Create a Welcoming Event for People with Disabilities

Accommodations are rarely one-size fits all. There are many disabilities in addition to mobility, such as hearing loss, vision impairment, and non-visible disabilities. We have the opportunity to optimally set up event listings and spaces to welcome those with disabilities.

Accessibility Fields

Accommodation information can now be added to your event in two places. To add details to a new or existing event, fill out the Accessibility box in the Location tab of your event Management tool. Be sure to save your changes to sync the event.

If you'd like to add the same details for all events created on your account moving forward, just fill out the Accessibility box under the Event Details section of your account settings and save your changes. Please note that this may take up to 15 minutes to sync.

Your new message will appear on the right hand side of your public event page.

Event Best Practices

Information to Share in Your Event Listing

Include details in your events Any amount of basic information or accommodation is better than nothing – and an important part of getting everyone in the door.

  • Designate an access contact person in your organization to answer questions and field special requests in advance of the event. 
  • Include details about the event venue that may be helpful:
    • Designated parking
    • Stairs or ramps
    • Sidewalk/pavement conditions
    • Wheelchair access
    • Early entry
    • Are there flashing lights or smoke machines?
    • Is there a fragrance-free section?
    • Do all chairs have armrests? 
    • Will there be a sign language interpreter?
    • Will there be closed captioning?

Set up an Inclusive Venue Space

  • Designate a place for people with disabilities to participate comfortably and engage with friends and audience. 
  • List your event space on Half Access by filling out their online questionnaire.
  • Hire a sign language interpreter that represents your community.
  • Provide your staff or volunteers with customer service training for working with people of all different abilities. 

Host an Inclusive Online Event

  • Specify the duration of the event and the timing of any planned breaks.
  • Share the format of the event, whether it's a presentation, a discussion, a class, etc.
  • If using video conferencing software, provide a dial-in option.
  • If using documents or slideshows, distribute copies to attendees ahead of time.
  • Offer multiple ways for audience members to participate, including video, audio, and chat.
    • If you have a Q&A format, allow attendees to submit questions ahead of time. 
  • Enable closed captioning.
  • If your event is available to stream after the fact, review automatic captions to ensure accuracy.

Resources

Disability Intersectionality Summit Resources - The Disability & Intersectionality Summit (DIS) is a biennial national conference that centers the multiple oppressions that shape the lived experiences of disabled individuals, as told by disabled people, in a setting organized by disabled activists.

Half Access - Half Access is a 501(c)(3) nonprofit organization dedicated to making live music accessible. Our database provides accessibility info on any and all venues to help prepare disabled folks on what to expect before arriving at a show, and will be used by us to work with venues on improving accessibility in their spaces.

Art-Reach - We create, advocate for and expand accessible opportunities in the arts so the full spectrum of society is served.

The A11Y Project - Accessibility is incredibly important, yet often overlooked in traditional digital design and development education. Because of this, The A11Y Project strives to be a living example of how to create beautiful, accessible, and inclusive digital experiences.

American Alliance of Museums - Article: How to Procure Digital Services with Accessibility in Mind.