How do you organise an accessible event, and why should you care? A short guide

If your company organises regular events for internal employees or external guests, you should consider accessibility. There are lots of small things that can make an event inaccessible, which can create an uninviting space for people with different abilities. Luckily, there are many things you can do to make sure your event caters to all needs!

The importance of accessibility

What is accessibility? In a nutshell, accessibility for events aims to remove barriers that might prevent individuals from fully participating in activities or accessing information. For example, a wheelchair ramp makes a building accessible to someone with mobility challenges. 

Unfortunately, events and the professional world in general are often inaccessible, even in our times, when awareness around the inclusion of different abilities is relatively present. 

A recent Deloitte report reflects that:

• Accessibility challenges prevented 60% of respondents from attending work events.
• Even if people with an impairment requested accommodations for accessibility, 74% of those who requested them had at least one of them denied. Cost concerns and perceived unreasonableness of requests were the most common reasons for rejection.

Now, imagine you are organising a company event and two of your guests, who also happen to be your employees, cannot access the event because the accommodations they require were not provided.

What do you think will happen then? You guessed it: 

• Your employees might feel disengaged, leading to a lack of motivation and productivity
• Your company risks being perceived as a non-inclusive business that does not accommodate the needs of its employees and event participants
• Your company might even miss out on relevant guests if you don’t meet the needs of those who wish to attend

So, what small steps can you take to ensure your event is as accessible as possible? 

Below, you will find a few tips that can make an event more accessible for people with mobility impairments and different neurological abilities. 

Before an event

Making an event accessible doesn’t stop at the event itself. Here is what you can prepare before an event:

1. Pick an accessible venue – the first and easiest thing you need to do. 

2. Share details about the program and the language of the event. 

3. Inform attendees about the facilities and accommodations that your event can ensure. For example, you can let them know that they can bring a companion free of charge.

4. Include a map of the venue and the surrounding area so people can familiarise themselves with everything before arriving.
   
5. Include an accessibility request section in the sign-up form to ensure you accommodate the needs of your attendees. 

During the event

During an event, one of the most important aspects is to provide the support that is needed for each of the accommodations you arranged.

1. High tables and high chairs are incredibly restrictive. Standing-only events create high interaction barriers.
   
2. Test the facilities you are providing. For example, make sure the ramp you use is stable, and check if it is not too steep for a wheelchair.
   
3. Make sure your event provides support for people with an impairment. If there is a ramp, there should be someone standing by and ready to assist. If there is a buffet, there should be someone to support with getting food and drinks. 

4. Provide quiet spaces that all participants have access to. And allow for enough breaks to prevent overstimulation and exhaustion.

After the event

The event is over, and it’s time to send a thank you message. Here is what else you should do:

1. Provide an event recap and follow up with the next steps, if applicable.
   
2. Offer opportunities for post-networking for those who could not make the most out of social activities.
   
   Tip: Don’t forget to ask for consent to share the contact details of the participants. You can already request consent in the registration form, stating that it is for accessibility purposes.
   
3. Of course, the feedback form after the event should include questions about the accessibility of the event.

Concluding remarks

Making sure your events are accessible is a win-win for all. It can foster engagement and improve the satisfaction of all your participants. It can also ensure you tap into all your possible participants’ potential, while preserving your reputation. By removing barriers, you can create an environment where all attendees, regardless of their abilities, feel welcome and valued. 

Small steps go a long way. Ultimately, prioritising accessibility benefits all participants, and it can also strengthen the reputation of your company. 

Together, we can move towards a more inclusive and engaging professional world where everyone has the opportunity to participate fully, one accessibility accommodation at a time.

Author

Karim El Oteify is the founder of The Wheels of Impact, a boutique consulting agency focused on inclusive engagement. By leveraging change management, DEI, and communications, they deliver engagement strategies and training & development programs for organisations that want to create high-value teams.