Of course, ensuring accessibility is more than an ideal; it’s required by law. But beyond that, making sure all of your attendees feel they belong—and can participate fully—is part of what makes an event a success.
Accessible events:
-Increase attendance and engagement.
-Enhance the hosting company or organization’s reputation for inclusivity.
-Tap into diverse perspectives and talents.
-Create a more positive experience for all attendees.
-Demonstrate corporate social responsibility.
Understanding the importance of accessibility sets the foundation for creating truly inclusive events that benefit both the attendees and the organizing company or organization.
Providing accessibility is completely doable, but it does take some thought and planning. To help you, we’ve put together some information and strategies to keep in mind during your planning process.
PHYSICAL ACCESSIBILITY CONSIDERATIONS
When we mention legal accessibility requirements, we’re referring to those outlined in the Americans with Disabilities Act (ADA), the federal civil law passed in 1990 and amended in 2008. We aren’t taking a deep dive into the ADA here, except to say that event organizers must guarantee accessibility throughout an event venue, including seating areas, restrooms, parking, and routes throughout the venue.
Your to-dos, when it comes to ensuring physical accessibility to your event, will include:
-Choosing venues with step-free access, elevators, and wide doorways.
-Providing accessible parking spaces close to the entrance.
-Ensuring clear, obstacle-free pathways throughout the venue.
-Offering a variety of seating options, including spaces for wheelchair users.
-Installing temporary ramps if needed.
-Ensuring accessible restrooms are available and clearly marked.
-Considering the height of registration desks, buffet tables, and interactive displays.
-Providing adequate lighting in all areas.
-Offering assistance for navigation, like guided tours or clear signage.
-Considering accessibility for outdoor areas or off-site activities.
SENSORY CONSIDERATIONS FOR NEURODIVERGENT EVENT ATTENDEES
Accessibility isn't just about ramps and parking spaces. It's about recognizing the diverse ways people experience the world and designing events that cater to a wide range of needs.
For neurodivergent individuals, who may process sensory input and information differently, certain environments or stimuli can be overwhelming or distracting.
Here are some key considerations.
Provide Quiet Areas
Designate quiet areas where attendees can decompress and recharge. These spaces should be furnished with comfortable seating, have low lighting, and be free from distractions like loud music or flashing lights. Consider offering noise-canceling headphones or earplugs for those who need additional sensory control.
Reduce Sensory Overload
-Lighting: Opt for soft, adjustable lighting instead of harsh fluorescent lights or strobes.
-Sound: Keep music and announcements at a moderate volume. An additional possibility is to schedule a "quiet hour" with reduced noise levels.
-Visuals: Avoid excessive decorations or clutter that could be visually overwhelming. Use clear signage with simple fonts and graphics.
Plan for Varied Learning Styles
Keep in mind that your attendees might process information differently. Some may prefer visual aids, while others could prefer auditory or kinesthetic learning experiences.
Think about polling attendees beforehand to gauge their preferred learning styles and tailor your presentations and materials accordingly. This could include offering handouts, visual presentations, interactive activities, or a combination of formats.
Sensory Map
Provide a sensory map of the event space, indicating areas with potential sensory triggers (e.g., loud music, flashing lights) and quiet areas where attendees can retreat if needed.
Sensory-Friendly Sessions
If possible, offer sensory-friendly sessions with dimmed lighting, reduced noise levels, and breaks for movement or stretching.
Additional Considerations
-Clear signage: Use clear, concise signage with easy-to-read fonts and simple graphics to help attendees navigate the event space.
-Predictable schedules: Publish a detailed schedule in advance and stick to it as closely as possible to help attendees anticipate transitions and plan their time.
-Communication options: Offer multiple ways for attendees to communicate their needs, such as email, text, or a dedicated event app.
COMMUNICATION AND INFORMATION ACCESSIBILITY
For attendees with diverse needs, accessible communication and information can make the difference between a positive or frustrating experience.
Here's how to ensure your event is clear, easy to navigate, and accessible to all:
Provide Materials in Multiple Formats
Not everyone consumes information in the same way. Offering various formats satisfies diverse needs and preferences. Possibilities include:
-Offering print materials in large print and braille.
-Providing digital materials in accessible formats like PDFs, Word documents, or EPUBs.
-Offering audio recordings of printed materials for those who prefer auditory learning.
Share Websites and Digital Materials That Are Screen Reader-Compatible
People with visual impairments rely on screen readers to access digital information. To accommodate them:
-Use descriptive alt text for images.
-Follow web accessibility guidelines like WCAG.
-Test your website and materials with screen readers to identify and fix issues.
Offer Sign Language Interpreters and Live Captioning
Deaf and hard-of-hearing attendees need these services to fully participate. A few things to do and keep in mind include:
-Hire qualified sign language interpreters and captioners.
-Clearly advertise these services in your event promotions.
-Position interpreters and captioning screens for optimal visibility.
ACCOMMODATING SPECIFIC NEEDS: GOING THE EXTRA MILE FOR A WELCOMING EXPERIENCE
Every attendee is unique, so flexibility and a willingness to accommodate individual needs are important for creating a truly inclusive event. Here's how to go above and beyond to ensure everyone feels welcomed and supported:
Embrace Flexibility and Adaptability
Be prepared to make adjustments on the fly by having extra seating, assistive devices, or alternative materials readily available.
It also would be helpful to offer flexible attendance options like partial-day attendance or virtual participation for those who can’t attend the full event in person.
Provide Multiple Channels for Communication
-Before your event: Create a dedicated email address or online form where attendees can confidentially share their needs and requests.
During the event: Have knowledgeable staff on hand to answer questions and help.
-Offer a "buddy system": Pair attendees who might need assistance with volunteers or other attendees who can provide support.
Consider Food and Beverage Options
-Go beyond labeling allergens. Provide detailed ingredient lists and offer a variety of options to accommodate dietary restrictions, preferences, and sensory sensitivities.
-Clearly indicate gluten-free, vegan, vegetarian, and other dietary options.
-Offer smaller portions or snacks for those who might feel overwhelmed by large meals.
TECHNOLOGY AND ASSISTIVE DEVICES: LEVERAGING INNOVATION FOR GREATER ACCESS
Technology can be a powerful tool for enhancing accessibility and creating a more inclusive event experience. Consider these innovative solutions:
-Offer assistive listening devices to attendees with hearing impairments. This could include FM systems, hearing loops, or personal amplifiers.
-Provide event apps with accessibility features. Choose apps that are compatible with screen readers and offer adjustable font sizes and high-contrast modes. Include features like real-time captioning, audio descriptions of visual content, and wayfinding tools.
-Provide virtual reality (VR) tours of the venue in advance to help attendees familiarize themselves with the space and plan their route.
-Use QR codes to link to accessible versions of printed materials, websites, or other digital resources.
-Offer real-time transcription services through mobile apps or dedicated devices to support attendees who are deaf or hard of hearing.
-Implement indoor navigation systems using beacons or GPS to help attendees with visual or cognitive impairments navigate the venue.
CONTINUOUSLY REFINE YOUR APPROACH TO ACCESSIBILITY
As you implement these strategies, remain open to feedback and continuously seek ways to improve. Think about conducting post-event surveys specifically addressing accessibility and encouraging attendees to provide real-time input during your events.
It’s also worthwhile to stay updated on the latest accessibility guidelines and technologies and to share best practices and lessons learned with other event planners.
Your efforts will result in richer, more diverse, and ultimately more successful corporate events.
The Bell Tower on 34th is an elegant, accessible event space with valet parking and onsite security serving the Greater Houston area. Our central location is a short drive from the Galleria area and the Houston Heights area.
Learn more about holding a corporate event here.
The Bell Tower on 34th
901 W 34th St, Houston, TX 77018
(713) 868-2355