Practical Tips for an Inclusive Event — Making Events Accessible

Part 1 | Key tips to ensuring thoughtful, accessible & inclusive events

Event planning has come a long way, but accessibility and inclusivity remains an area where we can do better. If you read our last blog, we discussed the power of the pause. Similarly here, let’s take a moment to pause and remind ourselves that our industry is to cultivate an environment for all humans to come together to learn, engage, and create shareable moments. In doing so, let’s try to gain new perspectives by looking through the lens of our diverse attendees' needs.

We met with Amy Wood , accessibility leader & manager at Salesforce. Amy is an absolute delight, incredibly thoughtful and insightful. Amy has years of research and experience in empathizing with human needs and elevating the attendee experience. We discussed three pillars and future concepts to help event planners strategize and plan for an accessible and inclusive event. Stay tuned to next week’s follow up for Future Planning concepts.

Below are concepts & tools provided by Amy Wood.

The three pillars of event accessibility are the environment, the information, and the customer service. When we think about accessibility, it’s important to remember that it’s not just about one thing—it’s about creating a fully inclusive experience from every angle. Each pillar plays a crucial role in ensuring that all attendees can participate fully in the event, including people with disabilities.

1) The Environment: This refers to the physical and digital spaces where your event takes place.

a) For physical spaces, it’s about ensuring things like accessible entrances, ramps, wide aisles, designated seating areas, accessible restrooms, and quiet rooms for sensory needs.

b) For virtual or hybrid events, ensure your digital platforms are compatible with screen readers, provide captioning, and eliminate barriers to entry across websites, emails, and all digital content.

Key takeaway: Think about mobility, hearing, vision, and sensory needs when designing your event environment.

2) The Information: This is about making sure all event-related information is accessible and easy to understand.

a) This starts with registration—are your forms accessible to people using screen readers? Can attendees specify accommodation needs?

b) It also applies to content delivery—captioning, sign language interpretation, large print materials, braille options, and easy-to-read formats are key here.

c) It's also essential to make event accessibility information easily accessible. Providing clear details allows people with disabilities to make informed decisions about attending, based on whether the event will meet their accessibility needs.

Key takeaway: The goal is that everyone can access the same information without barriers before, during, and after the event.

3) Customer Service: Customer service covers several critical elements, starting from the moment an attendee registers for the event.

a) Are attendees able to request accommodations in advance, ensuring they can fully participate and navigate the event independently?

b) Is there an onsite help desk dedicated to accessibility? Having a designated team and help desk provides a space

where attendees with disabilities can ask questions, request assistance, and feel supported.

c) Additionally, are your staff and volunteers trained in accessibility best practices? Do they greet and guide attendees through the check-in process smoothly? Are security teams prepared and trained on accessibility protocols?

Key takeaway: Empathy and proactivity from your team are essential in ensuring attendees feel included and supported.

Remember, accessibility isn’t a one-size-fits-all solution. People with disabilities have a wide range of needs, preferences, and experiences. An accessible solution for one individual might not work for another. For example, one person with hearing loss might need captions for a video presentation, while another may require a sign language interpreter.

Accessibility is about considering diverse needs and being open to feedback and improvement. The goal is to ensure that every attendee can have a seamless and inclusive experience at your event.