6 Strategies to Enhance Accessibility at Association Events

As association professionals, we have a responsibility to create inclusive and accessible experiences for all attendees. By taking a few steps, we can ensure that everyone feels welcome and can fully participate in our events. While this is by no means an exhaustive list, below are some practical tips to make your next event more accessible:

1. Start by Asking

Asking the right questions in your registration process will ensure that you and your team have the appropriate information to make the necessary accommodations for your attendees.

• Sample Language: Begin by letting attendees know that your organization strives for inclusivity. Use language like this: “We aim to host accessible events that enable all individuals, including those with disabilities, to engage fully. Please indicate if you require any accommodations to ensure your participation.”
  
  
• Dietary Requirements and Allergies: Ask attendees about dietary needs or allergies during registration. Be sure to ask if they have an allergy emergency plan. See point #5 below for more information on accommodating dietary needs.
  
  
• Pre-Event Communication: Reach out to attendees before the event to clarify any questions they may have and provide information about what to expect on-site.
  
  
• Site Visit: Invite attendees to walk/roll the event space the day before the event starts to familiarize themselves with the layout.

2. Consider Neurodivergence

Neurodivergence is the term for when someone’s brain processes, learns, and/or behaves differently from what is considered “typical.” Did you know that approximately 20% of the global population identify as neurodivergent? There is a good chance you have neurodivergent attendees at your events. Below are a few ways to ensure these individuals feel included.

• Pre-Event Communication: Provide detailed explanations of all activities and materials in advance, including what food will be provided. The more detail you can provide, the more prepared your attendees will feel.
  
  
• On-Site Considerations:
  • Offer different types of seating. Can you provide high-top tables in the back of the room for those that prefer to stand?
  • Be mindful of lighting conditions. A transition from a bright room to a dim room can be startling for some.
  • Create a quiet or Zen room with items to help attendees disconnect and/or calm their minds. Include items such as fidget spinners, noise cancelling headphones, and coloring books.
  • Turn off fragrance pumps. These are common in hotel common areas and elevators.
    
    
• Watch this webinar for additional information and resources.

3. Address Mobility Needs

Ensuring that all attendees can navigate your event with ease should be top of mind when contracting and planning an event.

• Site Visit: Walk the event space with mobility needs in mind. Would a wheelchair or scooter be able to easily roll over the carpet and any transitions in flooring? Are door and elevator entrances wide enough?
  
  
• Sleeping Room Accommodations: Gather precise details about ADA-compliant sleeping rooms as many ADA rooms fall short of individuals’ needs.
  
  
• Meeting Room Passageways: Ensure all aisles are wide enough for mobility devices. This may require that you contract for larger rooms.

3. Accommodate Vision & Hearing Impairments

Ensuring accessibility for individuals with vision and hearing impairments is crucial as it promotes equal participation and engagement. By implementing the below strategies, you can create an environment where everyone can fully access and benefit from the content presented.

• Graphics: Keep visuals simple with minimal text. Be sure to communicate this to your speakers and explain why this is important.
  
  
• Color Considerations: Be aware of red/green color blindness and use high-contrast colors.
  
  
• Microphones: Use a microphone regardless of room size so all can hear.
  
  
• Offer live captioning or ASL interpretation: For those that request it, live ASL interpretation ensures that individuals can understand and fully engage with the content of your program.
  
  
• Reserved Seating: Offer reserved seating at the front of the room.

5. Cater to Dietary Needs

Accommodating dietary restrictions and allergies is crucial to ensure the well-being and comfort of all attendees. In addition to the above point about asking the right questions in registration, the below steps will help ensure safety for all while on-site.

• Food Labeling: Ensure food is properly labeled with the nine most common food allergens, as well as any specific restrictions noted by your attendees.
  
  
• Menu Design: Ask your venue if they can provide a more inclusive option like a build-your-own grain/protein bowl or salad buffet. A Mexican-themed buffet typically provides options for most attendees (be sure to include a vegan protein option and corn tortillas for your gluten-free guests).
  
  
• Consult Attendees: Share the menu with attendees who have complex dietary needs in advance and ask for their preferences. Would they like a special meal prepared or do they feel comfortable eating the planned options?

6. Create a Caregiving Room

Ensuring that there is a private space for to pump or provide care to a child shows inclusivity and support to those individuals.

• Language: Use the term “Caregiving Room” instead of “Nursing Mother’s Room” to provide a more inclusive space.
  
  
• Awareness: Make sure attendees know the room exists. Provide information about the room in your pre-event communications and your meeting app. Proper signage on-site is key.
  
  
• Include the below room amenities:
  • Lockable door.
  • Water, snacks, and a mini-fridge.
  • Comfortable seating.
  • Hand sanitizer.
  • Access to electrical outlets.
  • Information on the nearest sink if there is not one in the room.

Remember, the journey toward inclusivity is ongoing. With each event, strive to make it better than the one before focusing on continuous improvement and personalized experiences. By doing so, you’ll not only meet the needs of diverse attendees but also create a community that values accessibility and celebrates diversity. Contact AMR today and Let’s continue this important work together!