Why accessibility is more than a wheelchair ramp

Start with the basics. Is the venue reachable by wheelchair? That means: step-free from car park to room. Lifts to every floor, wide doors (at least 85 cm), accessible toilets and enough room to manoeuvre.

But think beyond wheelchairs. Provide enough seats for people who cannot stand for long. A level floor without trip hazards. And manageable distances between programme elements for anyone who struggles to walk far.

Parking is the first hurdle. Provide accessible parking spaces close to the entrance. If guests arrive by taxi or an accessible taxi service, there has to be a proper drop-off point close to the entrance.

The route through the building should be logical and clearly signposted. Use large, high-contrast signs. Avoid stairs as the only route: if there are stairs, there must always be an alternative (lift, ramp).

For the stage and the room, reserve seats for wheelchair users with a clear view of the stage. Make sure there is room for a companion next to them. At banquets and dinners, mind the table height: it has to work for someone in a wheelchair too.

For deaf and hard-of-hearing guests, sound is the biggest obstacle. And at most events it is the primary channel of communication: speakers, music, announcements, alarms.

An induction loop is the standard solution for hearing-aid users. Many professional event venues have one built in: ask about it and test it in advance. If the venue has no induction loop, you can hire a portable system.

Speech-to-text reporters or sign-language interpreters make presentations accessible to deaf guests. Speech-to-text reporters type along on a screen next to the stage; sign-language interpreters translate live. Book both well in advance. Allow at least four weeks.

Subtitles on screens are a low-threshold solution that helps everyone. AI-driven live subtitling is getting better and more affordable. Combine it with manual correction for maximum reliability.

For blind and partially sighted guests: make sure all information is available in text form too. Screens or printed brochures alone are not enough. Use high contrast in presentations: dark text on a light background, font size at least 24pt on screens. Avoid information that relies on colour alone.

Your event does not begin at the door but at the invitation. And that is increasingly digital. Is your registration form usable with a screen reader? Are your emails legible to someone reading at magnification? And does your event app provide alternative text for images?

The Web Content Accessibility Guidelines (WCAG) apply to your event communications too. Level AA is the minimum standard. That means: legible text, sufficient colour contrast, keyboard operation, alternative text on images and subtitles on video.

If you use an event app, check that it is accessible. Not every event app scores well on accessibility. Test the app with VoiceOver (iOS) or TalkBack (Android) before rolling it out.

Live streams and session recordings hugely increase accessibility. Guests who cannot attend in person benefit. So do people who miss a session or want to revisit it afterwards. Add subtitles to recordings. Read our article on organising a hybrid event for the technical side.

More and more organisers are catering for neurodivergent guests: people with autism, ADHD, HSP (highly sensitive person) or other differences in sensory processing. A loud, busy, unpredictable event can be overwhelming for them.

The most important step is simple: set up a quiet room — a separate space where guests can withdraw for a moment without music, without conversation and with dimmed lighting. Make sure it is not a storeroom you have rebranded, but a deliberately furnished calm space.

Communicate the programme up front in as much detail as possible. Times, locations, what will happen, how long each element lasts. Unpredictability is one of the biggest stress factors for neurodivergent guests. A clear programme overview with timings helps enormously.

Avoid bright, flashing lighting and sudden loud sounds. If a DJ or band is playing, give advance notice about the sound level. Offer earplugs at registration: a small gesture that makes a big difference.

Networking moments are the hardest part for many neurodivergent guests. Offer structured networking formats as an alternative. Speed-networking with a set topic, a buddy system, or themed tables where the conversation already has a direction.

Accessible catering goes beyond a vegetarian option. It is about clear communication, choice and safety for guests with allergies or intolerances.

Ask about dietary preferences and allergies at registration. Draw the distinction: a lactose intolerance is inconvenient, a peanut allergy is life-threatening. Pass allergy information on to your caterer and check that they treat it seriously.

Label every dish clearly with ingredients and allergens. Make the information visible at each dish. A folder on the buffet table is not enough. Use pictograms alongside text, because they scan more quickly than an ingredient list.

Make sure allergy-safe dishes do not come into contact with allergens. Separate serving spoons, prepared separately, presented separately. Cross-contamination is the most underestimated risk in event catering.

Always offer a vegan, gluten-free and halal/kosher option at larger events. That sounds like a lot, but a good caterer solves this with smart menu planning. Read our article on food trucks at your business event for more on catering choices.

It doesn't help if your event is accessible but your guests don't know it. Communicate your accessibility provisions actively: on your website, in the invitation and at registration.

Create an accessibility page on your event website. List physical access, public transport, parking, sensory provisions, the quiet room, catering options and a contact person for specific questions. That signals that you take it seriously and saves guests from having to search or call themselves.

At registration, ask: "Do you have any specific needs we can take into account?" An open question, not a checklist. People know best what they need.

Appoint an accessibility point of contact. Someone reachable for questions who walks the floor on the day of the event to check that everything is working. That person is your eyes and ears for improvements.

Evaluate afterwards. Include accessibility in your evaluation form: were the provisions sufficient? What could be better? That feedback is indispensable for your next event. Read our article on evaluating an event for a complete approach.

Get in touch and discover what Live Impact can do for your event. Call us on 085 401 40 14 or email hello@live-impact.nl.

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