What are some ways to design an event that is accessible to all guests?

1 Choose a suitable venue

The first step to design an accessible event is to choose a venue that meets the standards of accessibility and safety for your guests. You should consider factors such as location, transportation, parking, entrances, exits, elevators, ramps, stairs, restrooms, seating, lighting, and signage. You should also check if the venue has any special features or equipment that can accommodate guests with specific needs, such as hearing loops, braille signs, wheelchair lifts, or assistive devices. If possible, visit the venue beforehand and assess its accessibility and suitability for your event.

2 Communicate effectively

The second step to design an accessible event is to communicate effectively with your guests before, during, and after the event. You should provide clear and accurate information about the event, such as the agenda, the speakers, the activities, the location, the accessibility features, and the contact details. You should also use multiple channels and formats to communicate, such as email, phone, social media, website, flyers, posters, and videos. You should also ensure that your communication is accessible and inclusive, using plain language, large fonts, high contrast colors, captions, subtitles, audio descriptions, and translations.

4 Provide feedback options

The fourth step to design an accessible event is to provide feedback options for your guests to share their opinions and suggestions about the event. You should encourage your guests to give feedback and express their satisfaction or dissatisfaction with the event. You should also offer different ways for your guests to give feedback, such as surveys, forms, emails, phone calls, social media, or face-to-face conversations. You should also make sure that your feedback options are accessible and easy to use, using simple questions, multiple choice answers, rating scales, and open-ended comments.

5 Hire professional help

The fifth step to design an accessible event is to hire professional help if you need assistance or expertise in creating an accessible and inclusive event. You can consult or collaborate with organizations or individuals that specialize in accessibility and diversity, such as accessibility consultants, disability advocates, interpreters, translators, captioners, or audio describers. You can also seek advice or support from your network or community, such as your colleagues, partners, sponsors, or guests. Hiring professional help can help you save time, money, and resources, as well as improve the quality and credibility of your event.

6 Review and improve

The sixth and final step to design an accessible event is to review and improve your event based on the feedback and outcomes of your event. You should analyze the data and feedback that you collected from your guests and evaluate the strengths and weaknesses of your event. You should also identify the areas and aspects that need improvement or modification for your future events. You should also acknowledge and appreciate the contributions and feedback of your guests and other stakeholders, and share the results and learnings of your event with them. Reviewing and improving your event can help you enhance your skills and reputation as an event planner, as well as create more accessible and successful events in the future.