Beyond the Ramp: Planning for Truly Inclusive Events

SCEIA is currently updating its research on emerging event trends and one theme that has become particularly more prominent this year is accessibility.

Accessibility has become a major trend in event planning due to greater awareness of its importance, and legal requirements that protect the rights of people with disabilities. Event organisers are increasingly expected to create environments where everyone can participate and feel welcome.

What is Accessibility When it Come to Events

Often when we think about accessibility, limited mobility or the need for wheelchair access comes to mind.  However, event planners and their suppliers need to consider a wider range of disabilities to ensure everyone can participate fully. This includes sensory disabilities, such as vision or hearing impairments; and cognitive or intellectual disabilities, which may affect how information is processed or communicated. Additionally, it’s important to consider people with invisible disabilities, such as chronic health conditions, mental health issues, or neurodiversity.

Planning for accessibility must ensure that all aspects of an event are usable and welcoming for people of all abilities.  A key goal of event design should be to remove barriers and create an inclusive environment where everyone has equal access to activities, information, and services.

The invisible disabilities are commonly overlooked.  While physical access like ramps and accessible toilets are often considered, organisers may neglect flexible solutions like quiet spaces, sensory-friendly areas, or tailored support for those who do not have obvious accessibility needs. Organisers can also offer flexible participation options, such as virtual attendance or staggered schedules, to accommodate those who may find large crowds or extended events overwhelming.

Staff training is crucial, ensuring team members are equipped to recognise signs of distress and respond empathetically. Clear information about available support services, including mental health first aid or access to onsite counsellors, should be communicated in advance and during the event.

Who Is Responsible for Creating and Accessible Event

Besides the event organiser, event suppliers play a crucial role in ensuring accessibility for all attendees.

Caterers should be providing menus in accessible formats, such as large print or Braille, ensure utensils and packaging are easy to use for people with dexterity challenges, and accommodate dietary requirements related to allergies or medical conditions. It’s also important for catering staff to be trained in assisting guests with disabilities, including offering support with food selection or serving for those with limited mobility or vision impairments.  Additionally, the layout of food stations should allow easy access for wheelchair users and those with other mobility aids, avoiding obstacles and ensuring that surfaces are at an appropriate height.

Event ticketing systems and processes need to be designed to accommodate people with diverse needs.  Online ticketing platforms should comply with web accessibility standards, ensuring compatibility with screen readers and keyboard navigation for people with vision or mobility impairments.  The language used should be clear and easy to understand, and options for alternative formats such as phone bookings or in-person assistance, should be available for those unable to use digital systems.

Additionally, ticketing processes should allow for the purchase of accessible seating, companion tickets, and support animal access without added complexity or extra costs.

Lighting solutions should be sufficient but not overwhelming and overlay suppliers should ensure that temporary structures like marquees or stages include accessible seating, viewing areas, and easy access for support animals.  All pathways, entrances, and exits should be step-free and wide enough for wheelchair and mobility aid access. Temporary ramps and flooring must be stable, non-slip, and meet gradient requirements. Toilets and changing facilities should be accessible, with adequate space and appropriate fixtures. Clear signage in large print and Braille, along with audio announcements, helps those with vision impairments navigate the site.

Why is Accessibility Important

Accessibility at an event is important because it ensures that everyone, regardless of ability, has the opportunity to participate, contribute, and feel included. By prioritising accessibility, event organisers demonstrate respect for diversity and promote social equity, making sure that no one is excluded due to physical, sensory, or cognitive barriers. Additionally, accessible events can attract a broader audience, enhance the event’s reputation, and comply with legal requirements aimed at protecting the rights of people with disabilities.

How Can I Get Guidance on Accessibility Planning

The Queensland Government has published accessibility guidelines and resources for events. These cover practical steps such as venue selection, communication, signage, and the provision of accessible facilities and services.

https://www.qld.gov.au/about/events-awards-honours/events-resources-and-guidelines/accessible-events

Accessibility consultants are also available to assist with accessibility audits, provide recommendations for improvements, and staff training.  They can be found through directories such as the Queensland Government’s accessibility resources or the Association of Consultants in Access Australia (ACAA).

SCEIA is committed to building a vibrant events industry here on the Sunshine Coast.  Stay tuned for industry events and workshops as we look to connect and elevate our local supply chain.