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

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

Anyone who’s ever worked on a team knows that in-person events and meetings can be successful, fun, and productive—or they can be slow, stressful sessions that definitely could’ve been an email.

For people with communication disabilities, this difference can be painful. Particularly in your career, it’s awful to feel left out because your accessibility needs haven’t been met—or worse, not considered at all.

When it comes to accessibility, two things ring true: plan for accessibility from the very beginning and always ask people what their access needs are. Accessible events and in-person meetings work out best when you follow those two rules.

But how do you ensure an in-person event or meeting is accessible before you begin? In this article, we break down best practices for planning and scheduling an in-person event with accessibility in mind.

General tips for accessible in-person meetings and events

Plan early and often.

Access can’t wait, and accessibility should never be an afterthought. By creating a commitment to accessibility early, you and your team can check in regularly throughout the planning process to make sure you’re hitting your accessibility goals.

Determine people’s presentation needs ahead of time.

Will your event have speakers? Will it involve a video presentation? Will you need materials to hand out to every attendee? Think ahead specifically to how you want attendees to engage with your content or mission. Identify potential problems with communication, then brainstorm ways to fix them.

Collaborate with people with disabilities.

Accessibility is a communal effort! Invite people with disabilities to join in the planning process, whether they are part of your team or will simply be attending. However, don’t put the responsibility of providing accessibility solely on disabled colleagues. That creates an unfair power dynamic and can make in-person event accessibility feel like an afterthought.

Tips for choosing a venue

Create a points system for assessing venues.

A great way to strategize your venue-choosing system in advance is to create a points system based on expected accessibility needs. For example, rate a venue 1-5 in different categories, like ease of transportation around the venue, technology needs, acoustics, lighting, and parking.

For example, consider the venue’s restroom options. A fully accessible bathroom with wheelchair-friendly stalls would be a 5, while a single-stall bathroom with a narrow door, a high sink, and no grab bars would be a 1. Add up the “points” from each category and choose a venue with the highest score.

Check for “built in” accommodations and accessible architecture.

Was the space built with wide walkways? If the venue provides tables and chairs, are they movable or permanent? Are there ramps, tables, and bathroom stalls accessible via wheelchair? If you’re going to a restaurant, are Braille or QR code menus available? If you’ll be outdoors, is there enough paving and flat ground for people who use mobility aids like canes, walkers, and wheelchairs? The more accessibility features that are built into the space, the less potential there is for problems during the event.

Consider parking, transportation, and lodging.

How will attendees get to your event or meeting? Make sure the venue has accessible parking, is close to public transit, or has alternate transportation options, like an accessible shuttle to and from the airport. If you expect people to stay overnight, is there a hotel nearby with enough accessible rooms?

Evaluate the AV system.

What microphones, speakers, and other technology will you need during the event? More importantly, do they actually work? Are there enough electrical outlets for people who need them, like someone who needs to charge an electric wheelchair or portable oxygen machine? Identify what the venue will provide versus what you’ll need to buy, rent, or bring yourself.

Ask about recommended vendors.

Many venues have preferred vendor lists for things like food, photographers, and entertainment. Others have contacts for local interpreters and aides. (A venue that doesn’t have a preferred list for this might be a red flag!)

Get to know the venue staff.

Not everyone in the hospitality industry has proper training in cultural competency for disability inclusion. Find out who your point of contact would be during an event and ask them directly about the venue’s accessibility options. Ask about past events with attendees with disabilities and how the venue pivoted to handle unforeseen issues.

Do a walk-through before you book.

Finally, a venue might look gorgeous and accessible in its staged website photos, but you won’t know until you get there whether the venue can follow through on its promises. If possible, take a tour of the space before you book it. Double-check each category on your points list and make sure the space lives up to your expectations.

Tips for booking interpreters

ASL interpreters are an excellent resource for people with hearing disabilities and should be an essential line item in your budget.

How to book an ASL interpreter for an event

Contact interpreters at least 2 weeks in advance and provide information on the content to be discussed so the interpreter can prepare for the assignment. If your meeting is longer than 30 minutes, a team of two interpreters may need to be hired to split the workload. If you, your organization, or your colleagues with disabilities have a preferred interpreter or other accessibility vendor, defer to their experience, but your event venue may also have a list of local vendors for hire.

Consider CART services

Communication Access Realtime Translation (CART) services can make your meeting or event more accessible to late-deafened, hard of hearing people, or pretty much anyone. CART works by a transcriber providing real-time captions of spoken words, sound effects, and other environmental sounds or cues. The text would then be displayed on a screen or monitor for people to read from. If a PowerPoint is being utilized, the text can be synchronized to appear on the same screen as your presentation.

Much like hiring an interpreter, contact the CART service provider at least two weeks before your event and provide as much information as possible so that they can prepare for your event or meeting.

Tips for scheduling an event and inviting attendees

Make it clear in advance what accommodations will be available.

By advertising the available accommodation, you create space for people to communicate their needs. Following through with accommodation establishes equity and access for disabled individuals during in-person meetings. Taking the time to explore what people need in advance creates a smooth transition into workplace topics.

Offer clear, open communication for accessibility requests.

How should people get in touch with you to ask about accommodations? In your event invitations, include a contact person and multiple ways to get in touch with them, like email and phone. Include a cutoff date for accommodations requests, if there is one. You can also make it easy for people with disabilities to request accommodations with things like premade accessibility surveys or an online submission form. Just make sure accessibility requests are handled promptly with open and clear communication with requesters.

If possible, offer alternate event formats.

Conferences and large in-person work events often offer multiple attendance formats. This helps people who need to stay home due to illness, are immunocompromised, or run into unexpected transportation problems on the day of the event. If possible, offer an online option like a Zoom call or a live video feed.

Send out presentation materials in advance.

If your event includes a video presentation, slides, visual aids, or printed handouts, consider sending these with your invitations. Early access to event materials helps people with communication disabilities engage with material. For example, someone who uses AAC like text-to-speech software can prepare any questions they may have in advance instead of having to type them in real time.

Notify attendees of photo and video consent.

This is a standard part of event invitations, but if you plan on recording any part of your event or having an on-site photographer, make sure you have consent from attendees. This notification can be as simple as a few lines in an email or as complex as large, printed signs placed throughout your event. Make sure this notification is given in multiple formats: vocally, via email, at registration, and on the day of the event through signage and other reminders.

Ask about dietary restrictions.

Will your event have food? Are you meeting at a restaurant? Dietary restriction requests are simple to add to event invitations or registration links. Offer multiple options for food, as well as communication with guests about when, where, and what kind of food will be offered.

Plan for inclement weather.

For outdoor events in particular, keep an eye on weather forecasts. If you’re sending out invitations a few months in advance, find out what the weather is typically like around that time of year. Include a line or two in your invitation summarizing this information. (For example, “The city gets around 4-5 inches of snow in December, so plan to arrive early to find parking.” Or, “This is a rain-or-shine event. In case of inclement weather, we have standing tents available along a wheelchair-accessible path.”)

Be authentic and welcoming.

Never make someone with disabilities feel like they are an inconvenience or an afterthought. Remember that everyone has access needs and the best way to improve access is to ask what a person’s needs are, then accept and implement feedback. Our best teachers about accessibility are the people with disabilities requesting accommodation.

Further resources

To read the full Accessibility 101: Virtual Meetings collection, see:

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

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