Simple Inclusivity and Accessibility: Basics for Every Venue

Creating an inclusive event space is not just about compliance; it’s about making every single guest feel welcome, comfortable, and able to participate fully. As a hotelier, you set the stage for creating inclusive events.

In this blog, we’ll look at the top 12 accessible venue features and help you create a space everyone can enjoy.

Why Accessibility Matters

The stats are clear: one in four event attendees has a disability. With such a significant section of your audience likely to face accessibility challenges, it’s important to think about how your venue caters to them. Accessibility isn’t just good for guests, it’s also good for showcasing your commitment to social responsibility and inclusivity.

Your Venue Accessibility Checklist

Inclusivity doesn’t require a full venue overhaul. Many small changes can make a big difference for attendees with special needs. By including these, you’ll open your doors to a wider audience, improve their experience, and cement your reputation as a thoughtful and forward-thinking venue.

1. Transport Links

Start with accessibility from the ground up—literally. Your venue should be within easy reach of public transport links, including options for wheelchair users. If public transport isn’t ideal, consider partnering with local transport providers to offer accessible shuttle services or taxis so all your guests, whatever their mode of arrival, can get to your venue comfortably and on time.

2. Parking

Accessibility starts from the moment your guests arrive. Your venues must have designated parking bays clearly marked and close to the entrance. These bays should have enough room for wheelchair users to move around safely. Making sure these spaces are well-lit and signposted shows thoughtfulness and improves the overall experience for guests with additional needs.

3. Entrance

The entrance to your venue sets the tone for the guest experience. All guests should be able to get in through the main doors. If that’s not possible, provide an alternative entrance that’s just as good and accessible. Install ramps or automatic doors where needed and clear any obstacles from the path.

Pro tip: Install an automated door entry system that announces the opening and closing of doors to give visually impaired guests extra peace of mind.

4. Venue Reception

The reception area is the first point of contact, so get it right. If your reception desk is too high for wheelchair users, consider offering an alternative lower desk or a pull-out counter so they feel welcome and respected from the moment they arrive.

5. Toilets

Accessible toilets are a requirement for any inclusive venue. Check your venue’s site map to see where the accessible toilets are and how far they are from the main event areas. Have these areas clearly signposted and accessible for guests with mobility issues.

6. Lifts

If you have a multi-level venue, you’ll need lifts. Here’s what to check:

• Door width: Are the lift doors wide enough for a wheelchair user?

• Capacity: Is the lift big enough for a large wheelchair and at least one companion?

• Controls: Are the buttons in the lift within reach of a wheelchair user, and are there Braille for visually impaired users?

• Audio cues: Does it give clear audio indicators for each floor?

• Redundancy: If you only have one lift, what’s the plan B if it breaks down?

7. Rooms

When planning an event, the layout of your conference or meeting rooms is key. All conference rooms should have enough space between the aisles for easy movement, especially for people with special needs. Are the essential rooms down narrow corridors or behind heavy doors? If so, think about how you can make these spaces more accessible without compromising the venue’s design.

8. Lighting

Your hotel's lighting must be adjustable so it can cater to different needs. For example, there should be enough lights for guests who use interpreters or lip-reading so they can see the speaker. Similarly, avoid sudden changes from dark to light and give warnings for any flickering or strobe lighting to prevent discomfort for guests with epilepsy.

9. Sound

Sound quality is another important aspect of accessibility. Here's what to check:

• Volume: Is the sound system audible to all?
• Hearing aids: Install induction loops in meeting rooms for people with hearing aids.
• Acoustics: Sort out the echo, which can be particularly difficult for people with hearing impairments.

10. Catering

Dietary requirements are a crucial aspect of inclusivity. Offer a diverse menu that caters to various dietary restrictions and allergies. Clearly labelled food items with allergen information are important to prevent cross-contamination and for guests with specific requirements. Also, there should be enough space between tables, and the tables should be a comfortable height. For buffet service, consider how guests with mobility impairments will get to the food and drink.

11. Fire Exits

Safety first. Accessible fire exits should be clearly signed and easily accessible for all guests. Have an evacuation plan in place for guests with disabilities and communicate it wherever you can. Fire alarms should be visible and audible so everyone is aware in case of an emergency.

12. Guide/Service Dogs

If you allow guide dogs or service animals in your venue, don't forget to look after them, too. Provide water bowls and areas where they can relieve themselves. These small gestures will make your venue an inclusive space.

Did you know, having a sign that says ‘No Dogs’ could be seen as discriminatory according to the Equality Act 2010? In the UK, over 7,000 people have disabilities that require assistance from a dog (Assistance Dogs UK, 2022). These specially trained animals enable their owners to travel independently, so it’s good to make it clear that assistance dogs are welcome.

Final Thoughts

Being an accessible venue isn’t just about ticking boxes; it’s about creating a space where everyone feels welcome and valued. By implementing these accessible venue features and designs you can turn your event space into a haven for all your guests.

To make it easier for event planners to find your accessible venue, list your inclusive features on venuedirectory.com. With over 378,000 unique meeting spaces listed across 310 cities worldwide, you’ll get the most extensive reach. You can also display delegate and accommodation rates, room descriptions, accessibility features, awards and accreditation, map location, news, offers, packages, and more to give planners all the information they need to make a decision. 

So, list your venue today, or get in touch with us to know more!