How to build accessibility into corporate events
Table of contents
How to host an accessible corporate event: a comprehensive guide
Planning corporate events comes with a large set of responsibilities, ranging from venue selection to attendee engagement strategies. One responsibility that continues to gain importance—both legally and ethically—is ensuring your event is accessible to everyone, including individuals with disabilities and differing needs. Despite this, many companies still struggle to create fully inclusive experiences, which can hinder both the reputation of the organization and the success of the event.
This guide shows you how to host an accessible corporate event, offering practical tips, key considerations, and a detailed checklist to help you navigate the complexities of accessibility. Whether you’re an events director, human resources manager, or a diversity, equity, and inclusion (DEI) practitioner, this article will help you create an environment that welcomes all guests.
What exactly is accessibility? According to the Centers for Disease Control and Prevention (CDC), the definition of accessibility is accommodating the needs of disabled people when planning or designing. This means that services and establishments are adapted for the use of everyone, including those with impairments or physical limitations
Why accessibility matters for corporate events
Accessibility is more than just legal compliance; it’s an opportunity to showcase your company’s values. When you prioritize the comfort and safety of attendees, you send a powerful message of inclusivity. This is particularly relevant if your organization has a strong DEI (Diversity, Equity, and Inclusion) mission statement. A well-planned, accessible corporate event fosters positive relationships, demonstrates social responsibility, and can even boost brand perception.
Moreover, inclusive event design benefits everyone. Simple accessibility measures—like clear signage, ample lighting, or quiet rooms—enhance the experience for all attendees, not just people with disabilities. When your event is truly inclusive, you tap into a broader pool of talent, ideas, and perspectives, which can lead to better business outcomes.
"Knowing how to build accessibility into corporate events begins with asking participants what their needs are?"
Step 1: Choose an accessible venue
If your venue is accessible, you are halfway there, so booking accessible corporate retreats should be a priority. When looking at a potential venue for your corporate event, make sure it can accommodate every one of your guests. These two sentences remain as crucial reminders of how integral the venue is to overall accessibility.
Venue Considerations
- Transport and Parking: Check proximity to public transportation, availability of accessible parking, and drop-off points near the entrance.
- Continuous Accessible Path of Travel (CAPT): Ensure there is a clear, step-free path at least one meter wide from parking areas or drop-off points to the main entrance and event spaces.
- Doors and Corridors: Doors should be wide enough (ideally minimum 1,000 mm) for a wheelchair user to pass through comfortably. Corridors and aisles must be free of obstructions.
- Accessible Restrooms: Provide unisex accessible bathrooms on every floor or area where the event is held. Confirm the toilets accommodate wheelchairs and mobility equipment.
- Hearing Loops and Audio Description: If your organization can install a temporary hearing loop for attendees with hearing aids, do so. Consider offering audio description services for people with low vision.
- Seating Arrangements: If the venue has fixed seating, confirm there are removable seats for wheelchair users. If you expect individuals with service dogs, make sure seats or table spaces can comfortably accommodate the animal beneath.
- Emergency Exits: Verify that accessible emergency exits exist and are clearly marked. Fire alarms should incorporate both audio and visual signals.
Step 2: Ensure clear signage and lighting
Accurate, easy-to-read signage reduces confusion and stress for attendees with varying abilities.
- Directional Signage: Provide clear markers from the entrance to main event areas, food stations, information booths, restrooms, and first aid.
- Contrast Colors: Use high-contrast text (such as black on white) and large, legible fonts that aid both people with low vision and those who are navigating quickly.
- Lighting: Keep pathways and event rooms well-lit. If possible, ensure you can adjust or dim lights to accommodate attendees who may have sensory sensitivities.
Step 3: Prioritize transportation and assistance
Getting to and from the event can present challenges, so consider:
- Transport Hubs: Give attendees detailed guidance on accessible public transport routes or nearby services, including approximate walking times and gradients.
- Drop-off Points: Identify drop-off zones close to the entrance, especially for those using ride-shares, paratransit, or personal vehicles.
- Staff & Volunteers: Brief your front-line staff on disability awareness and ensure they know how to assist attendees, including escorting them from transport hubs or guiding them to designated seating areas.
Step 4: Address nonphysical accessibility
Those who participate may face difficulties related to nonphysical accessibility needs, such as managing the effect of sensory stimuli, including bright or flashing lights and loud noise. This statement remains especially relevant, as sensory considerations are often overlooked.
Quiet Rooms or Breakout Spaces
- Offer a designated quiet room with comfortable seating, soft lighting, and minimal noise.
- For large events, provide signposted breakout spaces where attendees can rest if they feel overwhelmed by noise or crowding.
Support for Neurodiversity
- Share a detailed schedule ahead of time so attendees know what to expect.
- Inform participants if you plan to use strobe lights, loud music, or potentially disruptive audio effects.
Step 5: Make registration inclusive
In your registration forms and event marketing materials, invite participants to share any accessibility needs. This approach not only signals inclusivity but also enables you to plan proactively.
- Multiple Submission Options: Allow attendees to register via web forms, email, and phone.
- Accessible Online Forms: Make sure your registration landing page is optimized with screen-reader compatibility, keyboard navigation, and properly labeled form fields.
- Dietary Requirements: Ask for specific dietary restrictions or allergies in advance. People with disabilities may need specialized food, serving methods, or seating arrangements at meal times.
Step 6: Catering and food service
Food and beverage arrangements can be another major barrier if not handled properly.
- Height-Accessible Counters: Position serving tables and beverage stations at a level comfortable for wheelchair users.
- Labeling & Assistance: Label items clearly or have a staff member who can verbally describe food options for attendees with low vision or dietary restrictions.
- Allergy-Friendly Options: Offer gluten-free, dairy-free, and other allergy-sensitive foods to ensure all guests can enjoy refreshments without worry.
Step 7: Incorporate DEI resources and products
To further promote inclusivity, integrate DEI-focused resources into your event planning:
- DEI Button Packs: Offer attendees or staff an opportunity to showcase solidarity and support for diversity initiatives. We recommend our new product, Build Your Own DEI Button Pack – Discounted Bundle , specifically curated for DEI managers and practitioners planning accessible events.
- Highlight Inclusion Messaging: Consider creating a space or signage featuring this statement: “If you embrace diversity, but ignore disability, you’re doing it wrong.” This serves as an important reminder that disability is an integral component of diversity and should not be overlooked.
Step 8: Leverage the accessible event checklist
Below is an abbreviated version of our Accessible Event Checklist to help organize your planning. Use it alongside your main event checklist to ensure a comprehensive approach.
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Venue Accessibility
- Verify proximity to public transport and existence of accessible parking.
- Confirm accessible restrooms, hearing loops, and wide entryways.
- Provide an accessible path of travel from entrances to key event areas.
- Ensure emergency exits are clearly marked and accommodate disabilities.
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Transportation & Wayfinding
- Offer directions or an accessibility map from nearby transit hubs.
- Place clear signage at event entry points and along main pathways.
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Lighting & Signage
- Maintain sufficient lighting in all event spaces.
- Use large-print, high-contrast signs.
- Label all main event areas and amenities.
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Staff Preparedness
- Train event staff on disability awareness, including how to interact with and guide attendees who have mobility or sensory requirements.
- Encourage staff to provide ongoing assistance throughout the event.
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Quiet Rooms & Breakout Spaces
- Designate a quiet room for individuals needing a low-sensory environment.
- Clearly mark the space so guests can find it easily.
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Catering & Dining
- Ensure serving tables are at wheelchair-accessible height.
- Offer labeled dietary options for allergies and specific needs.
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Registration & Communication
- Provide multiple registration formats (web, phone, email).
- Ask attendees to indicate any disability accommodations they might need.
As a part of this reevaluation, you may want to check in with participants before, during, and after the event to see if they had a good time and felt welcome, well-informed, and able to contribute fully. Gather feedback on the accessibility of every corporate event you organize and use it to further your approach to inclusive event design.
Step 9: Post-event follow-up
After the event, gather feedback to improve future accessibility measures:
- Surveys: Send out a short, accessible feedback form via email, ensuring it can be completed by screen readers and other assistive technology.
- Debrief with Staff: Collect insights on any challenges staff or volunteers faced in delivering accessible services.
- Continuous Improvement: Use the feedback to refine your accessibility guidelines and train staff for upcoming events.
Mastering how to host an accessible corporate event is both a practical and ethical priority in today’s business climate. An inclusive event not only aligns with legal requirements but also underscores your organization’s commitment to equity and respect for every individual. By choosing an accessible venue, addressing sensory needs, training staff appropriately, and leveraging an accessible event checklist, you create a welcoming environment that benefits all attendees.
Whether you’re planning an annual meeting, corporate retreat, or launch event, accessibility should be at the forefront of your planning process. This comprehensive approach sends a clear message that your organization truly embraces diversity and inclusivity. Incorporate these tips, maintain open communication with your participants, and continue evolving your accessibility measures to ensure each event is more inclusive than the last.
Quick links for DEI Managers
- Build Your Own DEI Button Pack – Discounted Bundle
- If you embrace diversity, but ignore disability, you’re doing it wrong
- Diversity and inclusion promotional items
By weaving in these resources, you empower DEI practitioners and event organizers alike to make tangible changes that foster inclusivity and accessibility in every aspect of corporate events.
