Six Tips to Make Your Event Accessible for the Disabled

~how you can make your event disability-friendly~

As we make the transition from summer to fall here in the Northern Hemisphere, we find ourselves in a time of event-frenzy, where parties and gatherings abound all around us.

But far too often, in the process of planning these fruitful celebrations and experiences, we unintentionally leave out our beloved disabled friends. Accessibility barriers are very prevalent in this world, but by combining our inclusive intentions with action, making the effort to create an accessible environment is easier than we might think.

With the simple tips laid out in this post, you can create a place where your disabled guests are not only included and accommodated, but also have the opportunity to be fully present for your special day, big or small!

First, I want to share why this truly matters. As a chronically ill and disabled girly, I’ve run, or should I say rolled, into my fair share of inaccessible events. And let me tell you, it isn’t fun for anyone.

Whether it’s crawling up the stairs because of an out-of-service elevator, sitting quietly in an isolated room because the party area isn’t reachable for my weak legs, or missing out on big life events because accessibility features weren’t even so much as an after thought, a lack of inclusion never fails to put a damper on the excitement our celebrations bring.

For me, it’s the suck of being uninvited by default. For my friends, it’s the tears they shed, or energy they have to exhaust watching me struggle to enjoy the event they planned, because of accessibility barriers.

But, there’s good news.

While accessibility will never be one size fits all, there are some easy ways to make your get-together as inclusive as possible, ensuring an enjoyable time for everyone in attendance.

One of the simplest ways to create an accessible event is to ASK your disabled friends what they need! We know our bodies and barriers best- and by giving us the ability to request necessary accommodations, you ensure our needs are met, and empower us, while also taking away the guesswork of choosing what accommodations may or may not be needed.

Another crucial piece to this- include an RSVP number on your invite where your guests can contact you for further information and requests; by doing this, you ensure no one gets left out.

Beyond these words of advice, here are 6 general tips you can follow for creating the most accessible event possible:

#1: Stream Your Event

This is the easiest tip of all. Stream your event if you can! No professional camera person is needed. All that’s required is your smartphone, and perhaps a tripod if you want something high-quality (you can find a good quality product for as low as $15 like this model from Amazon: TODI Phone Tripod). Pro tip: add closed captions to your video for enhanced accessibility. Most streaming services have this as a built-in option, so this solution is easier to implement than you think!

Streaming your event means that people all over the country — and even the world — can participate in your event. If you can, make sure the event has some form of digital interaction. That can mean taking questions from both the physical and digital audience, having them participate in polls, etc. Anything that let’s your team in on the action is a plus.

#2: Hire an ASL/ Sign Language Interpreter

Different countries use different variations of sign language, and if you live in the United States, that variation is ASL (American Sign Language). If you reside in the United States and need to communicate with someone who uses ASL, or if you're hosting an event that requires ASL interpretation, finding a qualified interpreter is crucial. One of the most reliable resources for this is the Registry of Interpreters for the Deaf (RID). RID is a well-established organization that maintains a comprehensive directory of certified ASL interpreters across the country. By visiting their website, you can easily search for interpreters based on location, ensuring that you find a professional who is not only qualified but also conveniently situated to meet your needs.

Hiring an ASL interpreter can make a significant difference in ensuring clear and effective communication in a variety of settings—whether it’s for educational purposes, business meetings, healthcare appointments, or social events.

#3: Offer a Sensory Space

An ideal sensory space is quiet, has dimmed/gentle lighting, minimal scents, and offers a comfortable space to decompress. This is very important for people with sensory disorders who can be overwhelmed by scents, sights, and sounds that wouldn’t bother the neurotypical.

Comfort is key in creating a space where people can truly relax. This might include comfortable seating, soft textures, and a calming color scheme, all of which contribute to a soothing environment where guests can recharge.

If providing a dedicated sensory space isn’t possible, there are still ways to support your guests’ needs. Offering complimentary earplugs is a simple but effective gesture that can help reduce noise and make the experience more comfortable for those who might feel overstimulated. By considering these details, you’re showing care and thoughtfulness for everyone’s well-being, creating a more inclusive and inviting environment for all.

#4: Evaluate Your Space

Check for mobility limitations. Is the ground flat? What is the terrain like (grass, rocks, pavement etc.)? Is there an elevator & does it work? What spaces do and do not appear accessible? All of these questions will swim through the minds of your disabled guests

Check the availability and functionality of elevators if the space has multiple levels. It's not enough to have an elevator—it needs to be in good working order to be truly accessible. Take note of any areas that might be difficult to access, such as steps, narrow doorways, or uneven surfaces, and consider how these might impact someone with mobility challenges.

To help guests with mobility issues feel more comfortable and prepared, consider taking pictures of the space from different angles and sharing them in advance. This way, they can see for themselves what the terrain and layout are like and plan accordingly.

#5: Offer Allergy-Free Food Options

While some foods marked “gluten-free”, “dairy-free” etc. can be quite costly, if you can’t afford them or prefer not to spend extra $, you can easily provide safe options at a low cost. However, there are plenty of affordable and delicious alternatives that can ensure all your guests feel included and cared for. Taking the time to consider these affordable alternatives shows your guests that their needs matter.

Things like fruit and veggie trays for your gluten and dairy-free friends can be a great way to provide some yummy eats your allergy buddies can enjoy! These naturally gluten- and dairy-free options are not only safe for guests with specific dietary restrictions, but they’re also healthy, colorful, and appealing to everyone. With a variety of fruits and veggies, you can provide a range of flavors and textures that cater to different tastes, making sure that your guests with allergies or intolerances have something they can enjoy.

#6. Invite Us!

Perhaps one of the most important things you can do — invite us anyways! Even if you know we can’t make it, it means a lot to us to be thought of and included. We understand that making things accessible can be tricky, and we appreciate you thinking of us & wanting us to be a part of your special moments- even when we can’t attend!

And so, with those tips in mind, I have one last thing to say: Let’s get this party started!