Are you hosting an upcoming event and are looking to make the most out of it? Well, there is no better way than to ensure inclusivity and accessibility. These two create an environment that is welcoming and accommodating for all attendees. But how can you do this? Here are some specific strategies to ensure your event is accessible and inclusive.
Consider People Living with Disabilities
As you plan a live event, it is crucial to consider the attendees with disabilities. This should include people with physical disabilities, visual or hearing impairments, cognitive or intellectual disabilities, and other disabilities at large.
For example, the venue should have adequate lighting and sound systems for people with hearing and visual impairments. If the venue has stairs, it should also have ramps to enhance mobility.
For events that involve speakers or performers, it is essential to provide sign language interpreters for attendees who are deaf or hard of hearing. By having these in mind, you can enhance their participation at the event, thus promoting its success.
Use Alternative Formats for Information
All materials and handouts provided at the event should be available in an accessible format, such as large print, braille, or digital lines. Some of the best include using exhibition stands. They can enhance your data’s accessibility by incorporating various design elements.
With the stand, you must use colours and materials that are warm and inviting to all the attendees. This makes it easy to follow while providing a quality data interface. To maximize your reach for the stands, ensure you have seating for visitors with mobility issues and audio descriptions for those with visual impairments.
Go For Clear and Simple Language
Clear and simple language is crucial when considering inclusivity. This is particularly important for attendees with cognitive disabilities such as learning difficulties or intellectual disabilities.
Additionally, using clear and simple language benefits non-native speakers who may struggle with complex language or technical jargon. Start by eliminating these from your presentations.
Clear language also supports diversity and representation. Everyone (those at the event and later) have equal access to the content. This means no one will feel excluded, regardless of their background or level of education.
When people feel included and understand what is being communicated, they are more likely to engage and participate in the event or exhibition. This can help create a more welcoming and inclusive environment for everyone.
Train Staff and Volunteers
All staff and volunteers working at live events and exhibitions should be trained in how to interact with attendees with disabilities and how to provide assistance if needed.
This includes training in disability etiquette, which can help staff and volunteers understand how to interact with attendees with disabilities respectfully and inclusively. Staff and volunteers should also be trained to use accessible technology and equipment like hearing loops or audio description devices.
Think of Dietary Restrictions
When providing food and refreshments at live events and exhibitions, it is important to consider dietary restrictions, such as allergies and religious requirements.
Event organizers should provide a range of options that cater to a wide range of dietary needs. This can include providing vegetarian or vegan options, gluten-free options, and options for attendees with food allergies.
If you are unsure what to include in your menu, the best thing to do is create a poll for your attendees. They will give you an idea of what to prepare.
Get Feedback
Do you get feedback from your event attendees? Well, if you don’t, that is where you might be going wrong. Event organizers should seek feedback from attendees with disabilities on the accessibility of the event and the accommodations provided. This feedback can help event organizers identify areas for improvement and make future events even more accessible and inclusive.
If most feedback points to inaccessibility, you must aim to change that in your upcoming events. Incorporate more screens and digital formats, and train your staff members before the event date. It helps them get ready to deal with everyone coming for the event.
Conclusion
Inclusivity and accessibility are critical factors that you should consider when organizing live exhibitions and events. Regardless of one’s abilities and disabilities, one should be able to understand everything that goes on at an event.
By taking steps such as using clear and simple language, alternative formats for information, training for staff and volunteers, and seeking feedback, you get to ensure that everyone is included. Besides benefiting every attendee at the event, creating an accessible and inclusive environment is the right thing to do.
