Last Updated on February 16, 2023 by Tabraiz
Creating an inclusive and accessible event can be challenging. You may select an area to run an event only to realize that your guests struggle to reach the destination. Also, they may complain that the entire experience is unsatisfactory. You must ensure that each guest feels comfortable as you plan an event. Unfortunately, not all events are the same. Some locations and venues might be challenging to hold a large group. Others could be less family-friendly or a struggle for people with disabilities. Use the following steps to make your event more accessible for all.
Create an Inclusive Invitation
Before hosting a party, make sure that everyone knows the party’s theme. Invite people you understand so that the event can be interactive. For example, if your event is about entrepreneurship, you should invite individuals interested in entrepreneurship.
You can select your attendees and send invites via emails or invitation cards. It will make it very clear who is invited to the party. You can also allow your guest to bring one or two extra people. That way everyone will at least know one other person at the event.
Site Selection
As you invite guests to your event, you must ensure that they can easily access the area. Assume each guest is unfamiliar with the place and consider its accessibility. For example, you might check if the site can be found using a GPS service. Also, it should be easy to give directions to your guests on how to reach the destination. It would help if you settled for the area only when you are satisfied it is easy for your guests to access via maps or GPS.
Provide Ground Transport
If you’re having an outdoor event and want to ensure that all guests can get to the party, consider hiring a ground transport service. These professionals will help guests get to and from the event. There are many options for ground transport, so make sure to get help from the party crew when planning out the transportation.
Does Your Venue Provide An Elevator or Ramp Access?
Most venues have accessible areas, but make sure that you check an accessible route to the front doorsteps. For example, there is an accessible route to the stairs on the side of most story buildings, but some may not have access to the street.
Some hotels do not provide accessible doorways or stairs, so ask when you book. Also, ask if the place has alternatives for people with disabilities. Elevators should be available for any story building you intend to hold your event. Also, ensure the elevators are spacious enough for your guests.
Do You Have Accessible Parking and Restroom Amenities?
If you have a large group of people coming to your event, you should worry about getting enough parking. Also, you should ensure the parking areas have parking spaces for people with disabilities. You can consider valet parking to solve the space problem or ask your guests to opt for the provided ground transport. In addition, your site should have restroom facilities to provide accessibility to all. If your site doesn’t have a restroom, consider getting a Changing Places toilet to make it accessible to all.
Is There Enough Seating and Personal Space?
As you plan an event, you should focus on seating arrangements. Ensure there is enough space for everyone. There should be enough chairs or sofas to accommodate all guests. If there is not enough space to seat everyone, try to work with an alternative seating plan.
For example, you could take smaller but more comfortable chairs to increase the space. Also, you may opt to remove chairs so that your guests can stand. It will work best if your event does not take long hours. Remember to leave some seats for people with disabilities.
Use Your RSVP Form To Gather Attendee Needs Ahead of Time
You’ll probably face many situations where you must ask someone to attend your party but don’t know the needs or preferences of the guests. What do they enjoy, what do they not want, and how can you cater to them?
For example, if you have a kids’ party, you can ask their parents to share their favorite foods and fun activities. You can then review each piece of feedback and select the most popular meals and activities to include in the party.
Each event is unique, and you want it to be perfect. Your event will be more accessible and inclusive with a little planning and effort. Start small to learn how to manage events, then expand to larger occasions. When you incorporate these tips into your planning, you’ll make your event more accessible and inclusive.
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