Planning an event is like painting a masterpiece, every detail matters. But to truly create something remarkable, inclusivity must be at the forefront. Making sure that everyone can participate and enjoy the experience is crucial. Let’s delve into how to plan accessible events, inclusive conferences, meetings, or gatherings, drawing wisdom from some of the most famous presenters and conferences.
The Importance of Accessible Events
Accessibility isn’t just about ramps and elevators. It’s about creating an environment where everyone feels welcome and can participate fully. This involves considering various disabilities, including mobility, visual, auditory, and cognitive impairments.
An accessible event allows all attendees, regardless of their physical, sensory, or cognitive abilities, to participate fully. From people with disabilities, through older adults, to even those with temporary impairments. As Steve Jobs once said, “Design is not just what it looks like and feels like. Design is how it works.” The same principle applies to event planning: it’s about how well your event works for everyone.
Good Example: Mindvalley Conferences
Mindvalley conferences are known for their inclusivity. They provide real-time captioning and sign language interpreters, making their events accessible to people with hearing impairments. They also ensure venues are wheelchair accessible and provide materials in multiple formats (large print, braille, digital).
Why This Works
- Real-time Captioning and Interpreters: These services ensure that participants with hearing impairments can follow along.
- Wheelchair Accessibility: Accessible venues mean that everyone can navigate the space comfortably.
- Multiple Formats for Materials: Providing information in different formats ensures that all attendees can access the content.
Bad Example: A Tech Conference in Silicon Valley
A major tech conference once failed to provide adequate accessibility features. There were no ramps or elevators, making it impossible for wheelchair users to access certain areas. Presentations lacked captions and sign language interpreters, excluding those with hearing impairments.
Why This Fails
- Lack of Physical Accessibility: Without ramps or elevators, individuals with mobility impairments were effectively barred from participation.
- No Captioning or Interpreters: This oversight excluded a significant portion of the audience, making the event inaccessible to those with hearing impairments.
Key Steps to Planning Accessible Events
Venue Selection
Choose a venue that complies with accessibility standards. Ensure there are ramps, elevators, accessible restrooms, and clear signage.
Good Example: TED Conferences
TED Conferences are known for their meticulous planning. They ensure that all venues are fully accessible, with appropriate seating arrangements for people with disabilities.
Another Good Example: Apple Keynote Presentations
Steve Jobs was known for his meticulous attention to detail, and it showed in his event planning. Apple’s venues were always equipped with ramps, elevators, and accessible seating. There were also clear signage and dedicated staff to assist attendees with disabilities.
Bad Example: An Exclusive Industry Gala
An exclusive industry gala held at an old mansion had multiple flights of stairs and no elevators. Attendees with mobility impairments found it extremely difficult to participate.
Communication and Marketing
Ensure all event information, from invitations to programs, is accessible. Use clear language and provide materials in various formats.
Good Example: Apple Product Launches
Apple’s product launches, spearheaded by Steve Jobs, always featured clear, concise communication. They ensured that all marketing materials were available in accessible formats, and live events often included real-time captioning.
Bad Example: A Financial Summit
A financial summit failed to provide accessible marketing materials. Important details were only available in small print flyers, making it difficult for visually impaired individuals to access the information.
Another Bad Example: Corporate Annual Meeting
At a large corporate annual meeting, the company failed to provide any form of communication assistance. There were no interpreters or captioning, and the audio system was not compatible with hearing aids. This oversight excluded many attendees from fully participating in the event.
Inclusive Presentations
Train speakers on how to deliver inclusive presentations. Ensure they describe visual content and use microphones properly.
Good Example: Elon Musk’s Presentations
Elon Musk, known for his engaging presentations, ensures that he describes key visual elements, making his talks more accessible to those with visual impairments. His use of clear, direct language also aids in comprehension. His events include live streaming with captions, ensuring that remote participants can engage just as fully as those in the room. Interactive apps used during his presentations are designed with accessibility features, such as voice commands and screen reader compatibility.
Bad Example: A Local Business Seminar
A local business seminar featured speakers who frequently turned their backs to the audience and mumbled into the microphone. Visual aids were not described, making it challenging for those with visual impairments to follow.
Another Bad Example: Startup Pitch Event
A startup pitch event heavily relied on an app for audience interaction, but the app was not accessible to screen readers. This meant that visually impaired attendees couldn’t participate in the Q&A sessions or vote for their favorite pitches, leaving them out of crucial parts of the event.
Technology and Assistive Devices
Incorporate technology that aids accessibility, such as hearing loops, captioning services, and assistive listening devices.
Good Example: Google I/O
Google I/O incorporates a range of accessibility features, including real-time captioning and assistive listening devices, ensuring all attendees can engage fully.
Bad Example: An Academic Conference
An academic conference did not provide any assistive listening devices or captioning services, leaving attendees with hearing impairments struggling to follow along.
Breakout Sessions and Workshops
Ensure breakout sessions and workshops are held in accessible rooms with appropriate facilities. Provide materials in accessible formats and consider the needs of all participants.
Good Example: SXSW (South by Southwest)
SXSW, a massive conference and festival, makes a concerted effort to ensure all breakout sessions and workshops are accessible. They provide detailed maps showing accessible routes, offer assistive listening devices, and ensure all session materials are available in multiple formats. They also provide ASL interpreters upon request.
Bad Example: Industry Training Workshop
An industry training workshop failed to provide accessibility in its breakout sessions. Rooms were cramped, with narrow aisles that made navigation difficult for wheelchair users. The session materials were only available in standard print, with no electronic or braille options, excluding participants with visual impairments.
Food and Beverage
Catering should accommodate dietary restrictions and allergies. Ensure that food and drink stations are accessible to all attendees, including those using wheelchairs.
Good Example: TechCrunch Disrupt
TechCrunch Disrupt is known for its attention to detail, including food and beverage accessibility. They offer a variety of options catering to different dietary needs, clearly labeled with allergen information. Staff are trained to assist attendees who may need help with food and drink.
Bad Example: A Corporate Retreat
A corporate retreat provided a limited menu with no consideration for dietary restrictions. Food stations were high and difficult for wheelchair users to access. Attendees with allergies or specific dietary needs had to fend for themselves, creating a sense of exclusion and frustration.
Restroom Facilities
Accessible restroom facilities are crucial. Ensure there are enough accessible restrooms close to event spaces.
Good Example: Comic-Con
Comic-Con provides ample accessible restrooms throughout the venue, ensuring that all attendees can easily access facilities when needed.
Another Good Example: TED Conferences
TED Conferences are renowned for their inclusivity, which extends to restroom facilities. They ensure that there are accessible restrooms on every floor, with clear signage indicating their locations. The restrooms are equipped with features such as grab bars, lower sinks, and ample space for maneuverability.
Bad Example: Local Business Expo
A local business expo was held in an old building with no accessible restrooms. The only restrooms available were down a flight of stairs, making them inaccessible to wheelchair users and those with mobility impairments. This lack of foresight significantly detracted from the inclusivity of the event.
Transportation and Parking
Provide accessible transportation options and ensure parking areas include accessible spaces close to the event entrance.
Good Example: Google I/O
Google I/O ensures that transportation and parking are accessible. They provide shuttle services with wheelchair lifts and reserved parking spaces for attendees with disabilities. The event staff coordinate closely to assist with transportation needs, ensuring everyone can arrive and depart with ease.
Bad Example: Finance Symposium
At a finance symposium, there were no accessible parking spaces, and the nearest public transportation stop was several blocks away, without any ramps or curb cuts. Attendees with disabilities faced significant challenges just getting to the event, which could have been easily avoided with better planning.
Another Bad Example: A Regional Trade Show
A regional trade show did not provide accessible transportation options, and the few accessible parking spaces were located far from the entrance, causing inconvenience and frustration for attendees with disabilities.
Feedback and Continuous Improvement
Collect feedback from attendees about the accessibility of your event and make improvements for future gatherings.
Good Example: Mindvalley
Mindvalley conferences regularly solicit feedback from attendees about accessibility and make necessary adjustments for future events, demonstrating a commitment to continuous improvement.
Bad Example: A Local Arts Festival
A local arts festival did not seek feedback on accessibility, resulting in repeated issues and frustrated attendees.
Conclusion
Creating accessible events is about more than just following regulations; it’s about fostering an environment where everyone can engage, learn, and enjoy. From the meticulous planning of Steve Jobs to the tech-savvy inclusivity of Elon Musk, the best events consider the needs of all attendees. Remember, inclusivity is not an afterthought but a foundation for successful events. As Steve Jobs said, “Simple can be harder than complex: You have to work hard to get your thinking clean to make it simple. But it’s worth it in the end because once you get there, you can move mountains.” Put enough effort in the process of making your events accessible, and you’ll create experiences that everyone can cherish.
