How can you ensure an event is accessible to all?

1 Choose a venue that meets accessibility standards

The first step to ensuring an accessible event is to select a venue that complies with the relevant laws and regulations, such as the Americans with Disabilities Act (ADA) or the Accessibility for Ontarians with Disabilities Act (AODA). You should also visit the venue in advance and assess its features, such as entrances, exits, elevators, ramps, restrooms, parking, and seating. Make sure that there are enough accessible spaces and routes for people with mobility, vision, or hearing impairments, and that they are clearly marked and signposted. You should also check the lighting, sound, and temperature levels, and make adjustments if needed.

2 Provide multiple registration and payment options

Another way to make your event accessible is to offer different ways for your attendees to register and pay for your event. For example, you can use online platforms that are compatible with screen readers and keyboards, or provide phone or email options for those who prefer them. You should also include relevant information about your event's accessibility features, such as the venue, transportation, agenda, speakers, and contact details, on your website and promotional materials. You should also allow for flexible payment methods, such as credit cards, PayPal, or cash, and offer discounts or waivers for people with low income or special needs.

4 Use inclusive language and content

The way you communicate with your attendees can also affect their accessibility and experience of your event. You should use inclusive language and content that respects and acknowledges the diversity of your audience, and avoids stereotypes, assumptions, or biases. For example, you should use gender-neutral terms, such as "they" or "participants", instead of "he" or "she" or "attendees". You should also use plain and simple language, and avoid jargon, slang, or acronyms that might confuse or exclude some people. You should also use accessible formats and media for your content, such as large fonts, high contrast colors, captions, transcripts, audio descriptions, or alternative text for images.

5 Provide assistive devices and services

Some of your attendees might need additional support or assistance to access and enjoy your event. You should provide assistive devices and services that can help them overcome any barriers or challenges they might face. For example, you can provide wheelchairs, walkers, or scooters for people with mobility impairments, or hearing aids, headphones, or induction loops for people with hearing impairments. You can also provide sign language interpreters, speech-to-text reporters, or note takers for people with communication impairments, or braille, tactile, or large print materials for people with vision impairments. You should also train your staff and volunteers to be aware and respectful of the needs and preferences of your attendees, and to offer help when needed.

6 Solicit and act on feedback

The last tip to ensure an accessible event is to solicit and act on feedback from your attendees. You should ask them about their satisfaction and suggestions for improvement, and use various methods and channels to collect their responses. For example, you can use surveys, polls, interviews, or focus groups, and offer online, phone, or paper options. You should also make sure that your feedback tools are accessible and easy to use, and that you provide incentives or rewards for participation. You should also analyze and report on the feedback you receive, and use it to improve your future events and practices.