Events accessible for the disabled: a planning priority

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Accessibility for people with reduced mobility or hearing or visual impairment is essential when planning any event or congress. It is not just a matter of equality and social justice but also a way to ensure that all participants can fully enjoy the experience and obtain maximum benefit. Below we present some key aspects for assuring event accessibility and how organising companies can make a difference.

  1. Commitment to accessibility

To ensure that an event is accessible it is vital for the organising company to be firmly committed to accessibility. This involves:

  1. a) The establishment of reserved spaces that can be accessed by disabled people

It is important for areas used by people with reduced mobility to be free of obstacles and to have clear views at concerts, spectacles and conferences. It is also fundamental to have resources such as induction loops for people with hearing impairment and sign language interpretation services.

  1. b) Going beyond safety and accessibility regulations

While necessarily complying with current regulations, event organising companies should also make any reasonable changes and adjustments to ensure that the space is more accessible and comfortable for everyone.

  1. c) Personnel training

Personnel in charge of the organisation and contact with participants should be properly trained to deal with the specific needs of the disabled, providing personalised quality service.

  1. Design and arrangement of the space

The design and arrangement of the space where the event will be held is crucial for ensuring accessibility. Some aspects to consider include:

  1. a) Clear and accessible signage

Adequate signage should be placed at accesses and along routes to follow, keeping passageways clear and with corridors as wide as possible to facilitate the movement of all participants.

  1. b) Access to the stage

It is vital to foresee easy access to the stage and to ensure equal conditions at presiding tables for speakers, directors or active participants in an event who are affected by any disability.

  1. c) Height-adjustable lecterns

Automatic height-adjustable lecterns are an effective solution to meet the needs of speakers and lecturers, including those who use wheelchairs.

  1. Communication and promotion of the event

Accessibility does not just involve adaptation of the physical space but also communication and promotion of the event. Some aspects to bear in mind are:

  1. a) Accessible information

All information concerning the event, including invitations, the programme and support materials, should be accessible and available in adapted formats such as braille or audio.

  1. b) Promotion of accessibility

It is important when promoting an event to highlight the implemented accessibility measures so that the disabled feel welcome and know that their needs have been considered.

  1. c) Registration management

The registration process should be accessible and allow participants to provide information about their specific needs so that organisers can properly plan the necessary resources and adaptations.

  1. Additional resources and services

Depending on the kind of event and the participants’ needs, it is possible that additional resources and services will be required to ensure accessibility. Some examples include:

  1. a) Support personnel

It is vital to have qualified support personnel on hand, either volunteers or professionals, to help people with disabilities during the event.

  1. b) Sign language interpretation

The presence of sign language interpreters is essential so that people with hearing impairment can follow an event’s sessions or ceremonies.

  1. c) Assistance technology

The use of assistance technologies such as induction loops for people with hearing impairment or screen amplification systems for people with visual impairment can make a major difference in the experience of participants.

  1. Evaluation and continual improvement

Accessibility at events should be a constant concern and a continual improvement process. To achieve this, it is important to:

  1. a) Implement evaluation systems

It is vital to have evaluation systems that can measure the level of accessibility at events and detect areas for improvement.

  1. b) Gather feedback from participants

It is important to give the disabled a voice and gather their opinions and suggestions to improve accessibility at future events.

  1. c) Keep up with new developments and trends in accessibility

Organising companies should keep themselves informed about the latest developments and trends in accessibility so they can implement innovative and effective solutions at their events.

  1. Collaboration with entities and experts on accessibility

Collaboration with entities and experts on accessibility is essential to ensure that events are truly inclusive. This involves:

  1. a) Consulting with organisations and experts

It is important to work together with organisations and experts on accessibility such as ONCE to ensure that best practices are implemented and that the needs of the disabled are adequately met.

  1. b) Participating in specialised events and training

Organising companies should participate in events and training specialising in accessibility to learn from the experience of other professionals and bring their knowledge up to date.

  1. c) Promote awareness and training in accessibility

It is fundamental to promote awareness about the importance of accessibility and to develop training in this area among sector professionals.

  1. Accessibility at virtual and hybrid events

Virtual and hybrid events are increasingly popular, so it is therefore vital to ensure accessibility in those formats. Some aspects to consider include:

  1. a) Accessible platforms and tools

It is important to choose platforms and tools that are accessible and allow people with disabilities to fully participate in the virtual or hybrid event.

  1. b) Audio descriptions and subtitles

For virtual events it is vital to have audio descriptions and subtitles to facilitate access by people with visual or hearing impairment.

  1. c) Flexible participation

Virtual and hybrid events should offer flexible participation so that the disabled can adjust their experience in accordance with their needs and preferences.

  1. Social responsibility and reputation

Accessibility at events is not just a matter of equality and justice but also a key aspect in the organising companies’ social responsibility and reputation. Some benefits include:

  1. a) Improved corporate image

Attention paid to accessibility at events can help improve an organising company’s corporate image and position it as a reference in the sector.

  1. b) Appeal to a wider public

An accessible event will attract a broader and more diverse public, which can improve the experience of all participants and enrich debate and the exchange of ideas.

  1. c) Compliance with legislation

Implementing accessibility measures at events can ensure compliance with legislation on equality and non-discrimination, avoiding eventual penalties or lawsuits.

  1. Financial benefits

Accessibility at events can also generate financial benefits for organising companies and participants. Some examples include:

  1. a) More people attending

An accessible event can attract more people, which means more income from tickets, sponsorship and other aspects.

  1. b) Customer loyalty

Disabled people who have enjoyed an accessible and well-organised event are more likely to attend future events of the same organising company.

  1. c) Saving of costs due to later adjustments

By foreseeing and adequately planning accessibility at events, organising companies can avoid additional costs derived from subsequent adjustments or last-minute solutions.

  1. Conclusions

Accessibility at events is a priority that should be approached on an integral basis, involving all actors in the sector. Collaboration, training and continual improvement are keys to ensuring that events are inclusive and accessible for everyone, regardless of their capacities. Organising companies have the responsibility and opportunity to make a difference and help build a more fair and egalitarian society.

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Event organisation trends for the future

The world of events is constantly changing and in recent years we have seen how new technologies and social networks influence how they are planned, implemented and evaluated. This article examines the major trends that will mark the future of event organisation, based on information gathered from various sources and experts in the field. Co-creation and active involvement of participants 1.1. Social networks and opinion mechanisms The decision about an event’s format, its programme and other aspects will no longer be solely the organiser’s responsibility. Increasingly more important is the participants’ active involvement in the planning process. Social networks and other mechanisms make it possible to learn the opinions of people who will attend an event; formats can accordingly be better shaped to meet their expectations. 1.2. Coordination tools It is also vital to have coordination tools that facilitate communication between the organisers and the participants. Such tools can include surveys, talk forums, mobile applications and other platforms that allow users to express their opinions and suggestions. Integration of communication formats 2.1. Corporate communication plan Events only make sense when they do not become an end in themselves but rather form part of the corporate communication plan. That plan should include advertising, public relations and direct marketing actions so that the events become more visible and can last longer. 2.2. Use of integrated communication Proper use of integrated communication allows events to be complemented with other marketing and public relations actions, generating more impact and visibility for the brand or the organisers. Establishment of thematic focal points 3.1. Transmission of a message and reflection of values Events should transmit a message and reflect the values and personality of the entity that organises them. The staging and respective visual impact are highly important, because they are the elements that will make the first impression on participants. 3.2. Attention to detail Establishing a thematic focus means paying attention to all details, from choice of space to colours of the setting, textures used in the decor, music and catering, even the scents. In this regard, annual celebrations or new product launches can focus on various themes, such as the world of swing, the 1920s, the desert and the Thousand and One Nights, etc. Encouragement of the recreational component 4.1. Gamification Application of the concept of gamification to events is meant to overcome people’s passivity and ensure their involvement through games. Long PowerPoint presentations can cause audiences to lose interest, whereby it is important to include practical workshops, do-it-yourself activities, competitions and role-playing games to boost participants’ attention and motivation. 4.2. Creation of immersive experiences Another trend in encouragement of the recreational component is the creation of immersive experiences using technologies such as virtual and augmented reality. Such tools can be used to simulate environments and situations that allow participants to interact with the event in a more active and entertaining manner. Sustainability and environmental responsibility 5.1. Ephemeral architecture Many events require temporary architecture such as fair stands or stage decoration. Increasingly more companies are seeking to act responsibly and leave the smallest possible environmental footprint, with their interior designs including recycled, reusable and non-polluting materials. 5.2. Responsible waste management Besides using sustainable materials, it is important to implement responsible waste management at events. This can include less use of non-reusable plastics, promotion of recycling among participants and contracting of suppliers committed to sustainable practices. Less ostentation 6.1. Adjustment to the economic situation Major corporate events with impactful staging are giving way to another format that better fits the current economic crisis situation. In this context, companies cannot (nor do they want to) appear frivolous or appear to be wasting resources. The events they organise are accordingly more austere. 6.2. More intimate and personalised events This trend concerns the organisation of more intimate and personalised events where quality and the experience of participants have more priority than quantity and the deployment of resources. Hybridisation and virtual aspect 7.1. E-meetings and webinars In recent years we have witnessed increased use of e-meetings and webinars. Improved connections, videoconferences and video streaming enable the creation of virtual events, resulting in significantly lower costs (travel, lodging, space rental, etc), meaning events can also last longer. 7.2. Online networking spaces The design of 2.0 events includes setting up online paces to promote networking, active participation in different sessions and interaction with speakers. But an event’s strength is closely linked to its ability to become a meeting point that encourages personal interaction and interpersonal communication, whereby the tradition of physically attended activities is still deeply rooted. 7.3. Hybrid events One current trend is hybridisation, that is, the organisation of events that are in-person, though they also have an important virtual component. Such events enable combining the best of both worlds, offering participants the opportunity to take part either in person or through digital platforms. Use of new technologies 8.1. LED lighting, video-mapping and QR codes The ongoing development of new technologies has enabled sector professionals to organise more impactful events on a more agile and efficient basis. LED lighting, video-mapping, QR codes, apps and electronic visiting cards are just some of the novelties that have facilitated event organisation in recent years. 8.2. ROI assessment with technology The new technologies are also used to assess events’ return on investment (ROI). Tools such as participant monitoring systems, feedback applications and data analysis allow organisers to more accurately and efficiently measure the impact and success of their events. Personalisation and segmentation 9.1. Events adjusted to participant profiles Personalisation is a key trend in the future of event organisation. Organisers must be able to adjust their events to the profile of the participants, taking the respective tastes, preferences and interests into account. This means offering specific activities and content for different segments of the public, and designing personalised experiences that make each participant feel special and unique. 9.2. Use of technology for personalisation Technology plays a significant role in the personalisation and segmentation of events. For example, mobile applications can offer each participant