Seventeen low-cost ideas to make your in-person events more inclusive

As speaking professionals, we know that the experiences we create for our audience members, and the way we deliver those experiences matters quite a bit when it comes to inclusion. But what good is an inclusive presentation, if the event in which it takes place fails to properly support those who have disabilities? Over the course of the last few months, we’ve spent a lot of time talking about ways to make presentation more inclusive, and discussed why that matters.

Today, I’d like to explore a tangential topic, which relates to the events themselves. There’s so much that could (and eventually will) be said about creating more inclusive events, but for the time being, I’d like to take advantage of this week’s post to share what I feel are some of the easiest ways to make any in-person event a bit more inclusive, using ideas that won’t break the bank.

Oftentimes, inclusion has a lot more to do with proper planning and being creative, than it has to do with throwing tons of money at a “problem” hoping to make it go away. While the list is far from being exhaustive, it is, nonetheless, an excellent starting point. And most of these won’t even make a dent in your budget! Let’s explore some of those ideas together, shall we?

A strong, inclusive start

01. An inclusive registration process – A truly inclusive event begins as early as its registration process. Event planners should make sure that the forms used to register to the event asks speakers and attendees about any accessibility requirements they might have, and that space is provided on the registration form to identify their accommodations (physical, dietary, alternate formats, etc.) or other specific needs.

02. An accessible venue – This goes without saying, but the venue itself must be accessible to people with disabilities. This includes the building entrance, the meeting rooms, the presentation stage, the bathrooms, etc. Elevators or access ramps should be available, so that no areas of the venue end up being off limits to attendees with limited mobility.

Inclusive support the day of the event

03. Provide accessibility information ahead of time – Before coming on-site, event planners should clearly share a designated contact information, so attendees with disabilities can learn about the accommodations made available to them, or connect with the organizers to ask for specific, confidential requests. Requests should be followed upon in a timely manner, to inform attendees of availability, or any specific instructions or directions. This information can be shared through email, but also be made available as part of the materials handed to the attendees as they walk into the event.

04. Easy-to-read signage – Organizers should make sure the venue displays easy-to-read signs using common words and simple sentences that make it easier for everyone to read and understand the information provided. The signage should use high contrasts colours and a text size of at least 24 points with a sans serif font, and identify relevant locations and directions, such as accessible routes between meeting rooms. Furthermore, the signs should be displayed in well-lit meeting spaces and adjacent areas.

05. Easy to identify, helpful volunteers – Easily identifiable volunteers should be made available to support, troubleshoot, and resolve accessibility barriers the attendees may run into on the day(s) of the event. These volunteers should be invested and proactive, and not be spending their time scrolling timelines on their phones, but rather, be on the lookout for any attendees that might need their support.

06. Easy to manage schedules – Plan for ample breaks in between sessions when putting the event’s schedule together, as some people may require additional time to take care of medical needs, to process information, rest for a little while, or simply get from room to room. Don’t compress time. Keep to the schedule as much as possible during the event to avoid unexpected changes to people’s planning, and inform participants ahead of time of any changes when they occur.

Inclusive room configuration and planning

07. Reserved seating – Reserve the best front row seats to attendees who have visual or hearing disabilities, with a clear line of sight to sign language interpreters and speakers. Remove a few chairs from the front rows to allow comfortable space for wheelchair users, so they can maneuver with ease. Avoid designating a single area “for wheelchair use” as that segregates and stigmatizes individuals using them. Organizers should offer wheelchair users the same choices as other attendees, and allow them to be seated with friends and colleagues if they so wish.

08. Room configuration – As organizers are configuring the meeting rooms or dining areas, they should plan for plenty of space to move around seats and tables. Aisles, seating rows, and space around tables should be wide enough for people using mobility aids such as wheelchairs or walkers to easily move around the room. A minimum of 36 inches of clear space is typically sufficient. When attendees are expected to wait in line, chair should be made available for people who use canes or crutches, or find it hard to stand in lines for long periods of time.

09. Setting up the main stage – Organizers should make sure the stage is easily visible from all seating areas and projection screens, if used, are also clearly visible from all seatings. Access to the stage should be possible for wheelchair users through an access ramp, and to allow for easier access for everyone. Enough space should also be provided in the front of the room or on the stage, for sign language interpreters to be fully visible.

10. Ventilation system and fragrances – Event organizers should promote a scent-free environment for all events, and make sure there is a proper ventilation system that allows for fresh outside air, so people with chemical sensitivities are more comfortable. Organizers should also verify that the ventilation system isn’t too loud, or interferes with the attendees’ ability to hear the conversations In the meeting rooms or hallways.

11. Lighting and visibility – Organizers should pay close attention to providing adequate lighting throughout the venue, including hallways, meeting rooms, and particularly from the main stage. The faces and upper bodies of speakers and sign language interpreters should be very visible and well-lit at all times. Projection screens, when used, should be clearly visible from all seatings. Bright sunlight or flashing lights should be avoided, as well as any distracting backgrounds or sounds. Strobe lighting should also be avoided as it can trigger seizures for people with epilepsy.

12. Limiting distractions and noises – Organizers should plan to limit external distractions as much as possible while sessions are ongoing. This includes reducing or eliminating background noise during proceedings, and closing meeting room doors to minimize the noise coming from hallway conversations, or catering setups during a meeting or presentation. Consider not having background music in the halls or conference rooms, including during breaks, or, keep the volume low, as ambient noise makes it more difficult for people who are hard of hearing or have attention deficit disorders.

Other inclusive accommodations

13. Real-time captioning – Organizers must plan for real-time captioning, especially for larger events in larger rooms, and must ensure the venue has the technology to support it. A large projection screen in the front of room by the main stage should be dedicated to displaying the live transcripts. If real-time captioners are hired, organizers will need to make sure these people are provided with prior information on program content and length, copies of speaker notes, and PowerPoint presentations, titles, and any technical language or unique features to help them prepare accordingly.

14. Sign language interpreters – Likewise, if ASL support is also provided, these interpreters will need to be made aware of all relevant materials, including prior information on program content and length, copies of speaker notes, and PowerPoint presentations, titles, and any technical language or unique features ahead of time so they can better prepare. ASL interpreters will usually tag teams plan for them to work together for attendees who require them. Organizers should also arrange for assistive listening devices (hearing loops) as needed.

15. Promote the use of microphones – Organizers should plan for wireless lapel microphones so speakers can move around, and insist that speakers use them. Multiple microphones should also be made available for the audience in the meeting rooms during Q&A sessions, so every attendee has a better chance of understanding the questions being asked. Both the question and its answer should be captured by the captioners and displayed on the main stage projection screens.

16. Service animals and relief areas – Organizers should plan for an easy-to-access to relief areas for service animals, and make sure their owners know where these areas can be found. An easy access to water should also be provided for the service animals near the relief areas. To be respectful of everyone, accommodations should also be provided for persons with severe allergies to animals, by reserving seating or space located further away from service animals. Organizers should also make a point to remind attendees that it is not appropriate to pet service animals or give them any attention while they are working.

17. Personal assistance – To be fair to attendees who require individual support and not incur them undue, additional costs, event organizers should consider waiving any attendance fees for guides or support persons that accompany attendees who have disabilities. This includes sight assistance, personal care takers, interpreters and any other individuals who provide different forms of assistance to the attendees themselves.

How many of these ideas are you already putting into practice?

So, there you have it. Seventeen ideas you can put into practice as an event planner or organizer to make sure you in-person events are more inclusive of audience members who have disabilities. As you may be aware if you are a regular reader of this blog, a lot of these ideas will also create a more inclusive environment for everyone. Seeing these accommodations put into practice will also raise awareness for all of your attendees about the importance of inclusion, so you will find pride in knowing your event models great behaviour and leads by example.

Chances are, some of these considerations are things you already knew about, but others will be new to you. While the goal might be to implement them all, the reality is that getting everything perfect takes time. Though this list might seem long, it’s only the tip of the iceberg, when it comes to arranging for a truly inclusive in-person event. Just keep in mind that every time you put one of these ideas into practice, you are making your event a bit more inclusive for someone who may have felt like an outsider, and you make them feel a little bit more welcome.

If you are an event planner who cares about offering a more inclusive experience to you attendees and you’d like to discuss more ideas, just get in touch! I’ll be happy to brainstorm a few things with you. You can reach out to me using the form below, or book a discovery call.