May 27, 2025
Did you know that over 15% of the world’s population—that’s more than 1 billion people—live with some form of disability? Yet, many events still fail to accommodate their needs, leaving a significant portion of potential attendees feeling excluded. Think about it: You wouldn’t plan an event without enough seating, food, or restrooms, right? So, why overlook accessibility, which is just as essential? Whether it’s a corporate conference, a wedding, or a community gathering, making an event accessible isn’t just a legal requirement—it’s the right thing to do.
The good news? Ensuring accessibility doesn’t have to be complicated or expensive. I’ll share a few thoughtful adjustments that can make a world of difference, helping you create an event where everyone feels welcome, comfortable, and included.
Understanding Your Audience
You can’t plan for accessibility if you don’t know what people need. Instead of guessing, ask your attendees directly! A simple way to do this is by including an accessibility question in your event registration form. Something like:
"How can we make this event more accessible and welcoming for you?" or “Do you have any accessibility needs or preferences that would help us make your experience more comfortable and inclusive?”
You can also send out a quick survey before the event to get a sense of common requirements. If your event has a history, look at past feedback to see what worked and what didn’t. By gathering this info upfront, you’ll avoid scrambling at the last minute and ensure everyone has a smooth, enjoyable experience.
Assembling an Accessibility Team
Making an event accessible isn’t a one-person job. It takes a team. Designate a group—big or small—whose main focus is ensuring accessibility from start to finish.
This team should:
✔ Work with the venue to confirm accessibility features (ramps, elevators, restrooms, etc.).
✔ Coordinate with vendors to provide necessary accommodations (captioning services, sign language interpreters, accessible seating).
✔ Be available during the event to assist attendees and troubleshoot any issues.
If you don’t have a dedicated accessibility team, assign at least one person to oversee this aspect of planning. Having a go-to person for accessibility concerns can make a big difference.
Budgeting for Accessibility
Let’s be real—event planning always comes down to money. However the good news is that making an event accessible doesn’t have to break the bank.
Here’s what to consider when setting your accessibility budget:
Venue modifications – Renting ramps, arranging accessible seating, or securing quiet spaces.
Assistive services – Hiring ASL interpreters, captioning services, or personal assistants.
Accessible materials – Printing programs in large print or braille, providing digital versions.
If you’re working with a tight budget, prioritize the most critical needs based on attendee feedback. Also, check if your venue already has built-in accessibility features—many do
Physical Accessibility
First things first—can everyone easily enter and navigate the venue?
✔ Step-free access – Make sure there are no barriers at entrances. If there are stairs, ramps or elevators should be available.
✔ Doors & hallways – Doors should be wide enough for wheelchairs (at least 32 inches wide when fully open), and hallways should have enough space to move freely.
✔ Accessible restrooms – The venue should have at least one wheelchair-accessible restroom with grab bars and enough space to maneuver.
✔ Parking & drop-off zones – There should be designated accessible parking spots close to the entrance, and a drop-off area for those who need it.
Seating Arrangements
Seating can make or break an event experience for people with disabilities. A few small adjustments can go a long way:
Reserved seating – Set aside spaces for wheelchair users, people with mobility aids, and their companions. These should have a clear view of the stage or main event area.
Clear pathways – Avoid cramming too many chairs together. Make sure aisles and pathways are wide enough for easy navigation (at least 36 inches wide).
Easy access to speakers/presenters – If audience members will be asking questions or participating, have a plan for making microphones or other interactive elements accessible.
Service Animal Accommodations
Service animals aren’t pets—they’re essential companions for many people with disabilities. To make the event comfortable for both the animals and their handlers:
Designate rest areas – Set up a quiet, shaded spot where service animals can take breaks.
No pet restrictions for service animals – Even if your venue has a “no pets” policy, service animals must be allowed under the ADA (Americans with Disabilities Act).
Water stations – Having a water bowl available is a small however thoughtful touch that will be greatly appreciated.
Website and Registration
Your event website is often the first interaction people have with your event, so it needs to be easy to use for everyone, including people with visual, motor, or cognitive impairments.
Make your website screen reader-friendly – Use proper HTML structure, include alternative text for images, and ensure that buttons and links have clear labels.
Support keyboard navigation – Not everyone uses a mouse. Make sure users can navigate your site and fill out forms using just a keyboard.
Offer multiple ways to register – Some people may have trouble with online forms. Offer alternatives like phone registration, email sign-ups, or even an in-person option for local attendees.
If you’re unsure whether your website is accessible, try running it through WebAIM’s WAVE tool or Google’s Lighthouse Accessibility Audit.
Event Apps and Digital Content
If your event has a mobile app, digital agenda, or video content, you need to ensure everyone can access and use it without barriers.
Check app compatibility with assistive tech – Your app should work with screen readers like VoiceOver (iOS) and TalkBack (Android). Avoid small, hard-to-click buttons and ensure all functions can be accessed without gestures that require fine motor skills.
Provide transcripts and captions – Videos should have accurate captions, and audio content should come with text transcripts. This isn’t just for people with hearing impairments—it also helps those in noisy environments or non-native speakers.
Use clear, simple language – Avoid overly technical jargon in digital content. Plain language benefits everyone, especially people with cognitive disabilities or those who speak English as a second language.
Inclusive Promotional Materials
Your event promotions—whether they’re flyers, emails, or social media posts—should be easy for everyone to read and understand.
Use clear, simple language – Avoid jargon or overly complex sentences. Write in a way that’s straight to the point so more people can understand.
Offer materials in multiple formats – Some attendees may need event details in large print, braille, or audio format. Make sure these options are available upon request.
Use high-contrast colors – Make text easy to read by using high contrast between text and background. Avoid color combinations like red/green, which can be difficult for colorblind individuals.
Include captions & alt text – Videos should have captions, and images on social media or websites should have alt text so screen readers can describe them.
The goal is simple: make sure nobody struggles to get the information they need.
Also this to improve communication: The Importance of Communication in Production Management
Accessibility Statements
People shouldn’t have to guess whether your event is accessible—they should know right away. That’s where an accessibility statement comes in.
What to include in your statement:
A summary of the accessibility features your event provides (e.g., step-free access, ASL interpreters, assistive listening devices).
A clear invitation for attendees to request accommodations if needed.
Contact information so people can easily reach out with questions.
Here’s an example of a simple however effective accessibility statement you can use in emails, event pages, or tickets:
“We are committed to making this event accessible to everyone. If you need accommodations such as ASL interpretation, large print materials, or other support, please let us know by [date]. Contact us at [email/phone] with any requests or questions.”
Adding this statement shows attendees that you care about inclusion and are ready to make adjustments if needed.
Trained Staff and Volunteers
Your event staff and volunteers are the first point of contact for attendees, so they need to be ready to assist people with disabilities in a respectful and helpful way.
Train staff on accessibility best practices – They should know how to:
✔ Offer assistance without being intrusive (always ask first).
✔ Direct attendees to accessible seating, restrooms, and services.
✔ Communicate effectively with people who are deaf, hard of hearing, or have speech impairments.
Use person-first language – Instead of saying “the disabled,” say “people with disabilities.” It’s a small change that makes a big difference.
Have staff wear badges identifying them as accessibility contacts – This helps attendees know who to ask for assistance.
A well-trained team can prevent small issues from becoming big problems and create a more welcoming atmosphere.
Assistive Technologies
Not all disabilities are visible, and some attendees may need extra support to fully engage in the event. Offering assistive technologies can make all the difference.
Assistive listening devices (ALDs) – These amplify sound for attendees with hearing impairments. Many venues already have them, so check in advance.
Real-time captioning (CART services) – Live captioning can benefit people who are deaf or hard of hearing, also non-native speakers.
Sign language interpreters – If you know attendees will need an ASL interpreter, arrange one in advance. For large events, having one available on standby is a good idea.
Make sure information about these services is clearly communicated before and during the event.
More for you to know: How to Create Engaging Event Animations
Quiet Spaces
Big events can be overwhelming, especially for people with sensory sensitivities, anxiety, or neurodivergent conditions like autism. Having a quiet space gives attendees a place to take a break.
Choose a calm, low-traffic area – It should be away from loudspeakers, flashing lights, and crowded spaces.
Provide comfortable seating – A few chairs, dim lighting, and minimal distractions can make a huge difference.
Make it easily accessible – Clearly mark the location on event maps and let attendees know it’s available.
Accessible Dining Areas
Food isn’t just about what’s served—it’s also about where and how people eat.
Ensure dining spaces are navigable – Tables should have enough space between them for wheelchair users and people with mobility aids to move around easily. Aisles should be at least 36 inches wide.
Provide accessible seating – Not all tables are suited for individuals who have mobility issues. Having a mix of table heights ensures everyone can comfortably reach their food.
Offer assistance if needed – Some attendees might need help carrying plates or getting food from a buffet. Having staff or volunteers ready to assist can make the experience smoother.
Accessible Transportation Options
Whether your venue is in the city or a bit off the beaten path, accessible transportation needs to be part of your planning.
Public transportation – Provide details on accessible bus and train routes. Many cities have specialized transportation for people with disabilities, so be sure to highlight this in your event materials.
Shuttle services – If your venue is far from public transport or parking, consider offering shuttle services with step-free boarding. The vehicles should be ADA-compliant—which means having a low floor for easy entry and enough room for a wheelchair or scooter.
Accessible parking – Don’t forget to highlight nearby accessible parking spaces on your event website or materials. They should be as close as possible to the entrance.
Clear Signage and Wayfinding
Once attendees arrive at your venue, they still need to know where to go! Signage and wayfinding are key to helping everyone navigate the event space easily.
Large, high-contrast signage – Use big, bold fonts that stand out against the background for better visibility. For example, black text on a white background or white text on a dark background works well.
Braille and tactile signs – Include Braille on signs where appropriate (such as restrooms, exits, and key event areas) so visually impaired attendees can navigate with ease.
Clear directions – Use pictograms or arrows to indicate where things are (e.g., entrances, exits, elevators, bathrooms). Make it as simple as possible to follow the signs.
You might even want to have staff or volunteers ready to direct people if there are areas where the signage could be clearer or if attendees need extra help.
Platform Selection
Choosing the right virtual platform is key to ensuring accessibility for all your attendees.
Look for built-in accessibility features – Some platforms come with automatic captioning, which can help attendees who are deaf or hard of hearing follow along. Screen reader compatibility is another must-have, especially for visually impaired participants. Platforms like Zoom, Microsoft Teams, and Hopin have strong accessibility options, including captions and keyboard navigation.
Check for customization options – Some platforms allow you to adjust the size of fonts, color schemes, and even contrast settings, which can be helpful for attendees with visual impairments.
When choosing a platform, do some testing in advance to ensure it’s easy to navigate for everyone, and ask your team to check it out with accessibility tools before the event.
Check this out: Top Event Platforms for Virtual and Hybrid Events
Engagement Strategies
It’s easy for virtual and hybrid events to feel like one-sided conversations, however with a few tweaks, you can make sure everyone can engage equally.
Use interactive features that everyone can access – Polls, Q&A sessions, and live chats can be great for engagement, however they should be easy to use for all attendees, including those who may need assistive technology like screen readers or voice commands. For example, ensure that polls are keyboard navigable, and Q&A sessions are captioned.
Offer multiple ways to participate – Not everyone communicates the same way. Consider using video, chat, or voice options to let participants engage in the way that’s most comfortable for them.
Provide clear instructions – Let attendees know how they can access features like captions, participate in live polls, and ask questions. Clear, step-by-step guides help those who are less familiar with the technology feel more at ease.
Planning an accessible event isn't just about ticking off a checklist—it's about creating a welcoming environment where every attendee feels included and valued. From pre-event planning and venue setup to digital accessibility and on-site support, every detail counts. By considering things like accessible transportation, dietary accommodations, and clear signage, you can ensure that no one is left out.
We understand that accessibility is crucial for event success. Our expert team offers comprehensive services that can help you plan, manage, and execute an event that’s accessible to all. Whether you’re organizing a virtual event or an in-person gathering, we’ve got the tools and expertise to support you at every step.
Ready to make your event more inclusive and accessible? Reach out to DXG today and let us help you create a seamless experience for every attendee.