Creating Truly Accessible and Inclusive Events
Accessibility and inclusivity are no longer optional in event planning—they are essential. From ethical considerations to commercial advantages, crafting events that everyone can experience and enjoy is both a moral imperative and a smart business strategy. A recent panel featuring experts Matt, Gabby, and Will shed light on this critical topic. By combining personal experiences, professional insights, and actionable strategies, they explored how event planners can take real steps toward accessibility and inclusion. Here’s what we learned.
Why Accessibility and Inclusivity Matter
Accessibility ensures that people with diverse needs can fully participate in events. Inclusivity, on the other hand, creates an environment where attendees feel represented and valued, regardless of their background or abilities. Gabby, an advocate for inclusivity, explained the difference beautifully, describing inclusivity as the “trunk of a tree” with branches that represent aspects of identity, from age to gender to marital status. Understanding these elements and their interplay can help planners create events that appreciate the nuanced needs of all participants.
From a commercial perspective, excluding potential attendees is simply bad for business. Matt emphasized, “If you alienate people who want to use your product or service, it’s not a smart commercial decision.” Ethics align strongly with this, as businesses are increasingly being scrutinised for their inclusivity practices. Most importantly, the drivers for accessibility often stem from personal experiences. Both Matt and Will candidly shared their unique viewpoints as individuals with neurodivergent needs and as caregivers for family members who require accessible environments.
The Role of Technology in Accessibility
Technology plays a pivotal role in bridging the accessibility gap. Will, a UX designer, explained how thoughtful design can dramatically change user experiences. “The basics of great UX—negative space, clear typography, compatibility for screen readers—all matter,” he noted.
Here are some key technology-based accessibility tips from the panel:
- Screen Reader Optimisation: Use alt tags and ARIA tags to ensure that screen readers provide clear context for images and icons.
- Customisable Platforms: Allow attendees to adjust settings, like font size, contrast, or layout preference, to match their needs.
- Voice Navigation: Develop tools that enable voice-driven interaction with event apps or websites.
- Dark Mode Options: For individuals sensitive to light, especially those with sensory sensitivities, dark mode can dramatically improve usability.
Good design is good for everyone. For example, tools like flexible registration forms can empower attendees with diverse needs. Some may prefer compact, single-question formats, while others might want to view the entire form upfront. Providing these options ensures a personalised and respectful user experience.
Practical Strategies for Event Planners
Creating inclusive events doesn’t have to be daunting. The panelists shared these actionable strategies for event planners:
- Understand Your Audience: Gather data during registration to learn your audience’s needs and preferences. Whether it’s offering captions for presentations or quiet zones for sensory-sensitive attendees, knowing your audience means you can serve them better.
- Select the Right Tech Partner: Ask your event tech provider about their accessibility features. Explore options for screen reader compatibility, customisable visual settings, and more.
- Perform Accessibility Audits: Use tools like website accessibility checkers to identify gaps in your event technology or platforms. Gabby shared how such audits can reveal areas for improvement and even protect planners from potential legal risks.
- Foster Inclusive Cultures: Accessibility isn’t just about event day. It starts at the planning stage. Build a culture in your organisation where accessibility and inclusion are openly discussed and prioritised.
- Leverage User Feedback: Pilot your event technology with diverse focus groups. Will emphasised, “You’ll never learn more than when you actually watch someone use what you’re building.”
Ethical and Commercial Benefits
Making accessibility a focus is both the right thing to do and a savvy business decision. Inclusive design naturally leads to higher engagement, better personalisation, and ultimately greater attendee satisfaction. Events that cater to everyone also boost brand perception, showcasing organisations as thoughtful, empathetic leaders. Additionally, inclusive practices often create scalable frameworks that simplify future planning processes and drive long-term success.
Matt summed it up perfectly, “Doing things the right way from the start doesn’t take longer, but it leads to better outcomes.”
Looking Ahead
Accessibility and inclusivity are journeys, not destinations. Planners should continuously educate themselves, collaborate with tech partners, and incorporate feedback to refine their approaches. Organisations like Diversity Alliance, founded by Gabby, are invaluable resources for those ready to take their commitment to the next level.
Ultimately, creating accessible events is about choices—giving attendees the power to engage in ways that work for them. Whether through custom tech solutions, thoughtful design changes, or a willingness to listen, every step forward matters. With effort and empathy, our events can become truly inclusive spaces where everyone feels welcomed and valued.
Are you ready to take the first step toward making your events more accessible? Share your thoughts or experiences in the comments below, and let’s keep the conversation going. Together, we can create a world where no one is left out.
Want to find out what we’re up to at CrowdComms? Get in touch with our team to see how we can help you elevate your events, today. Contact Us Today https://www.crowdcomms.com/contact/
