How-to guide 06 · Accessible events
How to make inclusion part of the venue, content and production plan from day one.
The moment
Access begins before anyone reaches the door
An accessible event starts with respectful registration. Ask what adjustments or formats would help someone take part; do not ask for a diagnosis. Explain step-free routes, parking, drop-off, doors, ramps, lifts, toilets, seating and stage access in advance. Plan wheelchair spaces with companion seating and comparable sightlines, not as an afterthought at the edge of the room. Include assistance dogs, quiet space and emergency arrangements. Make arrival information plain, specific and easy to find. Access needs vary, so publish a named contact and respond without assumptions. The design goal is not a special parallel experience; it is one event in which more people can participate independently, comfortably and with dignity.
Step 01
Make information available in more than one way
Use clear headings, plain language and consistent navigation across invitations, web pages and joining instructions. Supply accessible HTML where possible and properly tagged PDFs when documents are required. Offer large print, Easy Read, audio or Braille according to audience need. On site, keep signage high contrast, well lit and positioned before decisions must be made. Build live captions and British Sign Language interpretation into the stage and screen layout so they remain visible in the room and online. Provide hearing systems suited to the venue and explain how to use them; a hearing loop only helps compatible devices and correct setup. Share slides and transcripts early enough for assistive technology and preparation.
Step 02
Design the programme for participation
Require microphones for every contributor, including audience questions; ‘I’ll speak loudly’ is not an access plan. Brief speakers to describe important visuals and avoid talking while the room is reading dense slides. Provide seating options, rest breaks and routes that remain clear when the venue is busy. Test stage ramps, lecterns, microphones, caption delay, interpreter lighting and sightlines with the actual setup. Keep flashing and intense movement considered and signposted. Give staff practical access training and a simple escalation route. In emergencies, plans must include disabled guests and people with learning difficulties. Most importantly, involve people with relevant lived experience in testing—the organiser’s assumption is never as useful as a user’s journey.
DWP’s 2023–24 Family Resources Survey reports one in four people in the UK were classified as disabled. RNID estimates over 18 million are deaf, have hearing loss or tinnitus.
Step 03
Put access into every workstream
Use one owner, but do not isolate responsibility.
Record access requirements and consent carefully.
Confirm step-free audience, backstage and stage routes.
Contract captions, BSL and hearing support early.
Check digital files, signage and alternative formats.
Test microphones, screens, lighting and emergency messages.
Brief venue, security, registration and production teams.
Ask users for feedback and act on it.
The 2023–24 Family Resources Survey classified one in four UK people as disabled; RNID estimates over 18 million are deaf, have hearing loss or tinnitus. The Equality Act 2010 includes duties on reasonable adjustments.
Good to know
DWP’s 2023–24 Family Resources Survey reports one in four people in the UK were classified as disabled. RNID estimates over 18 million are deaf, have hearing loss or tinnitus.
Sources
Take it with you
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