Imagine this: You’re hosting an event in a trendy venue across town and the only way in is climbing two flights of stairs. Sounds cool, right?
Sure…but more than 1 in 4 adults in the US have a disability, and 12.2% struggle with mobility. For some, those stairs mean they can’t attend your event.
When it comes to creating FOMO and selling those last-minute tickets, we believe in the power of exclusivity. But when it comes to who can attend, INCLUSIVITY is what we live by. As Masha Kah, our former Global Head of Diversity and Inclusion, said, “beyond bringing everyone to the table, there’s some work we have to do to ensure that people feel like they belong at that table.”
In this article, we’ll provide you with a full event accessibility checklist to make all your next event’s attendees feel welcome, ensure inclusivity, and create an experience everyone can enjoy.
Table of Contents
The ultimate event accessibility checklist
A full breakdown of ADA requirements for events
Accessibility needs: Examples and what to do
Download the Event Accessibility Checklist now.
The ultimate event accessibility checklist
Ensuring accessibility is an essential part of event management — it’s about enabling full participation for everyone. The Americans with Disabilities Act (ADA) defines a person with a disability as “a person who has a physical or mental impairment that substantially limits one or more major life activities.”
Here’s your checklist for creating an accessible event for every attendee.
Choose the right venue
Choosing an accessible venue means thinking through every step of how attendees will enter, move around, and use the space. “At the best events I’ve attended, accessibility info was shared beforehand so I could map out where I wanted to go and know how to get there. Areas that weren’t accessible were clearly marked,” shares Paul H., a wheelchair user.
Here’s how you do it:
1. Define key focus areas for accessibility: Start by figuring out the main accessibility areas that will impact the attendee experience. For instance, one focus area could be accessible parking that is close to entrances.
2. Create a list of “must-have” accessibility features: For each focus area, list out must-haves that are non-negotiable for a fully accessible experience. For example, a must-have could be having ramps on all entrance and exit steps.
3. Assess your venue options against each focus area: Evaluate each venue option against these focus areas to ensure accessibility standards are met.
Setting up these basics not only ensures attendees can arrive comfortably but can also influence who’s able to attend your event.
📋Key checklist items:
⬜ Check if the venue can be reached by public transport and car
⬜ Ask whether the venue has accessible entrances and exits
⬜ Ensure there’s adequate seating and space for wheelchairs
⬜ Ask if accessible restrooms are available
Make event registration accessible to individuals with disabilities
According to the ADA Planning Guide for Making Temporary Events Accessible for People with Disabilities, a well-designed event listing is key to creating an inclusive experience.
Here’s how to make your event listing truly inclusive:
- Upload a transcript for your videos: If you’re using video content, add a transcript to keep it accessible for attendees with hearing impairments.
- Increase text contrast: Use high-contrast colors to make text easily readable on all devices, especially for vision-impaired attendees. For example, if your event brand colors are dark blue and white, consider a light background with dark text for optimal readability.
- Use headings to convey meaning: Organize your website headings in sequence so screen readers can clearly follow your content. For example, use an H1 for the main event title, H2 for section titles like “Event Details” and ensure the titles are descriptive of the content of each section.
When you create an event listing on Eventbrite, you can easily add an agenda, location details, and accessibility features in a clear and organized layout. For example, DJ un used Eventbrite to clearly mark accessible entrances and parking for their AFRO RHYTMS event, so all attendees can understand the layout.
📋Key checklist items:
⬜ Sentences are kept short, with one main thought, ideally under 25 words
⬜ Bulleted or numbered lists used where possible to organize instructions
⬜ Sans-serif font (like Helvetica, Arial, Calibri, or Futura) used throughout
⬜ Text is at least 16pt, with 1.5 or double line spacing
⬜ Minimal use of all caps and underlined text
Plan for on-site accessibility
When it comes to event accessibility, the first priority is ensuring attendees can get into the event smoothly. Then, the rest of the venue — from pathways to parking — is easy to navigate.
Three ways to make sure your entire venue is accessible:
1. Map out key accessibility areas: Start with a walkthrough of your event layout. Identify all entrances, exits, pathways, and high-traffic areas. Then mark which of these need accessible features.
2. Assess doorway and pathway widths: Confirm that doorways and primary pathways meet ADA standards. This means at least 32 inches for doorways and 36 inches for pathways.
3. Set up designated accessible parking and drop-off zones: If parking is available, provide accessible parking spots close to the main entrance clearly marked with signage indicating “Accessible Parking”.
📋Key checklist items:
⬜ Entrances are at least 32 inches wide for wheelchair access
⬜ Ramps or elevators where needed for multi-level areas
⬜ Accessible parking zones and drop-off areas close to entrances marked
⬜ Accessible restrooms close to main event areas
⬜ Clear, non-slip pathways from entrances to key event areas
⬜ Seating or resting zones for individuals with mobility needs placed throughout the venue
Design your audio-visual effects with accessibility in mind
Audio-visual effects are a huge part of the event experience, especially at seminars and conferences where presentations are front and center.
Here’s how to design your audio-visual effects with accessibility in mind:
- Plan for captions and transcripts from the start: Reserve space on presentation screens for captions or select platforms that support real-time captioning.
- Opt for balanced sound: Position speakers strategically throughout the venue so all attendees can hear comfortably.
- Incorporate visual cues for audio-only content: If an audio clip is played, add a visual element, like a transcript on the screen.
📋Key checklist items:
⬜ Add reserved space for captions on all presentation slides and video screens
⬜ Test for readability from the back of the room
⬜ Use dark text on light backgrounds for slides and presentation materials
⬜ Balance speaker placement and test for clear audio across the entire venue
⬜ Provide visual prompts for audio content, such as slide notes or a transcript
⬜ Avoid strobe lighting and use dimmable, soft lights in presentation areas
Set up an accessible route to emergency exits
When planning emergency exits, keep in mind that even seemingly small details — like a prop or piece of decor near an exit — can block critical escape routes for wheelchair users or attendees with mobility challenges.
How to set up an accessible emergency exit:
- Mark accessible exits clearly: Use high-contrast signage with Braille and visual cues to make exits easy to find.
- Add visual alarms alongside audio signals: This ensures that Deaf or hard-of-hearing attendees are promptly alerted in emergencies.
- Train your event staff: Equip staff with knowledge on how to assist attendees with disabilities during evacuations.
📋Key checklist items:
⬜ Confirm exit paths are at least 36 inches wide, well-lit, and free of obstacles
⬜ Install visual alarms to support audio alerts for those with hearing impairments
⬜ Keep doors on accessible routes unlocked and easy to open
⬜ Ensure seating, decor, or other moveable items are well away from exit routes
⬜ Do a quick safety walkthrough with staff to review accessible evacuation procedures
A full breakdown of ADA requirements for events
Navigating the Americans with Disabilities Act (ADA) can feel tedious, but it all boils down to one core principle: ensuring that people with disabilities have equal access to services and experiences. As the ADA states, “People with disabilities must be able to obtain or enjoy the same goods, services, facilities, privileges, advantages, or accommodations that are provided to other members of the public.”
Here’s a breakdown of some key accessibility requirements outlined in the ADA guidelines.
Venue accessibility
The ADA mandates that venues provide accessible routes and entrances to ensure everyone can navigate the space without barriers.
Here’s what that means in action:
- Door width: All entrances need to have a clear width of 32 inches to accommodate wheelchairs.
- Pathways: Main routes should be clear of obstructions and provide safe navigation across all facility areas.
Ensuring these standards allows all attendees to safely and comfortably move through your event space.
Seating arrangements
The seating at your event should offer an integrated experience for wheelchair users, with equal viewing options and prices as general seating.
Here’s what the ADA requires:
- Number of accessible seats: For venues, the ratio depends on capacity. A 500-seat venue, for example, should offer at least 20 accessible seating locations.
- Distribution: Accessible seats should be dispersed across various sections, not isolated, allowing attendees to enjoy diverse seating options.
- Clear marking: Ensure accessible seating is clearly labeled and easy to locate on venue maps and within the seating area.
Meeting these standards allows individuals with mobility aids to access and enjoy the event alongside other guests.
Ramps
The ADA encourages the installation of ramps to make venues accessible, especially for people using wheelchairs or with mobility-related disabilities. However, the ramps must meet specific criteria.
Ramp criteria:
- Slope and width: Ramps should have a slope no steeper than 1:12 and be at least 36 inches wide between handrails.
- Surface and stability: Non-slip materials and secure installation are essential to prevent shifting, ensuring stability when in use.
- Landings: A level landing is required every 30 inches of vertical rise to accommodate users who may need rest stops.
These specifications ensure ramps are safe and usable for all attendees, enhancing accessibility across multi-level spaces.
Restrooms
The ADA outlines that public restrooms must be accessible, with space and fixtures designed to accommodate people using mobility aids.
Restroom requirements include:
- Accessible stalls: At least one stall in each restroom must provide a 60-inch diameter turning space to allow wheelchairs to maneuver.
- Doors and access: Doors should have at least 42 inches of clear opening width, and all fixtures should be within easy reach for those in wheelchairs.
- Toilets: Toilets should have raised seats that are 17–19 inches above the floor. The toilet handle should be easy to activate with minimal force, less than five pounds.
- Portable restrooms: For temporary events, at least 5% of portable units should be accessible, with proper entry and maneuvering space.
- Handicap accessibility placard: A placard should indicate that the restroom is handicap accessible.
Making restroom facilities accessible provides a dignified and safe experience for attendees with disabilities.
Signage
Signage should be clear and consistent and include the necessary indicators for accessible routes and facilities.
What to include in your signage:
- Readable fonts and contrast: Use high-contrast, sans-serif fonts with non-glare finishes to ensure legibility.
- Braille and tactile text: Signs indicating rooms and spaces must include raised letters and Braille for those with visual impairment.
- Location and visibility: Signs should be mounted 48–60 inches from the floor to allow easy viewing and touching.
Proper signage supports accessibility and ensures that all attendees can locate facilities and exits with ease.
Transportation
The ADA requires accessible accommodations for transportation, ensuring everyone can arrive and depart comfortably.
Key considerations for transportation:
- Accessible parking: Ensure designated accessible parking spots with clear signage are available close to entrances.
- Drop-off points: Provide accessible and marked drop-off zones for easy entry to the event.
- Accessible shuttles: If you provide shuttles, they must be accessible to individuals with mobility aids, with clear information provided in advance.
Now that we’ve nailed down the basics, let’s dive into specific examples of accessibility needs and how to tackle them to make your event as welcoming and inclusive as possible.
Accessibility needs: Examples and what to do
Not every disability affects the event experience in the same way. Tailoring your accessibility plan to accommodate the unique needs of different ticket holders can make all the difference in providing a positive, inclusive experience.
Here’s what you need to know.
Blind or visually impaired
For blind or visually impaired attendees, navigating the venue and accessing information can be challenging, so prioritize clear paths and accessible info that’s easy to find and follow.
| What to do | What to avoid |
| – Use high-contrast colors and large fonts for readable signage – Provide Braille and tactile markers at entrances, restrooms, and exits – Offer audio descriptions for visual elements like maps and presentations | – Don’t clutter pathways – Avoid low-contrast text or small fonts that are hard to see – Don’t move furniture without notice, as it disrupts familiar paths |
Deaf and/or hard-of-hearing
The best way to make your event accessible for Deaf or hard-of-hearing attendees is to focus on visual communication and audio aids.
| What to do | What to avoid |
| – Bring sign language interpreters and include real-time captioning – Provide Assistive Listening Devices (ALDs) as needed Use clear, visible signage to convey critical information | – Don’t rely on verbal announcements — pair them with visuals – Skip background music that competes with speakers – Avoid having presenters turn away from the audience |
Speech limitations
For those with speech limitations, having alternative communication options can help them feel more comfortable and included.
| What to do | What to avoid |
| – Provide writing materials like pens and notepads – Use visual guides and signage that don’t require verbal explanations – Train staff on respectful communication – Set up tablets or digital kiosks at info booths so attendees can type questions | – Don’t finish people’s sentences — give them time to express themselves – Avoid only spoken interaction at check-in or help desks. – Minimize noise in communication zones. |
Dwarfism
Ensure accessibility for attendees with dwarfism by focusing on easy-to-reach amenities and flexible seating.
| What to do | What to avoid |
| – Provide adjustable seating or stools with footrests – Set up lower service counters and information desks – Position signage and materials at multiple heights | – Don’t install fixed-height handrails or grab bars – Don’t place fixtures such as sinks, mirrors, and dispensers too high – Don’t design entrances with heavy or high door handles |
Sensory sensitivity
For attendees with sensory sensitivities, it’s all about thoughtful choices with lighting, noise, and crowd management.
| What to do | What to avoid |
| – Designate quiet zones for sensory breaks – Limit loud or sudden sounds and provide advance notice if they’re necessary – Provide areas with dim lighting | – Avoid flashing lights or intense sounds in main areas – Don’t overcrowd quiet zones — set clear capacity limits – Ask vendors to skip heavy scents like perfumes and incense in event spaces |
Make inclusivity a priority with an event accessibility checklist
Prioritizing event accessibility isn’t just about checking boxes. It’s about making your event inclusive for as many of your community members as possible.
So, before you lock in plans or book that venue for your next event, download our accessibility checklist, save it to your desktop, and use it as a handy reminder of what to look out for when planning.
At Eventbrite, we’re big believers in spreading the love when it comes to inclusivity. We spotlight accessibility features on our event listings, making it easy for everyone to see what’s accessible. That’s why we’re here to help you create events that are open to all — because when you use Eventbrite, everyone’s invited to the party.
