Why Accessibility Matters in Business Events

12 December 2024

Last month, we spent time focusing on accessibility within all aspects of our organisation – from event planning to social media communications. As part of our commitment to becoming a more accessible organisation, we’ve been reflecting on what it means to host truly inclusive events, ensuring that everyone feels welcome and supported, regardless of access needs.

Accessibility in events should always be a given – it’s essential that equal opportunities are granted to all attendees. Mid-November marked the beginning of Disability History Month and Purple Tuesday, an inspiring movement for the tourism industry across the UK to improve the customer experience of those living with disabilities. For convention bureaus and event organisers, creating accessible experiences is, rightly so, no longer optional – it’s a necessity.

Business events should reflect the diversity of their attendees and ensure that everyone has the same access to content, networking opportunities and resources. Inclusive event planning not only benefits those with disabilities but also enhances the overall event experience for all attendees. But what can be done to ensure everyone feels welcomed and included at events and conferences?

Visible Accessibility Enhancements

Some accessibility features are immediately apparent and can have a tangible impact:

• Physical accessibility: Ramps, step-free access, low stages, and on-site parking ensure that those with reduced mobility can navigate spaces with ease and confidence. Selecting venues equipped with features like Changing Places toilets can be a game-changer for attendees with specific needs.
• Communication support: Offering services such as British Sign Language (BSL) interpreters or live captioning ensures content is accessible to those with hearing impairments.
• Sunflower lanyards: Not every disability is visible. These discreet symbols can signal that someone may require additional support, creating an environment where attendees feel safe and understood and that help will be available for them should they need it.

The foundation of an accessible event lies in venue selection. Always choose venues that are designed to be inclusive, or that provide appropriate accommodations for those with disabilities and supply detailed information about their accessibility features the same way you would disclose any other information.

Behind-the-Scenes Accessibility Efforts

Ensuring accessibility at your event isn’t only about visible changes – behind-the-scenes efforts are just as vital. This could include:

• Hybrid, online and recorded events: Offering live-streamed or recorded sessions allows remote participation, which is particularly beneficial for those unable to attend in person due to mobility, sensory, or health-related issues.
• Inclusive planning: Involving and asking questions to individuals with lived experience of disabilities during event planning helps identify areas that might otherwise be overlooked. These valuable insights ensure that accessibility measures are practical and meaningful rather than tokenistic.
• Readily-available information: Providing detailed, easy-to-find information about accessibility on your website, social media and event materials is crucial. Disabled attendees deserve the same level of detail about facilities, transport links, and schedules as any other delegate. Remember to include alt text on images so those with visual impairments don’t miss out on any vital information.

It’s better to try doing something and make mistakes than to do nothing!

While it’s important to make sure you’re doing everything you can to avoid making mistakes, it’s often the case that well-meaning decisions don’t have the desired effects. Making strides in accessibility doesn’t mean you’ll get everything perfect right away—and that’s okay. The most important step is starting. Doing something, even imperfectly, is always better than doing nothing. Each effort you make to create an inclusive environment contributes to breaking down barriers and shows a continuous commitment to improvement.

At NewcastleGateshead Convention Bureau, we’re also on a journey of learning and improving. By creating spaces in which to share knowledge, collaborating with experts in the field and working with those with lived experience, we’re committed to making accessibility a cornerstone of every event we support. Together, we can work to create a future where business events are truly accessible to all.

Whether you’re an event planner, venue manager or attendee, there’s always a role you can play in making business events welcoming for everyone. Get in touch with us at conventionbureau@ngi.org.uk today to see how we can help you organise an accessible event and listen to our podcast episode delving into how to lead the way to accessibility here or follow the link: https://youtu.be/1D6RgeDVitI