Accessible Events : Inclusivity Starts Here

Discover how to plan accessible events with practical tips on universal design, physical, sensory, and cognitive accessibility.

Ensuring your corporate events are accessible to everyone is crucial for fostering inclusivity and engagement. Here’s a detailed guide on the five essential steps to achieve accessibility in your events: universal design, physical accessibility, sensory accessibility, cognitive accessibility and language.

Universal Design

Universal design ensures everyone can participate in your event, encompassing the other three pillars of accessibility: physical, sensory, and cognitive accessibility.

Physical Accessibility: The event space must accommodate wheelchair users and individuals with vision disabilities.
Sensory Accessibility: Ensure the environment is safe for people with allergies and provide accommodations for those who are Blind, Deaf, or hard of hearing.
Cognitive Accessibility: Provide clear information and materials in multiple formats.

Here’s a breakdown of the accessibility pillars:

Physical Accessibility

All event spaces, including hotels, elevators, and conference rooms, must be accessible to everyone. Key considerations include:

Doors/Entrances

• Signs with braille for building names, room numbers, and accessible routes.
• Wheelchair ramps at main entrances.
• Functional entrance buttons for wheelchair users.
• Wide doors and hallways.
• Clear paths for blind individuals and wheelchair users.
• Accessible and functional elevators.

Surrounding Areas

• Ensure no hills around conference venues and proper curb ramps.
• Nearby restaurants within a 5-minute walk.
• Schedule events in seasons with favorable weather conditions.

Seating

• Accessible tables for wheelchair users.
• High-back chairs for those with balance issues.
• Ensure visibility for everyone.
• Integrate accessible seating into the main setup.
• Nearby wheelchair-accessible restrooms.

Transportation

• Accessible transportation options within 5 minutes of the venue.
• Provide a list of accessible transportation services, including buses, taxis, subways, and wheelchair-accessible cabulance companies.

Overnight Lodging

• ACA-compliant rooms with automatic door openers.
• Sufficient space for wheelchair movement.
• Roll-in showers with benches.
• Beds accommodating both hover lifts and wheelchair users.

Sensory Accessibility

Hearing and Visual Aids

• Image descriptions for presentations and captioning for videos.
• Sound devices for hard-of-hearing attendees.
• Microphones, CART, and ASL interpretation.
• Alternative formats such as braille, digital, easy read, and large print.

Accommodations for Chemical and Light Sensitivities

• Fragrance-free policies.
• No flash photography.
• ASL applause instead of clapping.
• Noise-canceling earmuffs.
• Sensory-free rooms.
• Functional air conditioning.

Cognitive Accessibility

Detailed Schedules

• Make event schedules available on your website and through emails.
• Send schedules in advance: a month for conferences and two weeks for one-day events.
• Provide detailed schedules, including arrival and departure times, session names, speaker details, and breaks.

Information Packets (for Overnight Conferences)

• Include an accommodations form and two types of schedules.
• Provide information about quiet spaces and a list of local medical equipment stores.
• Note support expectations and include the main contact’s details.
• Send packets 3 to 4 months before the event.

At the Venue

• Use nametags for everyone.
• Offer sessions in multiple formats: written, verbal, and visual aids.
• Schedule frequent breaks and limit sessions to 90 minutes.
• Allow movement for stimming or pacing.
• Explain and provide color communication badges.
• Ensure presentations are visible from various angles.

Language Accessibility

In Canada, language accessibility is crucial due to its bilingual nature. When planning accessible events outside of Quebec, ensure that all communications and materials are bilingual, with English first and then French. Inside Quebec, prioritize French first, followed by English. Subtitling should be provided for all spoken content to accommodate both languages. We recommend using the Simultran device to offer real-time translation services, ensuring that all participants can fully engage and understand the content regardless of their primary language.

Implementing these steps ensures your events are inclusive, engaging, and accessible to all participants, enhancing the overall experience and fostering a welcoming environment.

E.L. Productions has years of experience designing inclusive, accessible events for audiences of all kinds. Reach out to us for help with your next corporate event.