Making an event more accessible is a planning process, not a single checklist item. Think about the whole experience: finding information, arriving, moving through the space, joining an activity, taking a break, and leaving. Each step can offer a barrier or a helpful choice.
What information should be shared before the event?
Share the address, arrival point, parking or transit details, entrances, restrooms, seating, food, sound, lighting, and event length. Tell people whether the schedule is fixed or flexible and include an email contact for questions.
Use readable text and plain language. If a venue has a limitation, name it directly so people can make an informed choice and plan alternatives.
How can the physical space be easier to use?
Keep paths clear and make the route from arrival to the main activity easy to understand. Place chairs where people can see and participate, not only at the edge. Check that signs are visible and that lighting does not create glare.
Plan a place to pause. A quiet area can support people who need a break, and it can also help anyone who becomes tired, overwhelmed, or unwell.
What does flexible participation look like?
Flexible participation means people can watch, join for part of an activity, work with a partner, or take a break without being treated as a problem. Offer materials at different heights and describe the activity before asking people to begin.
How should feedback be collected?
Ask one or two specific questions after the event. What made participation easier? What was confusing? Invite feedback privately as well as in a group. Use what you learn to improve the next gathering.
Frequently asked questions
Is accessibility only about wheelchair access?
No. Access also includes communication, sound, light, pacing, seating, sensory needs, food information, and the freedom to participate in different ways.
Who should I ask for accessibility advice?
Ask people who use the space and people who may attend. Lived experience can reveal barriers that a planner would not notice alone.
Read more about planning inclusive events, then connect with our team.