Creating an increasingly diverse and inclusive workplace means ensuring accessibility for all, including people with disabilities. For employers and event organizers, creating accessible events is more than just complying with legal requirements — it’s about fostering a welcoming environment where everyone feels valued and able to participate fully. Whether you’re hosting a meeting, conference, training session or community event, these steps can help ensure your event is inclusive and accessible to all.
1. Understand the Legal Requirements
Before diving into the logistics, it’s essential to understand the legal obligations. In the U.S., the Americans with Disabilities Act (ADA) provides clear guidelines on accessibility in public spaces. These laws cover everything from physical accessibility to communication aids. While these provide a foundation, they should be viewed as the minimum requirement. Striving beyond compliance will ensure that your event is truly inclusive.
2. Choose an Accessible Venue
When selecting a venue for your event, accessibility should be a top priority. Consider the following aspects:
- Physical Accessibility: Ensure the venue is wheelchair accessible. This means step-free entrances, wide doorways and accessible restrooms. Make sure elevators are functional and available, and ensure pathways are clear and wide enough for all types of mobility aids including canes, crutches, walkers, scooters, segways and wheelchairs.
- Seating Arrangements: Reserve seating near the front for individuals with disabilities, ensuring that they have easy access to interpreters, entrances, exits and restrooms.
- Parking and Transportation: Ensure accessible parking spaces are available near the event entrance. If public transportation is an option, check that it’s accessible for attendees using mobility aids.
It’s best to visit the venue ahead of time and check these elements yourself to make sure the space is truly accessible. This will also help you be able to answer questions about the venue and make appropriate signage.
3. Provide Clear and Accessible Communication
Communication is a key element in making your event accessible. From pre-event marketing to materials provided during the event, all communication should be inclusive.
- Pre-Event Communication: Include accessibility information in all your event materials. Provide clear instructions on how to request accommodations, such as sign language interpreters, assistive listening devices or materials in alternate formats (e.g., braille or large print). Ensure that registration forms allow attendees to indicate any specific accessibility needs they may have. Don’t forget to include a deadline for accommodation requests. You don’t want to try to find an interpreter the day before the event!
- Digital Content: If your event has an online component, ensure your website and registration process are accessible to screen readers. Offer materials in accessible formats and captions for all video content.
- Signage and Visuals: During the event, make sure signage is large, clear and easy to read. Use high contrast colors and simple fonts. Visual aids and presentations should be accessible by including captions, descriptive alt-text and readable fonts.
4. Incorporate Assistive Technology
Assistive technology can enhance accessibility at events and help attendees with disabilities participate fully. We understand that these options can be cost prohibitive, but as we move towards a more inclusive world, we can start to implement these resources! Keep in mind that people may request these features, and it’s the best way to learn how to provide them!
- Hearing: Provide assistive listening devices and ensure that any audio used during presentations is amplified and clear. If your event involves speakers or a panel, hire sign language interpreters and ensure that real-time captioning is available.
- Visual: Ensure that all digital and printed materials are available in accessible formats like large print, braille or electronically accessible documents. Use audio descriptions where needed, and provide tactile materials when possible.
- Neurodiversity: Use plain language in both written and spoken communication. If your event has a lot of information, break it into smaller, digestible pieces. If you aren’t familiar with plain language, run your content through ChatGPT and give the prompt to: “rewrite this content utilizing plain language.”
5. Train Your Staff and Volunteers For Accessible Events
It’s not enough to ensure that your venue and technology are accessible; your staff and volunteers must be prepared to assist attendees with disabilities in a respectful and knowledgeable manner.
- Disability Awareness Training: Provide disability awareness training to your staff and volunteers. This training should cover topics like person-first language, appropriate ways to offer assistance and sensitivity to different types of disabilities (visible and invisible).
- Designated Accessibility Point Person: Assign someone on your team to be responsible for addressing accessibility needs. This person should be available during the event to assist with any last-minute accommodations or concerns.
If you need assistance training your team, HireAbility Spokane would be happy to help.
6. Create an Inclusive Program
An accessible event goes beyond physical spaces and materials — it should also consider the content and schedule of the event itself.
- Diverse Speakers and Perspectives: When planning your event, ensure that people with disabilities are represented among your speakers, panelists or presenters. This not only adds valuable perspectives but also signals your commitment to inclusivity.
- Flexible Schedules: Long, back-to-back sessions can be overwhelming for anyone! Build in breaks throughout the event, and ensure that there are quiet spaces available for individuals who may need time to decompress. Attendees will appreciate the extra time to network!
7. Solicit Feedback and Continuously Improve
After the event, seek feedback from attendees, especially those who requested accommodations. Use their input to improve future events.
- Post-Event Surveys: Send out surveys that ask specific questions about accessibility. Were their needs met? What could have been improved?
- Learning from Mistakes: If an issue arose during the event, address it directly and communicate with the attendees affected. Show your commitment to learning and making improvements for future events.
8. Promote a Culture of Inclusion
Finally, accessible events shouldn’t be an afterthought but a core part of your organization’s culture. Promote inclusion in all aspects of your work, and recognize that making your events accessible benefits everyone. When everyone can participate fully, you create richer, more diverse and engaging events.
By following these steps, employers and professionals can ensure that their events are not only compliant with legal standards but also welcoming to all individuals, regardless of ability. Accessibility is an ongoing process of learning and adapting, and the more proactive you are, the more inclusive your events will become.
Want support with making your workplace more inclusive? Reach out to us today.