Event Accessibility Training: 4 Things Every Staff Member Should Know

You’ve booked the venue, and carefully reviewed your attendee journey to make your event as inclusive as possible.

But here’s the thing. If your event team, staff, or volunteers don’t know how to respond when someone says, “Hey, I need help,” all that planning can quickly fall apart.

Accessibility isn’t just about compliance or the physical space. It’s about inclusion, belonging, and how people are treated in that space.

Your greeters, registration desk staff, and volunteers are often the first human contact your attendees have when they arrive. A single uninformed or dismissive interaction can undo months of intentional planning.

That’s why it’s critical your team knows these essentials:

1. How to Offer Help

• Ask before acting. Don’t grab someone’s mobility aid or insist on helping.

• A simple phrase works: “Hi, please let me know if there’s any way I can assist.”

• Don’t assume someone needs help – be available and approachable instead.

2. How to Speak Respectfully

• Always talk directly to the person- not to their companion, aide, or interpreter.

• If they have a sign language interpreter, address the attendee, not the interpreter.

• This small detail makes a big difference in respect and dignity.

3. Remember: Not Every Disability Is Visible

• Be prepared for non-obvious needs such as anxiety, sensory sensitivities, autism, neurodivergence, or chronic fatigue.

• Don’t make assumptions based on how someone looks.

• Create an environment that’s flexible enough to meet a range of needs.

4. Know Where Accessible Features Are

• Every team member should know the location of:

  • Accessible restrooms

  • Elevators

  • Quiet rooms

  • Accessible seating options

• If you don’t know the answer, say so. And then find out. Follow through is key.

Bonus Tips for an Inclusive Atmosphere

• Keep key pathways clear at all times.

• Let attendees move at their own pace. Don’t rush them.

• Use plain, friendly language instead of jargon or overly formal terms.

Bottom line: Your venue layout and accessibility features matter, but the people representing your event matter even more. With the right training, your staff and volunteers can be the difference between an attendee feeling excluded or feeling like they truly belong.