Strategies for inclusive, engaging events
At Aira, accessibility at events is important to us. Members of our team and community who are blind or have low vision attend a wide range of events, and can have the most engaging experiences when accessibility is prioritized. It is in this spirit that we have just launched Aira Access Events, a service that provides event attendees with professional visual interpreting.
Inclusive events are simply better events. No matter the size or type of event, when accommodations are made that include every attendee, it contributes to more engagement. Importantly for event organizers, this can support positive, memorable experiences.
A great way to think about accessibility at events is as a foundational part of the planning process. This ensures organizers can incorporate accessible practices from the very beginning, and make key decisions with inclusiveness top of mind. Often, when accessibility is considered well into an event being organized, important details are missed or not given the proper attention.
Strategies for creating accessible experiences will vary based on the specific event and needs of participants. The below list is not exhaustive, but is instead a starting point to support you in thinking about accessibility as a cornerstone of event planning. We’re also fortunate to have the management team from Event Solutions sharing their insight on several of these points.
1. Have an informative, accessible event website
Event websites should be accessible and follow the latest Web Content Accessibility Guidelines (learn more). Your website is often the first touchpoint potential attendees will have with the event, so it’s important it can be accessed by everyone and isn’t a roadblock. Remember that every digital step should be accessible, including registration forms you use that are hosted by a third party site. Perkins Access has a great primer on building accessible forms. Attention to these details will allow everyone who is interested in being a part of your event to sign up.
It can be helpful to include as much information on the event web site as possible so that those with disabilities can prepare in advance. Consider including:
- Where mobility accessories, scooters, or wheelchairs can be rented or borrowed
- What kinds of accommodations are offered, and where
- Schedules for accessible transit and information on pick up and drop off points
- Information on accessible room blocks at the event hotel
- Links to virtual sessions for those who are not able to attend in person
- Locations of designated rest and hydration areas for service animals
- A venue map highlighting accessible entrances, accessible restrooms, elevators, and ramps
- Restaurants at the event, and links to digital menus
On both the website and in the confirmation email, include contact information and let people know they can reach out about specific accommodations they require.
“Many internal and third party planners are not always intimately aware of the accommodations needed by their individual attendees. It is a great idea to include an option for guests to communicate any needs they may have in the registration process. A simple question can go a long way to helping people feel included at your event.” —Amanda Masick, who oversees digital registration and event page services at Event Solutions.
2. Offer a range of accommodations during presentations
Presenters put a lot of effort into their sessions, and you want to make sure there are multiple options for audience members to access the information based on their needs. Below are some accommodations and strategies you can offer during speaking engagements or sessions.
- Provide an ASL interpreter
- Offer Aira for on-demand visual interpreting of sessions, accessible by audience members through the Aira app
- Use an AI captioning solution or CART Services to create real-time captions
- Make presentation materials digitally available beforehand for those who would like to access and review
- Use microphones, especially for audience questions
- When there are multiple people speaking at one event, have them each use the mic to introduce themselves
Speakers can also be encouraged to format their presentation decks for maximum visibility, use large font and color contrast, and leave room at the bottom of their slides for captions. Videos displayed during sessions can have captions or audio description.
“Our AV and production team work closely with the designer to ensure that everyone has a good view to consume the material. That may mean larger screens or multiple positions. But that is just the first part, there are so many parts to planning the presentation itself. Things like distributing headsets and assigning translator services help keep overlapping voices from becoming confusing. ASL should be presented close to a screen and speaker in order to keep the guests engaged with the full experience possible. Tools like the Aira app really allow us to craft events knowing the visuals of the event (and presentation) will be able to be appreciated by the blind and low vision guests.” —Nikki Yep, senior event planner at Event Solutions.
3. Provide exhibitors with resources to design an accessible booth
Having a booth that everyone can experience means more engaged attendees, and exhibitors who can reach everyone who is interested in their offerings. Exhibitors can be supported early on in their planning process with guidelines, including:
- Producing tactile materials and interactive opportunities
- A booth layout free of obstacles, with appropriate spacing for wheelchairs to move through the space and turn around
- Tables at wheelchair height
- Avoiding small text and unusual fonts on printed materials, and QR codes for digital versions of print materials
- Signage that uses large text and color contrast
- Captions on displayed videos
- Available seating at the booth
- No or limited rise in flooring, and provided ramps if there is a rise
When preparing resources for your exhibitors, it is a good idea to refer to the ADA Standards or the equivalent in your country.
“Accessibility is not just a legal obligation; it’s a pathway to inclusivity and engagement. By designing booths that everyone can navigate and enjoy, exhibitors not only meet regulatory standards but also invite a diverse audience to connect deeply with their offerings.” —Denise Galbraith, senior event planner at Event Solutions.
4. Offer Aira Access at Your Event
Aira Access Events is an innovative visual interpreting service tailored for events of any kind. Organizers who offer Aira Access Events provide their blind and low vision attendees with an additional useful tool for accessing visual information. Using the Aira app, blind and low vision event participants can access on-demand visual interpreting, either one-on-one, or as part of a group. Anyone at an event can also use Aira’s free Access AI feature to upload or take a photo and receive an instant AI-generated description, plus verify with a visual interpreter.
Our flexible service supports blind and low vision attendees in participating more fully to create memorable event experiences. Through a simple click on their phones, Aira users can connect with a trained visual interpreter to more efficiently navigate, engage, and socialize at events. Aira’s event service is a holistic approach to making your events more accessible; visual interpreters can assist with tasks that span the event, like audio description for keynotes, wayfinding, website registration, and form completion.
5. Choose an accessible venue
Selecting a venue is one of the most important considerations when it comes to accessibility, and one that should be prioritized. There are aspects of venue and space layout that can make attending an event a smooth experience or a negative one for someone with a disability. Consider how individuals with different needs will be able to move through a space. For example, are there disabled parking spots close to the entrance? Do the fire alarms in the venue flash? Are the restrooms equipped for wheelchairs? Do nearby hotels have accessible entrances and rooms? CVENT has an excellent checklist to assist with choosing a venue.
“Designing accessible venue space requires more than just what the venue itself offers. As event designers, we have to be careful that the elements we add don’t hinder accessibility. For example, walkways should be clear and wide enough to accommodate a wheelchair. Or that we include elements to be inclusive and enhancing to the event such as adding visual signals (such as on monitors) as well as auditory announcements. Cord management is especially important for everyone. These visual cues can be enhanced with tools like Aira so that their visual interpreters can safely guide those guests who are blind or have low vision through the venue space.” —Brandon Berry, Senior Creative Director of Event Solutions
6. Ask for feedback after the event
Putting on accessible events is a learning experience. Needs or situations may arise at your event that you didn’t anticipate, and these moments can be excellent opportunities to make different accommodations in the future. Event participants are the most valuable source of feedback in this growth journey, and can provide individual insights that organizers may have missed. Send a survey within a week of the event ending and ask specific questions on accessibility across all aspects of the event, and leave room for any other comments respondents would like to share. Ensure the survey is accessible, and provide multiple options for providing feedback.
“What sets event companies apart from others is how well they ask and implement feedback. In the event industry you will always come across new situations that you can learn from and apply those lessons to your future events. At Event Solutions, we create event experiences for participants. Getting direct feedback from those guests helps us understand what that experience was for all guests, including accessibility, to make the next experience even better for everyone.” —Brad Lipshy, CEO of Event Solutions.