Beyond the ADA Reg Counter: 13 Ways to Make Your Event More Accessible and Inclusive

Creating an accessible event is about more than just meeting compliance standards. It’s about building an environment where everyone feels welcome, valued, and able to participate fully. Here are 13 ways to make your event more accessible, ensuring a positive experience for attendees of all abilities.

Use Clear, Large-Print Signage

Clear signage with large, high-contrast text is essential for easy navigation, especially in low-light areas. Large-print, high-contrast signs make it easier for all attendees, especially those with visual impairments, to find their way and access event resources.

Provide Wheelchair-Accessible Entrances and Routes

Make sure all entrances and pathways are accessible to wheelchair users. Wide, unobstructed paths are essential for easy navigation and create a welcoming space for everyone. Portable ramps can be useful for temporary setups, providing access in areas with small steps or uneven flooring.

Offer Braille and Tactile Maps

Braille and tactile maps are a great resource for visually impaired attendees, allowing them to navigate the venue independently. Customizable braille signage can be tailored to match your event layout, giving visually impaired guests the same sense of autonomy and comfort as other attendees.

Create Quiet Zones for Sensory Breaks

A quiet zone is a designated space where attendees can take a sensory break. This can be especially helpful for those with sensory sensitivities who may need a calm area to recharge. Noise-reducing partitions can help create these quiet zones without the need for a separate room.

Caption All Videos and Presentations

Including captions on all videos and presentations makes content accessible for deaf and hard-of-hearing attendees and can be beneficial for those in noisy environments. Real-time captioning options allow all attendees to stay fully engaged with your presentations and discussions.

Offer a Variety of Seating Options

Providing a range of seating—such as chairs with armrests, couches, and stools—ensures that all attendees can find a comfortable place to sit. Flexible, modular seating options are easy to set up and accommodate diverse seating preferences.

Ensure Consistent Lighting Throughout the Venue

Good lighting improves visibility and safety for all attendees. Bright, consistent lighting makes it easier to move around, read materials, and engage with event spaces. Rechargeable LED lights are a great option for portable, adjustable lighting.

Provide Accessible Restrooms and Family Restroom Options

Accessible restrooms are crucial, and family restrooms can be a big help for caregivers or attendees with specific needs. When permanent accessible restrooms aren’t available, consider portable options that meet ADA standards.

Offer Adjustable Volume Options for Audio Presentations

Personalized audio options allow attendees to adjust the volume to their comfort level, improving accessibility without increasing noise levels for everyone. Wireless audio systems or volume-adjustable headphones provide an ideal solution, allowing attendees to tune in at the volume they need.

Use High-Contrast Floor Markings for Clear Direction

High-contrast, tactile floor markings are beneficial for visually impaired attendees, guiding foot traffic intuitively and improving navigation for everyone. Custom floor decals are an easy way to create clear pathways that stand out without obstructing walkways.

Provide Accessible Transport Options to and from the Venue

Accessible transport, including wheelchair-friendly shuttles, ensures that all attendees can arrive and leave comfortably. Coordinate with an accessible shuttle service to make transportation inclusive and reliable for all guests.

Make Digital Content Accessible

Ensure that your event’s digital materials, such as websites and apps, are compatible with screen readers and easy to navigate. Accessibility testing software can help verify that digital content meets accessibility standards, allowing visually impaired attendees to access event information easily.

Train Staff on Accessibility Basics

Well-trained staff can make a significant difference in how accessible and welcoming your event feels. Accessibility-trained staff are equipped to assist attendees, answer questions, and troubleshoot any issues that may arise, helping to create an inclusive environment.

By implementing these accessibility measures, you can create a more inclusive event experience that caters to the diverse needs of all your attendees. Accessibility in event planning ensures that everyone, regardless of ability, can engage, connect, and enjoy the experience.