Your accessible event planning checklist: How to make every event inclusive for all guests

Whether you’re organising an intimate, closed group or a large public event, accessibility should be considered from the very start. Without this planning in place, potential attendees may skip events due to inaccessible venues or lack of information. Putting accessibility at the forefront of event planning isn’t just the right thing to do, it helps your business by showing that you prioritise inclusivity, open your doors to a broader audience, creating events that welcome everyone and truly leave no one behind.

The challenges that come with planning accessible events

The main challenges with planning accessible events tend to include:

• • Lack of knowledge and awareness of diverse needs:
    Many people are unaware of the wide spectrum of disabilities. This can be a genuine lack of awareness but there are also cultural barriers and outdated assumptions which prevent accessibility being prioritised.

    Neurodivergent conditions and invisible disabilities such as chronic pain are often not accounted for. The effects of these conditions, like sensory overload, means the audio and visual environment needs careful thought, as it can easily become overwhelming for guests. All attendees may want to be made aware.

• • Addressing issues sensitively:
    While it’s important to be inclusive, drawing unnecessary attention to guests with accessibility needs can make them feel uncomfortable. It’s helpful to communicate with anyone who requires support to understand whether they’d like staff or attendees to be made aware and prepared, ensuring no one feels singled out. Another option is to quietly provide measures, such as dedicated quiet spaces, so guests can access support without feeling spotlighted.

• • Budgetary constraints for technology and staff support:
    Allocating sufficient funds can be difficult and accessibility features are sometimes viewed as an added expense, however taking accessibility into account at an early stage in the process can be more cost effective than as an afterthought.

• • Coordinating complex logistical requirements
    Ensuring both physical and digital accessibility can be time-consuming, especially when you’re trying to meet a wide range of different needs in depth- from layout changes to signage to multiple content formats.

• • Venue limitations:
    It may be difficult to implement necessary accessibility features such as technology or ramps into venues due to structural or technical constraints.

• • Communicating accessibility features effectively to all attendees:
    Making sure all attendees are aware and understand what accessibility aid is available to them can be hard to communicate.

• • Handling unexpected, last minute changes
    Unanticipated adjustments can disrupt the most articulate and carefully considered planning, which can be distressing both on the planner and guest, contingency plans can aid with this.

These challenges may seem intimidating but don’t worry we’ve created a helpful checklist to guide you through these challenges and support you in planning a fully accessible event.

1. Pre event administration:

• Include a clear accessibility statement with invitations and event pages, for example: “We’ll do our best to meet your needs so you can fully participate. Please let us know if you require any special accommodations, such as dietary, religious, medical, alternative formats (braille, large print), hearing loops, BSL interpreters, wheelchair access, or specific seating.”
• Ask attendees to share their accessibility requirements early on (dietary, mobility, sensory, communication).
• Allocate a budget for accessibility services like interpreters, ramps, assistive tech, and training.
• Train your team on disability awareness and inclusive customer service.

2. Venue accessibility:

• Ensure the venue you choose has step-free access from parking to entrances and event spaces.
• Check there are ramps, handrails, wide doors, corridors, and aisles suitable for wheelchair users where needed.
• Confirm there is lift access to all floors and that they are wide enough for motorised wheelchairs and personal assistants.
• Make sure the venue has accessible restrooms.
• Confirm the room has a hearing loop or assistive listening system, and staff know how to operate it.
• Check if the speaker area is accessible (adjustable lectern/microphone).
• Provide quiet or private rooms for prayer, medication, or sensory breaks.
• Review emergency evacuation plans to ensure safe exits for all attendees.

3. Event schedule and structure

• Schedule sessions at appropriate times- for example meeting between 10:00am – 16:00pm and social after working hours.
• Include frequent breaks.
• Allow flexible participation options (virtual, recorded, quiet areas).
• Provide detailed agendas in advance, outlining session length so that attendees can prepare for the day ahead.

4. Catering and refreshments

• Offer diverse dietary options including vegan, allergy-friendly, and religious considerations.
• Clearly label all food and drinks.
• Provide non-alcoholic beverages.
• Ensure buffet tables and refreshment stations are at accessible heights.

5. Communication and materials

• Supply event materials in multiple formats (digital, braille, large print, and audio).
• Use plain, inclusive language and ensure slides and visuals have high contrast without overcrowding or clashing colors.
• Make all materials screen reader friendly.

6. On-the-day support

• Assign a dedicated accessibility contact person to assist guests with varying needs.
• Test all accessibility features beforehand (lighting, hearing loops, ramps, signage, etc).
• Stay flexible and ready to adapt to last-minute requests or changes.

7. Post-event follow-up

• Send a feedback form to attendees asking what worked well and what can be improved. This way, you can continuously improve on your event planning to ensure everyone feels as comfortable as possible at any future events.
• Use this feedback to update your accessibility checklist for future events.

To conclude

Creating an accessible event isn’t just a box to tick, it’s a powerful commitment to inclusion and respect, removing barriers and thoughtfully planning to open your doors to a wider audience and set your event apart as welcoming and forward-thinking.

Access this downloadable checklist here to help you plan your next accessible event!