Easy Access

Ensure your event is open to everyone with our top 10 guide to making it accessible.

Organising an event that is inclusive and accessible is not only a legal requirement but also a moral obligation. It is essential to create an environment that is welcoming and accommodating to individuals with various needs and abilities.

By considering these concerns, you can ensure that everyone feels welcomed, comfortable, and included. Accessibility is not a one-size-fits-all approach, so be open to feedback, consult experts, and make necessary adjustments to improve the accessibility of your event.

Here are ten ways to make your event accessible to everyone.

Choose the right venue

When selecting a venue, ensure that it is easily accessible for individuals with disabilities. It should have adequate wheelchair ramps, parking spaces, and lifts. Check if the venue has accessible toilets and audio-visual aids that cater to people with hearing or visual impairments.

Consider lighting

Lighting can have a significant impact on individuals with visual impairments. Ensure that the lighting is sufficient, and there are no glare or shadowy areas that could make it difficult to navigate.

Braille materials

Braille is a system of raised dots that can be read with the fingertips, and it is the primary form of communication for people with visual impairments. Providing braille materials such as menus, brochures, or event programmes can be extremely helpful.

Sign language interpretation

If you have guests who are deaf or hard of hearing, it is crucial to provide sign language interpretation. This service can be provided by a professional sign language interpreter, and you can arrange this in advance.

Captioning

For individuals who are deaf or hard of hearing, providing captioning is also essential. This service can be arranged through software, which automatically generates captions on a screen.

Vary seating

Providing different seating options can be beneficial for individuals with mobility issues. Chairs that have armrests and offer back support can be helpful. Ensure that there is sufficient space between the chairs so that wheelchair users can manoeuvre easily.

Quiet spaces

Some delegates may have sensory processing difficulties or mental health conditions that make it difficult to handle crowds or noise. Providing a quiet space where they can relax and recharge can be helpful.

Consider dietary requirements

Providing dietary options for individuals with food allergies, sensitivities, or special dietary needs can be a game-changer for them. Ensure that the menu caters to their needs.

Use accessible language

Use simple language that is easy to understand, avoid using jargon or technical terms, and ensure that the font is large enough for people with visual impairments.

Have a clear policy

Having a clear accessibility policy that outlines the steps you have taken to make the event accessible can be helpful for individuals with disabilities. This policy should be easily accessible on your website or in your event programme.

Case Study

Fira de Barcelona’s Gran Via venue has recently undertaken to become more accessible for blind people. In total, 146 tags have been added along the main walkway and central axis of the venue, from the main entrance to the last hall. These codes, which were launched during the recent MWC Barcelona, can be scanned using a mobile phone app and are translated into voice messages describing the location and characteristics of the space so that visually impaired people can find their way around more easily in unfamiliar surroundings.

In addition to the basic information about the layout of the venue, the system can also provide more specific information about the areas and spaces created for each event. The technology chosen by Fira for this project is the Navilens codes which also work in complex environments for the mobility of blind people, such as the Barcelona metro, but which had never before been used in a corporate venue.