How to make events accessible and inclusive: 15 tips to have on your radar

The events industry is changing. Companies and the public are demanding greater care when it comes to inclusion, extending beyond mere buzzwords and box-ticking. A recent UK survey found that 44% of respondents were missing out on work events hosted at or outside their workplace due to accessibility reasons. And, considering most research suggests that promoting an event’s inclusivity increases attendance, thinking about ways to make events more inclusive and accessible is more important now than ever.

But what do inclusion and accessibility mean when it comes to the events industry? In a nutshell, inclusion means ensuring everyone feels welcomed and valued, covering factors like race, gender, religion, and socioeconomic status, while accessibility is about ensuring everyone has the opportunity to participate, contribute, and enjoy the experience. This means event planners must go beyond simply finding an accessible venue, and both venues and organisers must discover ways to promote an inclusive event culture.

While the industry has come a long way, accessibility remains an area where events often fall short. It’s not about perfection, it’s about progress. Those willing to engage with constructive criticism, respond to feedback and act proactively are more likely to find success when implementing ideas to improve an event’s accessibility. From planning to delivery, this guide is brimming with clear, actionable tips to make events accessible and more inclusive.

Thinking ahead, asking the right questions, and listening to your audience can help identify barriers to accessibility and inclusion long before they arise. We spoke to the venue business development and marketing manager of {10-11} Carlton House Terrace, Marion Baros, to understand current trends and best practices when it comes to hosting accessible and inclusive events.

What does it mean to be accessible and inclusive?

To be accessible and inclusive means creating environments, systems, and experiences that enable all people - regardless of their abilities, backgrounds, or identities - to participate fully, equally, and with dignity. 

Is there a difference between inclusivity and accessibility?

Accessibility refers to removing barriers so that people with disabilities can access spaces, services, and information equally. On the other hand, inclusion is about creating a culture where everyone feels welcomed, respected, and valued, regardless of their background, identity, or ability. It focuses on meaningful participation and belonging.

In short, accessibility is about equal access, while inclusion is about equal experience. You can have accessibility without inclusion, but true inclusion must also be accessible.

What are the most common barriers to accessibility and inclusion in the events industry? 

Reflecting on years of experience in the events industry, Baros has found some of the most persistent barriers to inclusion and accessibility include:

Planning and preparation tips for inclusive events

The best tip for hosting inclusive and accessible events is, without doubt, to think about it in the early stages of planning. By this, we mean understanding your audience, anticipating the needs of attendees, and taking account of logistical challenges.

1. Understand your audience

Taking the time to understand your audience, whether it’s a private or public event, can really pay off. Most event planners will do this at the time of registration to keep things simple, including a short survey, open-ended query box, and doing a little independent research to identify potential adjustments participants might require.

This will help discover any potential barriers and allow you to plan proactively, whether that means organising for sign language interpreters and dietary requirements, or selecting a venue with several disabled toilets instead of just one. At this stage, you might want to look at bringing a lived-experience consultant on board to help work on event delivery from the inside out. All of this shows attendees they are valued and can enhance participation, attendance, and overall satisfaction.

Alternatively, you can find venues that work with lived-experience consultants, like The Barbican.

Areas to consider:

• Disability (both physical and cognitive)
• Age
• Cultural background
• Language
• Gender identity
• Neurodiversity

2. Think about the timing

Depending on the nature of your event, the timing and date can have a considerable impact. Hosting an event on a major religious holiday (or days of the week relating to religious observance), for example, might prevent a whole swathe of people from attending and inadvertently indicate a lack of regard for their beliefs. In a similar sense, if you're planning an event during the working day, aim for timings between 10:00 and 16:00 to avoid inconveniencing people with caring responsibilities. And, if your event or meeting is likely to exceed the two-hour mark, allow one or two short breaks, scheduled around meal times or prayer times. Equally, if the day involves moving between different event spaces, leave enough time for those with mobility issues to travel between them.

3. Consider the location

This is something you should consider early on. For private events, you might have a better feel for where invitees might be based, and then be able to look at venues within that general area. For public events, however, the best rule of thumb is to look for venues where several transport networks intersect. This might mean looking for a city centre location with reliable bus, rail, and underground routes with lift access that won’t require a taxi ride, but just be aware that not all city centre venues will offer parking facilities.

Located near Euston and Kings Cross stations, Kings Place is an accessible venue with some of the most reliable public transport networks.

How to choose an accessible event venue

Naturally, when it comes to putting on an accessible event, a lot of consideration must go into choosing the right venue. Wheelchair accessible infrastructure will always be an important factor, but there are many more things to consider with finding an accessible and inclusive venue.

4. Look for accessible venues

An accessible venue accommodates people of all abilities. Look for features like ramps, elevators, accessible restrooms, wide doorways, and tactile signage. Ensure entrances and pathways are step-free and well-lit. Ask about hearing loop systems and quiet areas. Accessibility should extend to stages and seating, so all attendees can participate fully. Visit the venue in advance if possible, and use a comprehensive accessibility checklist. Don’t rely solely on the venue’s word; always try to verify with photos or a walkthrough and ask about lighting and sound adjustments.

It’s also worth noting, however, that a truly accessible venue not only meets legal standards but also promotes a culture of inclusion through thoughtful, universal design, and comprehensive accessibility and inclusion policies.

This is something that sits at the forefront of what {10-11} Carlton House Terrace does, a fact that's evidenced by a recent £9.6m refurbishment project.

5. Prioritise staff training

One of the most important factors in planning accessible and inclusive events is making sure the team is armed with enough information and training to act quickly and effectively and great a smoother, more welcoming experience on all fronts. Be aware: finding a venue that’s accessible on paper, won’t mean much if the team isn’t prepared to handle situations sensitively and with confidence. On that note, topics covered should extend beyond ‘what to do’ scenarios to provide a more holistic understanding.

According to Baros: ‘Comprehensive accessibility training should provide both practical tools and a solid understanding of the principles underpinning inclusive practice.’

For example, at {10-11} Carlton House Terrace, staff training covers:

6. Cater to dietary and cultural needs

Whether you're planning a summer party, product launch, or corporate event, refreshments and catering are central to the event experience. Making sure that catering is appropriate and inclusive is a key expectation for attendees. During the registration period, with the invitation, make sure that attendees can communicate dietary restrictions, allergies and cultural or religious needs. From breaks for coffee and cake to canape receptions and sit-down meals, be sure to offer a range of options that include vegan, vegetarian, gluten-free, halal, and kosher dishes. Ensure that everything is labelled clearly with ingredients and allergens, and don't forget to evaluate food service methods too, making food stations accessible to wheelchair users and those with limited mobility and offering assistance if needed.

The same goes for alcohol. Take a look at some ways to make events sober-friendly, and try to make sure non alcoholic options aren't an afterthought by providing a variety of alcohol free drinks and mocktails. Any food made with alcohol should also be clearly labelled.

Inclusive communication for accessible events

From clear messaging and making alternative formats available to signposting and transparency, clear communication can increase attendance and reduce anxiety. Read on to find out what you might need to adjust.

7. Make your pre-event communications clear

Consistent and straightforward messaging reduces anxiety and confusion, and is a key area to consider when thinking about how to make events more inclusive. For instance, clear and predictable guidelines and schedules, along with sensory warnings, can make those with neurodiversity feel more prepared and comfortable. You should also send out an easy-to-read accessibility map, labelling specific areas like toilets, help stations, and quiet rooms.

In general, all communication should use plain language that avoids jargon and complex structures, and feel direct, respectful, and inclusive in tone. It's a good idea to read up on the Web Content Accessibility Guidelines (WCAG) to discover more tips. Any visual material should offer alt text and captioning to support diverse needs, and where possible, all information (schedules, registration, policies, accessibility features) should be made available in multiple formats, including digital, large print, and audio.

Providing dedicated access points for pre-arrival communication is becoming best practice. This means using email and text messaging for booking confirmations, pre-arrival information, reminders and check-in details, while also allowing for direct and immediate communication for quick questions and support via instant messaging. A dedicated online portal for all pre-arrival information, including FAQs, check-in instructions, and local recommendations, is also advisable.

8. Be transparent

To build trust and help attendees make important decisions, honesty is essential. It’s crucial to outline any limitations from the outset, list available accommodations such as interpreters or step-free access, and invite attendees to request additional support. Transparent communication avoids misunderstandings, reduces uncertainty and lets attendees know what to expect, which can make them feel more confident and welcome.

9. Evaluate your wayfinding signage

Clear signage for the event, either on large temporary boards or with posters directing guests to the main space, is very helpful if you know people are unfamiliar with your chosen venue. It's also a good idea to include either a visual story or a 360-degree tour of the event venue in your pre-event communications. 

The London Library, for example, offers online video tours for all its main spaces, along with further images and descriptions. 

10. Think about your printed materials

Booklets, pamphlets, and schedules handed out at the event should all be assessed through an accessibility lens, ensuring all attendees can access information independently and comfortably. This might mean providing alternative materials with larger prints, annotated imagery, and high contrast colours while avoiding dense blocks of text in favour of headings and bullet points. And while the WCAG is primarily focused on online content, these principles can also apply to printed materials.

Tips to improve accessibility and inclusion during the event

It's all well and good to have the infrastructure and understanding in place, but for the event itself there are some key things to consider. Whether it's looking at the latest technological advances or creating safe spaces.

11. Leverage high-tech advancements

Technologies and emerging trends are redefining what inclusive events can look like, and many of them are quickly becoming best practice. Since the COVID pandemic, for example, hybrid and digital events have become more popular, offering flexible formats and captioned content that can help a broad spectrum of attendees and increase access. Baros also reports that real-time captioning and BSL interpretation are increasingly expected at in-person events and are no longer considered optional extras. Take a look at the best hybrid conference venues in London to find out what they offer, and look into which video conferencing software works best for your event.

Supported by high-tech IT and outside broadcast infrastructure, sohoplace is a popular hybrid conference venue with live caption capabilities.

12. Offer flexible and accessible seating

Understanding the best seating style for your event is universally important, but it can have a big impact when it comes to accessibility and inclusion. Seating should accommodate mobility devices, companions, and personal preferences. Try to provide options for wheelchair users throughout the venue, not just at the back or sides. Include seats with armrests, back support, or extra legroom and allow attendees to choose where they’re most comfortable, whether that’s near exits, in quiet zones, or closer to the screen or stage.

13. Create safe spaces

Comfort isn’t just physical, it’s emotional too. Safe spaces provide areas where attendees can retreat for a break, recover from sensory overload, or use as prayer rooms for religious observance.

They should be signposted clearly and referenced in pre-event communications. Assign trained staff or volunteers to assist if needed, put up a sign in the room to kindly remind users of the space’s purpose, and ensure these spaces are respectful, clean, and free from judgment. As the name suggests, these areas should be designated quiet, located away from major thoroughfares and noisy zones, and designed to be low sensory, with soft lighting (e.g. lamps instead of overhead fluorescents), and cosy seating, with neutral decor.

Things to consider after the event

Accessibility measures don't just end when the event does. Following up with additional materials can reinforce the intention of the event, and gathering feedback can help fine-tune your planning processes and provisions.

14. Record, transcribe, and share

Post-event content helps maintain accessibility. Share high-quality recordings of the speech, discussion, presentation, or session, with accurate captions and transcripts. This isn’t just so that people who weren’t able to attend the event can experience it; it’s a useful tool for those who need more time to process content so they can engage at their own pace. It can also be useful for those with hearing impairments or language processing difficulties. Before the event, research accessible platforms for recordings, looking out for ones that offer downloadable resources in screen reader-compatible formats.

Aside from making content more accessible, it can extend the reach of your event and provide a lasting reminder. Accessibility measures shouldn’t be limited to the live event alone.

15. Encourage feedback and criticism

The key to making events more accessible and inclusive is, and will always be, working with feedback. Follow up with attendees after the event and offer an anonymous survey with questions about accessibility features, comfort, communication, and suggestions for improvement. To encourage constructive criticism, emphasise that honest input is welcome and will inform future planning, and be straightforward with how responses will be used. 

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