When it comes to planning meetings or events, accessibility isn’t just a checklist item—it’s a mindset. It’s about creating spaces where everyone can engage and contribute, no matter their abilities. Accessibility goes beyond compliance. It’s about inclusivity, equity, and respect for diverse needs. Want to learn how to make sure everyone feels welcome? Let’s dive in!
Why Accessibility Matters
Imagine hosting an event, but 40% of your potential attendees can’t fully participate. That’s the reality for many Nova Scotians, where nearly two in five have some form of disability. Whether it’s physical, sensory, or cognitive, barriers to accessibility can shut people out from meaningful participation. So, what can you do? Start by embracing accessibility from the get-go—it’s a game-changer for creating events where everyone can thrive.
Accessibility is all about incorporating universal design, equity, and psychological safety into your planning process. It’s more than meeting legal standards; it’s about saying, “Hey, we see you, and we want you here!” And the best part? When you focus on accessibility, you enrich the experience for everyone in the room.
The Core of Accessible Event Planning
- Ask Early, Ask Often: What Do Attendees Need?
When you send out that invitation, don’t wait for someone to flag accessibility issues. Be proactive. Ask participants upfront if they have any accommodation needs—whether it’s ASL interpreters, large-print materials, or real-time captioning (CART). It shows you care and helps you get ahead of any logistical surprises.
- Nailing the Venue: Accessibility Starts Here
The venue you choose can make or break your event’s accessibility. Don’t leave it to chance—do a site visit! Walk the space, check the entrances, bathrooms, elevators, and even speaker areas to ensure everyone can navigate the venue easily. Bonus points if your location is close to public transport and offers accessible parking!
- Tech to the Rescue: Accessible Materials and Presentations
Making your event accessible goes beyond the physical space. Your materials and technology need to be on point, too. Offer documents in large print, braille, or digital formats that work with screen readers. Got a PowerPoint presentation? Make sure it’s captioned or has a sign language interpreter available.
Speaking of interpreters, book ASL or CART services well in advance—these pros get booked up fast! And if you want to take accessibility to the next level, offer remote or hybrid options so people can tune in from anywhere.
- Timing is Everything: Schedule Smartly
When you’re setting the event date and time, keep accessibility in mind. Give people enough notice to arrange transportation, supports, or services like Halifax’s Access-a-Bus, which requires seven days’ notice. Avoid event clashes with important dates or disability-related events. Being flexible with timing shows you’re thinking about all attendees.
- Inclusive Facilitation: Let’s Talk Participation
Accessibility isn’t just about logistics; it’s about how you run your event. Moderators and facilitators should create an inclusive vibe where everyone feels comfortable. Make sure interpreters are set up where they can be easily seen by those using their services. Assistive tech such as subtitles on video or CART (Communication Access Realtime Translation), microphones for speakers, and any other accommodations are working. Seating arrangements should be widely spaced for easy access by anyone using them, while also providing different kinds of seating such as chairs without wheels and arm rests. And don’t forget to check in with your attendees—feedback is gold for improving future events, and the one you are currently hosting!
The Big Picture: Fostering a Culture of Accessibility
Making your meetings and events accessible takes thought and effort, but the payoff? Totally worth it. You’ll open the door to richer discussions, more diverse perspectives, and a feeling of true inclusivity that everyone can appreciate. Plus, you’re showing your commitment to equity—and that’s more than just good PR (public relations).
It’s about doing what’s right.
So, as you plan your next event, remember: accessibility isn’t just an add-on. It’s a culture. And when you embrace it, you’ll create spaces that truly welcome everyone.