Planning Accessible Meetings and Events
Guide
How to Make Your Conference More Inclusive
In the realm of corporate events, inclusivity is no longer an option—it’s a necessity. As one of the leading conference management companies in the nation, we are tasked with creating experiences that resonate with a diverse audience. This includes attendees with varying abilities, dietary restrictions (see catering for business meetings for more), and cultural backgrounds.
This article will guide you through the process of planning accessible meetings and events. We’ll delve into strategies that can help make your conference more inclusive, from selecting (and designing) accessible venues to incorporating assistive technologies like the Aira, an app for on-demand visual interpreting.
By the end, you will know how to make memorable events that match your company’s culture and goals.
Understanding the Imperative of Inclusivity in Conferences
Inclusivity in conferences and corporate events is more than just a trend—it’s a business imperative. By creating an inclusive environment, you not only enhance the attendee experience but also bolster your company’s reputation. Inclusive conferences demonstrate a commitment to diversity and equality.
They send a powerful message that your organization values all attendees, regardless of their abilities or backgrounds.
Moreover, inclusive practices can have a positive impact on your brand image and corporate social responsibility. They show that your company is not just about business, but also about making a difference.
Legal Framework and Accessibility Guidelines
Understanding the legal requirements for accessibility at events is crucial. These laws vary by location, but they generally mandate reasonable accommodations for individuals with disabilities. In addition to legal compliance, there are also industry guidelines that provide best practices for planning accessible events.
These can serve as valuable resources for corporate meeting planners. But what is even more valuable are direct insights from those who consider details overlooked by those without accommodation needs.
Consider including those with accessibility accommodations on your event planning committees to give insights on how design, venue selection, content and other details could be made more accommodating.
Another great option we will discuss further down is reviewing surveys from past events. Exceptional event planning companies have excellent feedback on guest experiences that you can use to your advantage as well.
Selecting an Accessible Venue
Choosing an accessible venue is a key step in planning inclusive conferences, meetings, all-hands meetings, and events.
The location must be designed with inclusivity in mind, ensuring unhindered access for those with mobility constraints. This includes the provision of amenities like ramps, lifts, and washrooms that are disability-friendly.
Additionally, consider the event design and how it relates to the venue layout. For example, travel ways should be wide enough to accommodate mobility assisted devices. This includes your table and seating arrangements.
Consider when guests pull out chairs, is there enough room for the mobility assisted guest to move through the area? Are you setting up seating for a stage? Be sure to designate areas for wheelchairs.
If you have an ASL interpreter on stage, reserve seating for the guests using that service to get a clear line of sight.
For low vision and blind, end rows allow them easy access to the presentation without trying to navigate the room around seating participants.
Having attendants manage guests’ seating can help everyone by closing gaps, providing assistance, and managing questions.
Incorporating Assistive Technologies and Services
Incorporating assistive technologies can greatly enhance the conference experience for attendees with disabilities. These services can be invaluable in making your conference more inclusive both one-on-one and one-for many. They often can incorporate smartphones participants already have, or through lending tablets at the registration desk.
Securing visual interpreter services can facilitate communication for blind or low vision participants. For example, Aira offers on-demand visual interpreting through their Aira Access Events service. Event organizers can offer Aira to blind and low vision attendees at an event, who can use the app to connect with a professional visual interpreter to enhance their event experience.
The visual interpreter can use the caller’s phone camera to assist with navigation, understanding the venue layout,, fully participating in workshops and presentations, describing visuals, and getting immediate answers to their questions. Even outside the event, they can use the app to navigate, like to their hotel or out for dinner.. Aira offers two types of interpreting services: one-on-one and one-to-many, allowing for flexibility based on the attendees’ needs and the size of the event. The service can be used at a broad range of events, from trade shows to company celebrations to festivals.
For those who are hearing impaired or deaf, the Hand Talk App can be a great resource for one-on-one translator services. Like Aira, Hand Talk uses a smartphone app to help users by translating audio into visuals. This can also be projected onto larger screens to accommodate more than one person.
However, for presentations that rely heavily on visuals like PowerPoint or videos, we suggest hiring a live ASL interpreter. They can be positioned on or near the stage to enhance the experience. This way, guests do not divert attention from the stage and its visual cues to watch their ASL interpreter on the smartphone.
Designing Inclusive Conference Materials
Conference materials should be designed with inclusivity in mind. This means providing materials in multiple formats to cater to diverse needs.
Providing braille or large print documents, and electronic versions with alt text for images, helps visually impaired guests.
Consider offering presentations in digital format where it can benefit everyone who may miss or need to review the material. Adding closed captions, translating into different languages and/or using assistive technology to create alternative formats will give everyone equal access to the material – an especially important task if you are hosting a sales or training conference.
Creating an Inclusive Registration Process
There are well over 100 ways you can improve engagement at corporate events, but registration and pre-event touch points are likely the most important. The event registration process is the first interaction attendees have with your conference. It’s crucial to make this process as accessible and inclusive as possible.
Consider offering multiple registration methods, such as online, phone, and mail, to accommodate different preferences and abilities. Online elements such as your event webpage and/or digital registration should be made accessible for screen readers and other accessibility points.
During registration, inquire about attendee accessibility needs and inclusive preferences. This allows you to tailor your plan to the specific requirements of your audience. A great example of how to use this information is printing event badges with special instructions for assistive technology supported by the event and instructions to event staff for assistance the guest may need.
Staff Training on Accessibility and Inclusivity
Staff training is a key component of inclusive conferences. Your team should be well-versed in accessibility guidelines and inclusivity practices. This training ensures that all attendees feel welcomed and accommodated, enhancing the overall conference experience.
Conducting an Accessibility Audit
An accessibility audit is a crucial step in planning inclusive conferences. It involves assessing the venue and event components for accessibility features. This process helps identify potential barriers and provides an opportunity to address them before the event.
Inclusive Marketing and Communication Strategies
Inclusive marketing and communication strategies are essential for promoting accessible conferences. They ensure that all potential attendees are aware of the event’s accessibility features. These strategies may include using clear, simple language in promotional materials and providing information in multiple formats.
This approach ensures that everyone, regardless of their abilities, can access and understand the event information. Moreover, early and clear communication about accessibility features can help attendees plan their participation effectively. It also demonstrates the event organizer’s commitment to inclusivity.
The marketing, promotion, and selection of your keynote speaker can also make a difference in helping your event accessibility and inclusive efforts. A good keynote speaker can make any event more accessible to all.
If you are offering gifts or swag as part of your event experience, be sure to consider options that are not insensitive to participants. Here are some best corporate event swag ideas to consider.
Conclusion: The Ongoing Journey to Inclusive Conferences
Inclusive events are not a one-time effort, but an ongoing journey. It requires continuous improvement and adaptation to the diverse needs of attendees. Feedback from attendees, surveys after the event, and successful case studies can help improve future events. They help identify areas of success and those needing improvement.
Whether you are planning the event internally or using an event agency, this is an ongoing process. An open ended question of “how was your experience” can go a long way. Encourage guests to open up about specific key points with more specific questions.
If you need help managing your larger conferences and meetings, contact us about our conference planning services for support. We’ve specialized in corporate events for nearly 40 years across the entire nation. Put that experience to work for you with a fast proposal.
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