Planning an event people can take part in

Make access part of the first brief

Begin with the people you want to include and the experience you want them to have. Access affects invitations, information, transport, spaces, communication and the way an event is run. Putting it into the first venue and supplier conversations gives you more choices than adding it shortly before the event.

Ask prospective participants what would help them take part. Offer a private way to discuss access needs and request only the information required to make arrangements. Avoid asking for a diagnosis when a practical requirement is enough. Make clear who will see the information and who will follow up.

Publish specific information

• Explain the step-free arrival route, nearest transport and available drop-off points.
• Describe toilets, seating, breaks, lighting, sound and quieter spaces using facts rather than a blanket accessibility claim.
• Provide the schedule and materials in formats people can use before the event.
• Explain how to request communication supports or discuss other requirements.
• Give a named role or verified contact channel for access questions and changes.
• If ticketed, state how Companion Card bookings are handled after checking the relevant program arrangements.

Check the experience through a participant’s eyes

Walk through the route from booking to departure. Can someone book without making a phone call? Can they reach registration and the activity area using the route you describe? Will staff know where to direct them? If the event has several rooms, check the route between them as well as the main entrance.

For talks or workshops, ask speakers to use microphones consistently, describe meaningful visuals and make digital materials readable. Plan enough time for breaks and transitions. Ask participants about seating preferences rather than assuming every person with an access requirement should sit together.

Prepare people as well as places

Brief the team on agreed arrangements, how to respond respectfully and when to ask the access contact for help. Speak directly to the participant rather than automatically directing questions to their companion. Ask before offering physical assistance or handling someone’s equipment.

Work with the venue on emergency arrangements that account for people using different routes or needing assistance. Treat this as a professional planning responsibility, not something to improvise during the event. Document who is responsible and what information participants will receive.

Leave room to improve

Give people a choice of ways to provide feedback. Ask what helped them participate and what created a barrier. Record practical improvements for the next event without retaining unnecessary personal information. If an arrangement cannot be provided, explain that clearly and early so the person can make an informed choice.

Our venue checklist can help with the venue conversation. For broader resources and connections, start with the Disability Gateway.