can hear. Likewise, when doing Q&A, presenters should repeat audience-asked questions into the microphone before answering. Have them activate captions for any videos they include in their presentation and send their presentations in advance to individuals who have let you know that they cannot view screens well. It’s also considerate to have reserved seating near the front of session rooms for participants who may have vision or hearing impairments. You don’t have to sacrifice any strobe lights or loud music but do give a warning to attendees so that they can be prepared to leave if they need to—ideally heading to a quiet room you’ve provided on site. It can also be helpful to provide sufficient breaks in between event happenings to allow people to regulate. An excellent tool that KultureCity provides to venues is a collection of sensory bags. These are kits that contain noise-cancelling headphones, different types of fidgets, strobe reduction glasses, VIP lanyards, visual cue cards, and weighted laptop pads. You can work with a program like KultureCity or create your own sensory bags for the event. Ready for action As with any growth, don’t expect to get everything right on the first try. There’s a lot to consider, and there’s no shame in missing something when you start your accessible events journey. So long as you’re willing to practice patience and empathy, and treat this as a learning process, you’ll get better at recognizing and accommodating needs. After your event, you can send out a survey to see what you missed, what you succeeded at, and how you can improve your next event. “Use your resources,” says Senter. “You do not have to be an expert in this space.” She recommends inviting people of various abilities along on venue tours—bring someone in a wheelchair with you to see if the venue is accessible for them. Have someone who is vision impaired walk through the space with you so that you can learn how they would experience your event. In an article for MeetingsNet, Megan Henshall, CMP, DES, and global events strategic solutions lead at Google, said, “I believe those who gather others for a living have a really important role to play for solving the lack of belonging in the world.” Get to know ADA and other legal accessibility requirements, educate yourself, and practice a lot of transparency and clear communication. “We have a tool, and we are the best ones to wield it,” says Henshall. “As an industry we must get behind it and figure it out. If we do, we will see a lot of positive side effects. Being inclusive, and radically inclusive, is the future. Younger generations are going to demand it.”
ed with the Gadsden Special Olympics 2024 by providing sensory bags for attendees. tureCity
text for photos, and Camel Case (capitalizing the first letter of each word) in hashtags. It’s showtime On the day of the event, there will be no shortage of things to consider. You’ll want to be aware if any attendees have a Personal Care Assistant (PCA). If so, Cvent recommends ensuring the PCA’s free entrance, the ability to always sit next to the person they’re caring for, and that you’ve factored them into your catering numbers and room capabilities. Make sure registration tables are an appropriate height for anyone using a wheelchair or scooter or who is short- statured (The University of Kansas recommends no more than 34 inches and no less than 28 inches above the floor). The same goes for seating at tables; make sure there is knee space at least 27 inches from the floor to the lower edge of the tabletop, and if there’s seated catering, decide ahead of time if you will include preset spots for wheelchairs or if attendants will clear a place in real time. Ahead of the event, let presenters know that a microphone is not optional, because using one ensures that everyone
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SPECIAL EVENTS FALL 2024
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