Did you know that in the United States, as many as one in four adults lives with some type of disability? According to the CDC, many Americans experience a wide variety of challenges, ranging from hearing and visual impairments to mobility limitations, cognitive disabilities, and beyond.

In a world that celebrates diversity and inclusion, ensuring that all of your events are fully accessible should be a top priority of every event planning strategy — and according to the Americans with Disabilities Act (ADA), it’s a legal requirement, even for these classified “temporary” events.

Whether you’re in charge of organizing a conference, seminar, concert, or any type of gathering, accommodating the needs of all your attendees, regardless of their capabilities, is not just a legal obligation but an absolute imperative. By incorporating accessibility considerations early on in the event planning process, you can begin to foster an environment where every one of your attendees feels welcomed, valued, and able to participate fully.

Understanding Accessibility in the Events Space

Your goal should always be to offer your attendees an equitable experience at your event — that means equal access to the same content, connections, and conversations. Designing an equally accessible event isn’t about changing your event strategy but rather proactively designing an event that makes all attendees feel considered and comfortable from start to finish.

There are so many benefits to throwing accessible events, such as expanding your audience to include new perspectives and help push the world towards a fully accessible future for all.

Broadening Audience Reach

By prioritizing accessibility, you have the opportunity to open your doors up to a wider audience. People with disabilities, as well as their friends, families, and supporters, are more likely to attend events that cater to everyone’s needs equally.

Plus, these accessibility measures will also attract any individuals who may have previously been hesitant to participate because they were concerned about being fully accommodated. Broadening your event’s reach not only increases attendance but also enriches the diversity of perspectives and experiences within your community, which is incredibly important.

Creating a Fully Accessible Future for All

You may not have thought about it before, but events serve as platforms for social change and cultural transformation. Taking a step towards integrating accessibility into your own event planning processes can set off a chain reaction.

By taking the time, energy, and money to demonstrate a commitment to equity, inclusion, and social responsibility, your organization can inspire others to follow suit. Promoting accessibility fosters a culture of empathy and understanding, which in turn will continue to challenge societal norms and stereotypes surrounding disability, an essential element to changing the world we live in for the better.

And doing all of this and more is so much easier to do than you might originally think.

Start Incorporating Accessible Ideas Early in the Event Planning Process

The number one thing you can do to plan an accessible event successfully is to incorporate accessibility considerations into your event planning process from the start. Open dialogue with those in your community who live with disabilities or have a background in accessible solutions to identify gaps in your existing event plans and find the right solutions.

Create policies and procedures that empower your attendees to cancel ahead of time without penalty and purchase tickets based on income or with the offer of financial assistance. All safety planning must consider all of your attendees and include a plan for those with limited mobility to leave your event quickly and safely in case of an emergency.

Offer Readily Available Aids and Services

Under the ADA, event organizers are required to modify their policies and procedures to make sure they don’t discriminate against someone with disabilities, even if unintentionally.

This means providing auxiliary aids and services to those who need them. Examples of this can include:

• Large print or Braille material
• Assistive listening systems
• Qualified sign language interpreters
• Telecommunications devices
• Open/closed captioning

Design the Space Intentionally

The design of the event space must be open and readily accessible throughout. This is often the primary issue that those with disabilities encounter when attending events — the space and seating arrangement.

This can make or break someone’s ability to attend your event. Think about it: someone lives with chronic pain, and they’re expected to cram into an auditorium filled with hard, cold folding chairs and sit for hours at a time. Or someone needs to be able to navigate their wheelchair or mobility aid through a densely packed event but cannot find a convenient place to sit for the session where they can hear and see everything.

You want to ensure your space and seating arrangements are suitable for all bodies and abilities, making it as easy as possible for people to find a comfortable place to call their own while attending your event. Consider posting signs in corridors and other narrow access areas to avoid people congregating to chat in these throughways.

And don’t forget the restrooms — these need to be wheelchair accessible and include grab bars. In an ideal world, you would also offer family restrooms or gender-neutral bathroom options. It would also be helpful for the lavatories to be located close to where the event is taking place because requiring a long trek to get to a restroom can be cumbersome for many.

Parking is something else you need to think about. Does your venue offer handicapped parking options? Is it located near public transportation? How will transportation to and from the event affect all of your attendees?

Other Important Considerations

If you plan to offer food and beverages at your event, be transparent about the ingredients so all attendees feel comfortable making decisions.

Welcome service animals to your event by including them in your event policies and marketing communications and offering accessible outdoor areas for them to relieve themselves.

It’s also important to educate your event staff on disability etiquette, communication strategies, and emergency procedures. After all, you want your team to help create the most inclusive event atmosphere possible!

At the end of each event, be sure to collect feedback from all attendees to identify areas for improvement and inform future planning efforts.

Ultimately, making your events accessible is a massive benefit for all attendees, not just those with disabilities. Considerations such as wheelchair ramps, sign language interpreters, captioning services, and accessible restrooms not only accommodate individuals with disabilities but also enhance the overall event experience for everyone.

For instance, captioning services benefit not only individuals who are deaf or hard of hearing but also those who may have difficulty following complex content or are visual learners.

Prioritizing accessibility in your event planning is not just about compliance; it’s about creating inclusive spaces where everyone can participate, contribute, and belong. Together, let’s build a more inclusive world, one event at a time.