Accessibility 101: In-Person Event and Meeting Accessibility Best Practices DURING the Event

Welcome back to Ability Central’s “Accessibility 101” series, where the Ability Central team identifies and offers solutions to the most common accessibility pitfalls we’ve seen in the workplace.

Anyone who’s ever planned an in-person event knows that 90% of the stress comes from the planning process. But what about that other 10%?

An unavoidable truth of in-person events and meetings is that they often bring unforeseen challenges that must be handled day-of. However, knowing what to expect during your event will help you navigate these potential pitfalls.

In our last article, we discussed ways to improve accessibility for in-person events and meetings during the planning process. In this resource, we explore accessibility best practices during an in-person event, from general disability etiquette to adapting to changes on the fly.

Let’s dive in!

General disability etiquette for in-person events and meetings

Provide a description of yourself with your introduction.

Whenever someone introduces themselves, make sure to include a description of what that person looks like so that attendees with vision disabilities know. Cover the basics of your physical appearance, hair color, and clothing, as well as any unique features that make you you. For example, “This is Sarah speaking. I’m a middle-aged Latina woman with brown curly hair and lots of freckles. Today I’m wearing black slacks, a light blue blouse, and a black blazer.”

After this initial introduction, make sure to introduce yourself each time you speak. A simple “This is Sarah speaking” helps clarify conversations for people who are visually impaired, but also for people following along with live captions or an interpreter.

Take breaks.

Many visible and invisible disabilities come with symptoms like fatigue, chronic pain, dizziness, or gastrointestinal symptoms. Schedule frequent breaks so that no one needs to ask for one. Additionally, make sure everyone knows where things like bathrooms are located, as well as any space set aside for neurodivergent people to take a break, like a sensory room.

Give participants enough time to ask and answer questions.

Neurodiverse people and people with processing disorders (particularly central auditory processing disorders) may need extra time to parse questions asked and word their answers. The same is true for people with intellectual or developmental disabilities.

Be prepared to wait 30-45 seconds or up to a full minute before you get a response. While the instinct might be to prompt them by repeating the question, try not to—asking the question again might interrupt their thought process and force them to start all over.

Check in regularly.

Just because no one is speaking up about needed accommodations doesn’t mean everything is 100% perfect. During your event, make sure to check in frequently with attendees to make sure you are meeting their accommodation needs. This doesn’t have to be a public, elaborate process. A quick, “How are you doing? Do you have everything you need?” opens up clear lines of communication for people with disabilities to check in with you.

Accessibility best practices during event setup

Clear paths and get rid of potential mobility hazards.

Take time to identify possible risks and mobility challenges in your event space. Make sure walkways are wide enough for wheelchairs. If your conference room or meeting spaces have electronics, keep the walkways clear of loose cables or anything that may get caught on a mobility aid or white cane. If cables in walkways cannot be avoided, then tape them down or cover them.

Put accessible materials in a central location.

In our last article, we discussed prepping materials and handouts in multiple formats, like printed slides or Braille menus. Now that you have these on hand, place them in a central location and give clear instructions on how to access them. A good spot for these is at a registration desk, if you have one. Offer accessible materials as each person arrives.

Strategize seating plans.

Consider seating from an accessibility standpoint. Are tables at the right height for wheelchair users? Can Deaf attendees see the speakers and the interpreters without anything blocking their line of sight? Check things like sound amplification, too. Some parts of the event space may have better acoustics than others, making them ideal spots for people who are hard of hearing or have processing disabilities.

Consider blocking off a table or two for specific attendees, like a table reserved for ASL interpreters and Deaf attendees. You can also designate a particular area as a chemical and allergen-free zone. This means no perfume or cologne, no service animals, and no food. An area like this is helpful for people with severe allergies, people with scent or other sensory aversions, or immunocompromised attendees.

Technology tips for accessible in-person events

Make sure CART and other services are set up.

If you’re offering live captions, auto-generated captions, or virtual interpreter services, double-check that these work as planned. Check internet connections, test auto-generated services, and check in with interpreters or other virtual guests to make sure they can both see and hear you. It’s a good idea to do this before attendees arrive so that you’re not fumbling with technology mid-event.

Make sure alternate formats are working.

Will anyone be joining you from afar? Are you recording the session? Make sure your alternate formats are up and running before you get started. Make sure no one is stuck in a Zoom waiting room and that any recording devices are catching both audio and video. Say hello to people online to make sure they can both see and hear you.

For more information on accessible online meetings, like Zoom calls or Teams meetings, see Accessibility 101: How to Make Virtual Meetings Accessible with Zoom, Teams, and Google Meet.

Test sound amplification.

This means microphones, speakers, music, audio recordings, and more! Take time to test any auditory portions of your event. This helps you identify potential “dead zones” where it’s difficult to hear. You can also check to make sure handheld devices work. You never know when something needs a new set of batteries!

Run through presentations to identify technology needs.

Will your speakers be using slides? Showing a video? Using a laser pointer? Double check that projection screens, clickers, video presentations, and any other technology components are working the way they should. If you have time, run through each speaker’s presentation quickly to make sure they have everything they need. You don’t have to go through each presentation word for word, but it’s a good idea to click through slides to make sure everything works.

For more information on accessible video presentations, see Accessibility 101: How to Make Video Presentations Accessible.

Accessibility tips for serving food at in-person events

Navigate allergies and dietary restrictions.

As we mentioned in our last article, it’s a good idea to collect info about your attendees’ food allergies or dietary restrictions. During the event, make sure allergens are taken into consideration by avoiding cross-contamination (for example, chocolate chip cookies on the same plate as peanut butter cookies).

Use food labels.

Keep ingredient lists in sight by labeling each dish. List out potential allergens (gluten, soy, nuts, etc.) or mark certain dishes by diet, like vegetarian, vegan, and gluten-free options.

Give spoken descriptions of all food and drink options.

In addition to food labels, giving a spoken description of the options is helpful for people with visual impairments or people with processing disabilities. Read through the menu on offer and make note of any potential allergy or dietary restriction risks.

Make sure items are within reach.

If food is served buffet-style, make sure things like platters, drinks, plates, and napkins are easily accessible by people standing, using wheelchairs, or using other mobility aids like a cane. Alternatively, have volunteers on hand to plate and serve the food for attendees upon request.

Establish clear processes for getting food and drinks.

This includes identifying where people should line up (if the food is self-served), a serving order by table or section, and keeping spaces clear to avoid bottlenecks. The less clutter involved, the better for people with disabilities. Plus, establishing a serving order or line system can be helpful for people with processing or intellectual/developmental disabilities.

Adapting on the fly to accessibility needs during in-person events

Expect accessibility needs to change.

Even the best planning can fall short in the moment. One of the most important things to remember while hosting an accessible in-person event is to stay flexible. Accessibility needs might change during or on the day of your event. Keeping an open mind, expecting interruptions, and staying patient will all help you navigate potential problems during the event.

Tackle challenges safely.

No matter what challenges come up, make safety your top priority. For example, never pick up someone in a wheelchair. This is dangerous not only for the person, but for their chair or mobility tools. A dropped electric wheelchair can cost thousands of dollars to repair or replace.

Establish alternatives for interpreters.

Things come up. Traffic, family emergencies, or illness can throw off plans and make it impossible for an interpreter to join your event. If this happens, have backups in mind. This could be someone on your staff who knows ASL, finding someone online who can video conference into the event, or having a backup list of contacts for interpreters in your area.

Find alternatives for alternate formats.

For example, if video conferencing isn’t working, offer a call-in phone number and options for chat relay services for Deaf participants. Similarly, services like Be My Eyes offer visual support for people with low vision or blindness via video chat or artificial intelligence. Make sure you have recommendations on hand if an accessibility issue comes up during your event.

Don’t forget to check in!

Finally, we mentioned the importance of check-ins before, but it bears repeating! The only way you know if your event has an issue is to ask. After all, people with disabilities know best what they need to thrive. Checking in regularly with disabled attendees creates a welcoming, accessible space for all.

Further resources

To read the full Accessibility 101: In-Person Meetings and Events collection, see:

To view the entire Accessibility 101 series, including our resources for video presentations and online meetings, see:

Additional Information