Live-event production companies deal with several moving pieces and unforeseen hurdles all the time. Unfortunately, accessibility at events is often an afterthought rather than a major priority. For those of us in the event industry, we have a duty to our attendees, vendors, speakers, and our wider audience that inclusivity and accessibility are not just talked about, but experienced at every level of events. Wizard Studios has always taken great pride in ensuring that we embody the types of changes we look for in the world, with the hope to inspire other event organizations to do the same. 

Our Production Sales Coordinator, Juliette Jones, has a deep passion for making sure all our events prioritize accessibility. She shared with us some thoughts on the importance of inclusivity and explained how Wizard Studios prioritizes accessibility so you can have an inclusive event for all of your attendees.

WHAT DOES ACCESSIBILITy mean IN TERMS OF EVENTS?

Accessibility at events refers to guaranteeing your event can be attended and enjoyed by anyone. Juliette says, “Accessibility is for everyone, not just people who need accommodations, and inclusion comes after creating an accessible environment.”

So regardless of physical, mental, or other restrictions, it is all our job to ensure the best experience possible for attendees. To do this, there needs to be a defined accessibility strategy built into your event plans at the beginning of the process. 

So, where do you begin? Don’t worry! We’ve got all the info you need to start prioritizing and ensuring your events are accessible to all!

COMMUNICATION IS KEY

To set the inclusivity plan in motion, you’ll need to learn more about your client and their guests’ needs. Try sending out an online survey to all your guests before the event. Asking your guests directly about any needed accommodations, allergies, limitations, etc. is a giant step forward in making your event accessible. 

“Wizard Studios is dedicated to hearing the needs, wants, and goals of each client,” Jones says. “In these conversations, we determine the needs of the audience our client is hosting, what determines a successful event, and ascertain how we can best serve our clients to exceed their expectations. Alignment in these conversations is essential so we can create a welcoming environment for every person who could walk through the door.”

Remember, talking about these needs is one thing, but finding solutions and implementing precautions is another. Show your attendees that you care about them by accommodating their needs! Open communication lets your attendees feel supported and at ease before the event begins. 

Pro Tip: Sometime after the event, send another survey to get feedback on the accessibility accommodations. This will show your guests that you care about their experience and are always trying to improve for future events.

 

FOLLOW ADA GUIDELINES

The Americans with Disabilities Act or the ADA includes a series of guidelines that is a great place to start when preparing for an event. Here’s a comprehensive list of a few of the basic accessibility requirements that every event should include:

• Handicap Accessibility: All persons must be given equal access to any and all amenities, including, but not limited to entrances/exits, seating, bathrooms, and walkways.

• Parking and Transportation: Offer some form of transportation assistance for those who cannot transport themselves and include handicapped parking for those in need.

• Ramps and Elevators: Most buildings are now ADA-compliant, but you must choose a venue that can support and include those using wheelchairs, walkers, or other mobility devices. 

These are just a few of the many requirements listed by the ADA to ensure that your events are inclusive. We encourage you to check the ADA’s website for further information legally required for all gatherings.

 

VISUALIZE BEFORE YOU CONCEPTUALIZE

There seem to be so many things to consider when planning an event that is inclusive and accessible. But what is perhaps the most important thing to think about? Here’s what Juliette had to say: 

“Prior to the event, you should be able to visualize the guest’s experience from the moment they arrive to when they leave. It’s most important to be able to anticipate problems and implement solutions before the event. At the height of the pandemic, we produced drive-in events and built COVID testing centers, giving people the opportunity to engage outside of the isolating Zoom calls. Abiding by CDC guidelines, we had to anticipate the flow of the event to prioritize the safety of our team and attending guests.”

Empathy or the idea of “putting yourself in someone else’s shoes” is a powerful tool when it comes to the events industry. If you are organizing an event, try to imagine that you had a mobility disability, or were perhaps hard of hearing. Try to visualize what that event experience would be for you, and see what aspects need more attention. 

 

BREAKOUT SPACES

Guests hypersensitive to sounds and lighting or who are neurodivergent often find large events difficult to enjoy. Juliette has a solution! 

“An easy way to allow accessibility is a free-flowing movement for guests when the schedule allows. This lets people easily slip away from the crowd without distracting the production and feeling ostracized. People with sensory sensitivity would especially appreciate this in rooms with loud presenters or music. If the venue allows the opportunity, another option is to provide a live video and audio feed in a separate room to again protect from any distractions to the production and still comfort the needs of the guest.” 

It can be as simple as that: creating a separate space that is safe for your guests who may have medical conditions that make them sensitive to light and noise.

Pro Tip: Let your guests know ahead of time if there will be any use of flash photography, strobe lights, or images that may cause seizures or discomfort. Provide assistive listening devices to accommodate attendees who are hard of hearing. 

 

LANGUAGE ACCESSIBILITY

We can guarantee that not all your guests will have perfect hearing and 20/20 vision, especially if you are hosting an event for all ages. Here are a few things you can do to help out your hearing and vision-impaired guests:

• Implement AI technology for automated captions (surtitles), 

• Hire an ASL interpreter(s)

• Provide slides or PDFs of the presenter’s information in advance

• Offer a braille or audio version of the written materials 

• Leverage technology for in-time translations

For more information on the power of language inclusivity, check out our blog, “Language Accessibility: Ensuring Your Event is Powerful for Everyone.”

  

Accessibility and inclusivity are at the core of Wizard Studios, and we’ve been creating solutions that inspire and engage with humanity at the center for decades. It all begins with a mindset that is fostering inclusion. The more inclusive your event is, the more people will appreciate your brand. Are you planning an event and want help to ensure it’s inclusive and accessible for all your guests? Contact Wizard Studios today!