Accessibility at events should be at the forefront of your mind when planning your scientific meeting or conference. There are some key points you should take into consideration if you are looking at how to make your event accessible.
Venue Accessibility
Potentially the most important factor to consider is the accessibility of your venue. You should look to make sure that your event is as inclusive as possible and making sure that the venue has features in place to allow everyone to attend is key.
As professional conference organisers (PCO), making your event accessible is a key focus in the initial planning of an event. A PCO will often research venues for you to host your event or conference, highlighting the benefits available at each venue.
This can range from step-free access to the venue, to availability of lifts for use throughout the day if required. Choosing a venue with parking nearby and access via car may also be important, as well as insuring public transport is easily accessible to allow non-drivers to attend with ease.
As part of our own Equality, Diversity and Inclusion (EDI) policy, the events team make sure to find venues with suitable accessibility features to allow all delegates to attend, making use of online tools that provides accessibility information on venues and public spaces.
Individuals’ Accessibility
In addition to the venue’s accessibility, another way to make your event accessible is to consider individuals’ needs at your event or conference. Think about the delegates who will be attending your event and what their needs may be.
Accessibility questions
You should make sure to collect any dietary and access requirements from delegates, speakers and exhibitors at the point of registration. You can then make any necessary adjustments in advance of your event.
Audio Accessibility
A PCO can help source a variety of services for your event. To be inclusive of those who have audio accessibility requirements, this could include Interpreting services with the likes of signing for the deaf services to caption services for any videos played during the event.
Visual Accessibility
With full event management services, a marketing lead can be assigned to assist in creating large clear signage for your event, externally at your venue and internally. This can help direct attendees to facilities and your session rooms. It’s important that text is visible and of a clear size so that anyone with visual accessibility requirements is catered to.
Registration Accessibility
In order to make your event accessible you should consider offering a range of different registration categories. For example, you could offer, single day registration when hosting a multi-day event, Student registration at a discounted rate and a certain amount of bursary places, Carer/Companion registration free of charge, Registration fees based on World Bank Country Classification and Hybrid Registration.
Remote Accessibility
A consideration for those with accessibility issues which mean they can’t attend your event in person is having a hybrid or online element. This could take the form of a recording of your event published after, or even a live hybrid event whereby online attendees can interact with the event. A PCO can work with an Audiovisual (AV) team to help facilitate this. This can also attract a wider demographic, appealing to those who can’t attend in person due to time commitments, work or financial constraints.
Additional Accessibility Factors
If you are looking to offer further accessibility options, there are so many other factors to consider. These could be things like being able to offer an on-site creche or family room that will allow delegates with children to attend, places like a family room could include a live stream to the main session room.
You could also look to incorporate quiet spaces, some delegates who may feel overwhelmed or have sensory disorders would benefit from these spaces as an area to step away to when things get too much.
With the assistance of an Event Manager, you can discuss and incorporate a variety of different accessibility features into your event and your event manager will liaise with venues to ensure accessibility requirements are met where possible.