Special Events | Fall 2024

Thanks for Thinking of Me!

“Being inclusive, and radically inclusive, is the future.” –Megan Henshall (Google)

• Outdoor spaces: Are there accessible portable toilets (ADA requires 5% to be accessible)? Wheelchair- friendly pathways both within the event and from the parking lot? Is there seating for people to rest, especially in the shade? Will the venue waive a no-bag policy for certain individuals? Are there outlets outdoors? As you can see, there are a plethora of things to look for in finding an accessible venue. This is why requesting information about accommodations with the RSVP is important, because it will limit the amount of features you’ll need to look for (or might miss). One thing to note: be cautious when relying on labels. “A venue space can be ADA compliant and still not accessible,” says Senter. If the building was built before a specific year, for instance, it is exempt from ADA standards. Or, if a non- accessible feature of the venue is too expensive to repair or is marked for historical value, it legally doesn’t have to be fixed. “So, you might have two little steps down into the ballroom that are Parisian antique tile; those don’t need to be replaced and still [is] an ADA-certified venue.” Also, be sure to verify that recommended hotels or other lodging have accessible rooms and features as well. Take it online If you are planning a virtual event, choose a platform that offers accessibility services, like Zoom or GlobalMeet. In an article for Special Events , content marketer Jenna Bunnell discussed accessibility in virtual events. “[An] important deliberation is to offer inclusive services like closed captioning, translations, and/or sign language..... moreover, some people might not have the best internet connection, so consider providing a downloadable version of the event. “Adding a virtual option to your events can make it accessible to everyone who cannot travel to your venue. Take advantage of the growing hybrid integration platform market and bring all the recordings of your old events on the cloud for those who could not be included before.” This also allows individuals to play back events at a slower speed. Work with your presenters to meet specific color contrast ratios in their presentations, so that people with visual impairments, including color blindness, can easily view the slides. Have the presenter also explain what is on the slides for those who cannot easily see.

If you do have a sign language interpreter, make sure that they are always visible on screen and sized large enough to be legible. Together is better Your team is an important part of making an event accessible. Training them to shift their mindset and look for ways to consider various capabilities will not only improve the event experience for all in attendance, but it will also empower your team to feel confident in assisting your attendees and will give them the tools they need to problem solve. There are plenty of options for training your staff, such as the PCMA Event Accessibility Certificate or the KultureCity Sensory Inclusive™ Certification. In the interview with KultureCity, Srivistata urged planners to “teach staff cues to look for in guests that might be uncomfortable—for example, someone getting up and leaving in the middle of a performance isn’t necessarily rude but might be dealing with a sensory issue. Someone bouncing up and down in their seat might seem rude to the person next to them, but they might be regulating their sensory sensitivity.” Make sure your staff are prepared to treat each guest with respect, to not fuss over service animals, and to be on the lookout for ways that your event might need improved accessibility. It may be helpful to assign one of your team members to lead all accessibility-related factors, making them the touchpoint for guests as well handling accessibility in the case of venue evacuation. “At larger events or events with scheduled accommodations, designate someone to be responsible for accommodations as well as help with seating, ensuring captioning and other technology is working, maintaining clear pathways, or other needs,” encourages Cornell. Have them contact guests who note in their RSVP that they need accommodations and talk through these needs so that your team understands what to provide. You can also have them act as an usher to greet guests with needs at the start of the event, as well as check in with these guests throughout the event.

SPECIAL EVENTS FALL 2024