Exclusively inclusive: how to make your event more accessible

Being accessible doesn’t just involve being wheelchair friendly. We spoke with Paul Ralph of disabled access review website Euan’s Guide, who shared his ideas for making your event more accessible

For Paul Ralph, Access and Inclusion Director of Euan’s Guide, inclusivity starts with people, not place. “A venue might have accessible toilets or the correct signage,” he says, “but if the staff don’t feel confident welcoming disabled delegates then all of that inclusivity is lost. You can tell a little about a venue on paper or online, but it’s that human interaction in the first few minutes when you come in that makes all the difference.”

Described by author Ian Rankin as a ‘Trip Advisor on wheels’, Euan’s Guide was founded in 2013 by Euan MacDonald, a power chair user who has Motor Neurone Disease, and his sister Kiki MacDonald, when they were looking for recommendations for accessible places to visit.The website features thousands of friendly and honest disabled-access reviews and listings in the UK and internationally. It aims to be an alternative to the hours spent making telephone calls and searching for access information online before deciding to visit somewhere new.

"I’ve been to conferences and staff have turned and walked away as they are unsure what to do, what to say or how to engage."

While many venues, like the EICC, have undertaken regular accessibility audits, there are still many that Paul believes are lacking when it comes to providing facilities for disabled visitors. “I can think of occasions where I’ve been to conferences and staff have turned and walked away as they are unsure what to do, what to say or how to engage. The inclusion part is how people feel about being in the space and what people do in the space. That’s what inclusion means.

“Never underestimate the power of face-to-face interaction. While good communication can build the foundations of a good experience, it is the friendly face at the door, greeting the guest that will transform an experience.”

1. Catering to all

Inclusivity doesn’t end here though; it’s crucial to provide support and communication throughout the entire event. Buffet lunches, for instance, need to be thought through. “I recently attended one with no tables for me to put my food on,” says Paul. “Things like that are easily overlooked, and even when tables are provided for that purpose they don’t always feature signage to that end, and so people will sit at the tables. Make sure you get ahead: provide additional tables or amenities with recognised signage to help people with disabilities.”

The buffet format has other challenges. One of Paul’s colleagues, Ian, is visually impaired. “Ian’s great challenge is that when a buffet is put out he has no idea what’s in front of him, even with labelling. The way to deal with that is to have catering staff actively engage with delegates and offer help when it’s needed.”

2. Managing mobility

Conferences are increasingly moving away from the traditional lecture format. While this brings opportunities for delegates, it also brings issues for people with disabilities.

“I’ve been to a conference where the first half of the day was spent in a beautiful auditorium,” says Paul. “Later in the afternoon, the conference went into breakout mode and everyone suddenly disappeared to different places. I was left trying to figure out where I was supposed to go. Even when I got there, the tables were so close together that I couldn’t get in without moving chairs, but I couldn’t do that either and so I was stuck.”

Paul’s advice when it comes to managing mobility again comes down to communication, specifically around navigation, signage and orientation.

3. In case of emergency

Of course, emergency evacuations are something that should be meticulously planned for, and hopefully rarely required. As part of this, event venues and organisers need to communicate with all delegates regarding evacuation, especially those with disabilities.

“It’s not fair on the venue or host if you happen to be disabled to turn up without verbalising that you will need help,” says Paul. “However, it’s important for the host to provide ample opportunity for the individual to identify themselves. This can be in promotional material before the event or through adequate signage on the day.”

Paul believes it’s also essential to encourage staff to ask questions if they have queries. “I stayed in a hotel in London and the welcome was brilliant,” says Paul. “Before we went up to the room, a member of staff asked if we could take a minute to go over the evacuation plan. We ran through scenarios, and it gave me the confidence to sleep easy. That’s inclusivity.”

The onus is on venues and organisers to work together to ensure that all delegates are briefed on evacuation plans. In fact, Paul wants to see evacuation plans being included as part of conference introductions.

4. Communication for all disabilities

Euan’s Guide considers ‘pan-impairment’, with reviews coming in from people with all kinds of disabilities.

Well-lit spaces that are easy to navigate largely score well. Hearing impairment, too, needs to be considered – perhaps by the use of screens and messaging. “I’m always encouraged when conferences put the programme on a screen for people to read. That’s a case of the organiser and the venue thinking about their delegates in advance. Autism is an increasingly important consideration when it comes to conferencing, involving visual and audio elements of the environment.

Regardless of disability, communication is fundamental. “Accessibility is all about investing in people, giving them the confidence and awareness they need to work such events,” says Paul.

While supporting disabled delegates may seem like an obvious consideration, it’s often an overlooked aspect of event management. Venues and event organisers need to ensure that every delegate is cared for.

“For disabled participants – be they delegates, speakers or invited guests – the journey doesn’t start when they enter the door,” says Paul “It begins with communication. Never be afraid to ask questions and remember to be mindful about every visitors’ experience.”