Accessible Events

Full disclosure, I was going to talk about something else today, but when I read Mandip Sehmi's post on LinkedIn, and with the Paralympics in full swing in Paris, I felt compelled to write this article instead. In 2018, I was asked to lead a brand new project, a disability arts project. As an arts administrator, I'm familiar with curating and presenting performances, but presenting performances with an inclusive audience and featuring performers with disabilities, well that's a new level of challenges altogether, lessons that I am sharing with you.

In this week's newsletter, I'm focusing on accessibility for attendees, but if you'd like to hear about planning accessibility services for performers, drop me a line. As a bonus, I've also included a downloadable site inspection checklist in the article to help you ensure your events are truly accessible.

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In a recent LinkedIn post, Paralympian Mandip Sehmi voiced his frustration with Eurostar's insensitivity in splitting up his family on their trip to the opening ceremony of the Paralympic Games in Paris. As the project manager who launched a disability arts project in 2019, this also brought back memories for me. This incident highlights a crucial truth - accessibility at events is not just about compliance for people with disabilities, but about creating an inclusive experience for ALL participants.

When we think about accessibility, the focus is often on accommodations like ramps, elevators, and accessible restrooms. Yes these are essential, true accessibility means so much more. It's about ensuring that every attendee, regardless of their abilities, can fully engage with and enjoy an event from start to finish. And it very often boils down to communication.

In this article, we'll discuss key considerations for making your events accessible, going beyond just ticking the boxes of disability compliance. We'll cover transportation logistics, venue setup, and actionable best practices to create a welcoming environment for all. We’ll talk about how to communicate this with your audience.

Transportation Accessibility

Getting to and from an event venue can be a major hurdle for attendees, especially those with mobility challenges or other accessibility needs. To make sure transportation is as smooth as possible for all, it's crucial to offer a variety of options.

The most important questions to ask first are: How many accessible buses or vehicles are there in the area where you are hosting your event? How many buses, coaches are available (number of coaches)? Are they even available for your event?

Don’t laugh, these are serious questions. In the city, you may have the pick of ground transportation providers. But what if your event’s dates clash with another event’s and most providers have already committed their vehicles to that event? Or you are in a rural area and while it’s a great idea to take your guests to an area that no one has been to before, there is no transportation to be had? Or you ask everyone to make their own way there, but the clearing designated to be used as the car park can only accommodate half of the number of cars you are expecting?

If you plan to accommodate 100 participants in wheelchairs at your event, make sure there is transportation available for 100 wheelchair users. Accessible transportation is not as readily available as you think.

After you have established and confirmed availability and capacity, consider coordinating with local transit authorities to ensure accessible buses or trains are available. Partnering with rideshare companies that offer wheelchair-accessible vehicles can provide additional flexibility. For larger events, providing accessible shuttle services from major transit hubs or hotels can greatly improve the attendee experience. Don't forget to coordinate with local paratransit services for attendees who require them.

Clear communication about these transportation options is key. Create a dedicated accessibility page on your event website with detailed transportation information. Include maps that highlight accessible routes and entrances. Offering a hotline or chat service for attendees to ask questions about transportation can provide additional peace of mind.

Effective signage and wayfinding are crucial for helping attendees navigate to your venue. Use high-contrast, large-print signs to mark accessible routes and pick-up/drop-off points. Employing universal symbols for accessibility can help transcend language barriers. Consider providing trained volunteers at key transit points to assist with wayfinding.

Lastly, always be prepared for potential disruptions. Remember the 2023 Burning Man, where unexpected flooding left attendees stranded? While extreme, it underscores the importance of comprehensive transportation planning and the need for robust contingency measures.

Develop backup plans for severe weather, traffic incidents, or public transit outages. Have a communication system in place to quickly inform attendees of any changes. Partnering with local accessible transportation providers who can step in if needed can be a lifesaver in emergency situations.

Venue Accessibility

Once attendees arrive, the venue itself must be accessible throughout. Start with a comprehensive site inspection before finalizing your venue. Use an accessibility checklist (like the one we'll provide at the end of this article) to ensure you've covered all bases. For complex venues or large-scale events, consider hiring an accessibility consultant before you commit to a venue. Document any issues you find and create an action plan to address them, or look for another venue.

Accessible paths of travel at the venue are fundamental. Ensure all pathways are at least 36 inches wide to accommodate wheelchairs. If needed, install temporary ramps, making sure they have a slope of no more than 1:12. Use slip-resistant flooring materials, especially in areas prone to spills, and avoid loose carpeting or thick pile that can hinder wheelchair movement.

Seating and viewing areas should be designed with inclusivity in mind. Provide a variety of seating options, including spaces for wheelchair users, and ensure these are dispersed throughout the venue, not just in one area. For tiered seating, offer accessible spots at different levels. Make sure these are easily accessible for both ingress or egress. If they need an elevator to get to, look for other options. You don’t want your attendees to get stuck in the event of an emergency.

Provide assistive listening devices (ALDs) for attendees with hearing impairments to ensure everyone can fully engage with the event content, but make sure they incorporate noise-canceling features to minimize disturbances to those seated nearby. It’s important to take care of everyone.

If budget allows, add sign interpreters as well, but make sure your deaf or hard-of-hearing attendees are seated in a designated area in close proximity to the sign interpreter so as to read the hand signs clearly.

Restroom accessibility is often overlooked but is crucial for attendee comfort. Ensure there are sufficient accessible restrooms throughout the venue and provide clear signage to help attendees locate them easily. Consider offering gender-neutral accessible restrooms for increased inclusivity. Make sure restrooms have adequate turning space (at least 60 inches in diameter) for wheelchairs. Test for ease of use.

Communicate: Clear and accessible signage is vital for helping all attendees navigate your event. Use high-contrast, large-print signs throughout the venue. Include braille on important signage where possible. Offer event information in multiple formats (print, digital, audio) to cater to different needs. A tactile map of the venue can be incredibly helpful for visually impaired attendees.

Emergency planning is a critical aspect of venue accessibility. Develop a comprehensive evacuation plan that accounts for attendees with disabilities. Ensure multiple accessible emergency exits are available and clearly marked. Train your staff on assisting attendees with disabilities during emergencies. For attendees who request them, consider providing personal emergency evacuation plans (PEEPs).

Beyond Physical Accessibility

Remember that accessibility isn't just about physical spaces. Consider sensory aspects of your event as well. Offer quiet spaces for attendees who may need a break from noise and crowds. Providing noise-cancelling headphones can be a thoughtful touch for those with sensory sensitivities. Where possible, use adjustable lighting to accommodate different visual needs.

Digital accessibility is increasingly important in our tech-driven world. Ensure your event website and registration process are screen-reader-friendly. Provide captions for any video content used during the event. For key presentations, consider offering sign language interpretation and assisted listening devices.

Lastly, don't underestimate the importance of staff training. All staff and volunteers should be trained on disability etiquette and how to assist attendees with various needs. Designate specific staff members as accessibility points of contact throughout the event to ensure help is always available when needed.

Accessibility Checklist for Site Inspections

Don't forget to review the digital accessibility of event materials and the registration process. Finally, identify and address any other potential accessibility barriers you encounter during your site inspection.

By considering accessibility through the lens of the full attendee experience, you can create events that are welcoming, inclusive, and accessible to all. Remember, accessibility is not just about compliance - it's about fostering a sense of belonging and empowerment for every participant.

Implementing these practices not only ensures compliance with legal requirements but also demonstrates your commitment to inclusivity. This can enhance your event's reputation, increase attendance, and most importantly, provide a positive experience for all attendees, regardless of their abilities. By making accessibility a priority, you're not just planning an event - you're creating an experience that everyone can enjoy.

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