Are you curious about how to make your next event more accessible? You’re in the right place. Small Business BC connected with Jennifer Do from Untapped Accessibility for expert tips on making events more accessible. These considerations and suggestions cover the basics you can reflect on and implement for your next event.

Tip: Accessibility refers to creating environments, products, services, devices, and programs that allow people with disabilities to participate fully on an equal basis to others.

Registration Process

• During the registration process, ask guests if they need accommodations.
• Adding a text box that prompts, “Do you require any accommodations?” is a good starting point.
• Provide various communication methods to connect with your team, such as phone calls, video calls, and email, to allow people to communicate their accessibility needs.
• People using assistive technologies should be able to register easily for your event. If the registration has too many pages to open, it may be inaccessible.
• Learn more about digital accessibility and check if your registration process meets the web accessibility guidelines.

Sharing Accessibility Details

• Don’t leave people guessing if an event is accessible.
• On your event listing, website, and promotional materials, explain exactly what steps you have taken to create an inclusive event.

Communication

• Use plain language in your public-facing communications – language should be concise and to the point.
• Use headings, bullet points, and clear formatting.
• Define any terms that a general audience might not understand.
• At the event, signs should be posted in large, clear, easy-to-read areas directing attendees to main event touchpoints, washrooms, entrances and exits.
• Learn more about accessible marketing from this free Accessibility in Marketing Online Course from Accessible Employers.

Live Captioning Services

• Live captioning services are beneficial for everyone, including people who missed words, people for whom English is their second language, and people who are deaf or hard of hearing.

American Sign Language (ASL) Interpretation

• ASL interpretation is helpful if you know event participants will require it.
• Hire multiple ASL interpreters so they can take breaks and so that an interpreter is available to sit down with someone benefiting from the interpretation.
• Interpreters should be well positioned for guests to easily see them.

Live Streaming Services

• Offer live streaming services for people who cannot physically attend an event.
• Even if you just have a phone to live stream to social media, that’s better than nothing.
• For larger events, it’s also helpful to stream to a big screen so people can see better.

Stage Accessibility

• A ramp should always be provided for stages and stairs.
• Venues should provide this free of charge.

Green Room

• For larger events, consider adding a “Green Room,” which is also called a low-sensory room, a sensory room, or a quiet room.
• Green rooms are helpful for people experiencing symptoms, especially anxiety or noise fatigue.

Pricing

• Consider that pricing may be a barrier for people with disabilities, many of whom may have a reduced income.
• Whenever possible, provide options for discounts for those who have a low income.

Parking

• Assess the venue’s parking to make sure it’s accessible.
• Parking should not be too far away from the main event location, and it should be easy for participants to find the event from the parkade or parking lot.
• Take photos of the parking lot and the journey from the parking spot to the event to share with attendees.

Adequate Breaks

• Ensure plenty of breaks during your event and opportunities for attendees to use the bathroom, get up, walk around, and take a rest.
• Generally, people should not be seated for longer than two hours at a time.

Feedback

• Collect feedback and take it seriously because it helps you learn.
• A post-event survey should always be shared with your attendees.
• Set up a QR code linked to a feedback survey, making it extremely visible and accessible at your event.
• Post the QR code on posters, signs, tables, and the main presentation screen.
• Share the post-event feedback with the planning committee and explore opportunities for improvement.

Assessing a Venue’s Accessibility Commitment

• Work with venues that promote workplace accessibility and disability inclusion.
• Google the venue beforehand, checking for any negative reviews or news stories about accessibility, inclusion, or diversity.

Elevators

• Make sure elevators are easy to find and use.
• Know the alternatives if elevators are out of service.

Assessing Physical Accessibility

• Cap attendance where you can comfortably fit attendees.
• Events should not be overly enrolled – consider offering duplicate sessions rather than maximizing capacity at the cost of accessibility.
• Create a layout that will allow people to move well throughout the space.
• Ensure emergency exits are accessible for people using wheelchairs, mobility devices, or for those with limited mobility.

Accessible Seating

• Leave space between seats and tables so that a wheelchair user can navigate the space.
• Reserve seats and spaces for people with disabilities to use.
• Be ready to remove some seats to make room – a general rule of thumb is two seats per wheelchair.
• It is useful to provide accessible seating that is closer to the restrooms.

Accessible Restrooms

• Ensure that your venue has accessible restroom facilities.
• Trans attendees must be welcomed to use the restrooms, so whenever possible, provide universal washrooms.

Diverse Programming

• Invite presenters from diverse backgrounds to speak.
• If your panel all share a similar background, invite a moderator with a different background to promote diversity.
• Whenever possible, invite people with disabilities or those with lived experience to be part of the facilitation team.
• Often disabled people are asked to share their stories without being compensated for their time, so be sure to provide equitable compensation for everyone who is facilitating the event.

Accessible Lighting and Effects

• Consider the accessibility challenges that smoke and lighting effects may pose.
• Remember that LED screens are not accessible for people with visual impairments.
• Consider a lower light setting rather than having the lights at full power.

Online Events and Webinar Accessibility Tips

• Record and share events via email post-event.
• Limit event duration for online training and webinars – 45 minutes is the recommended length if the program is in lecture format.
• Participatory aspects should allow people to join in the activities regardless of video capabilities, internet speed, or ability.
• Consider internet speed – those joining from a rural area with lower internet speed might not have the same user experience. Recording and sharing your event can help.

Continue your Accessibility Journey with SBBC

Small Business BC is a non-profit resource centre for BC-based small businesses. Our Workplace Accessibility Resources page is full of tips, tools, and more to support your next stage.

This article was developed in consultation with Melissa Lyon of Accessibility & Inclusion Matter Consulting.

We gratefully acknowledge the financial support of the Province of British Columbia through the Ministry of Social Development and Poverty Reduction.