Tips for Creating Accessible and Inclusive Events
At the heart of our industries lies the essence of hospitality—ensuring everyone feels welcomed, comfortable, and valued. It’s about more than just creating a flash of glamour and excitement; it's about creating spaces where people can truly be themselves, regardless of their background or abilities.
As emerging and established leaders, we as women have the opportunity to play a critical role in setting new standards and shaping accessible environments—especially as we head into the busy holiday season. By considering these often-overlooked accessibility needs for holiday events, you can ensure that every guest feels included, regardless of their individual challenges.
Sensory Sensitivity and Overstimulation
Holiday events are full of festive lights, loud music, and bustling crowds—all wonderful in their own right but overwhelming for some. People with sensory sensitivities or autism, in particular, may struggle in these environments. But your awareness and simple acts of kindness can help them feel more comfortable.
What You Can Do:
Designate areas where people can retreat to if they need a break from overstimulation. These spaces should be quieter and free from flashing lights or loud noises.
If you see someone struggling, quietly offer support. A simple “Would you like to move to a quieter area?” can help ease anxiety and make them feel seen.
Epilepsy and Flashing Lights
Flashing or strobe lights may be a staple at holiday events, but they can trigger seizures in individuals with epilepsy. Even if you’re not hosting, knowing how to assist others when this happens can be life-changing.
What You Can Do:
Be mindful of flashing or strobe lights, which can trigger seizures in people with epilepsy. Where possible, use more natural or consistent lighting throughout the event space.
If you see someone experiencing a seizure, stay calm, clear the area of hazards, and let event staff know right away.
Sobriety Support
The holiday season is often centered around alcohol, but for those who choose sobriety or are in recovery, the pressure to partake can make socializing difficult. Offering a variety of non-alcoholic drinks can ensure that everyone feels comfortable.
What You Can Do:
Ensure that your event offers a variety of non-alcoholic beverages, especially for those in recovery or those who choose sobriety.
If a guest seems uncomfortable in an alcohol-centric environment, kindly offer them an alternative or suggest a space that doesn’t revolve around drinking. Don't pressure others to drink or ask questions about why they are not partaking.
Physical Accessibility
Physical accessibility goes beyond ramps and seating—it’s about creating spaces that are easy to navigate for everyone, from people using wheelchairs to those with mobility challenges. Even as an attendee, you can help by staying mindful of the physical space around you.
What You Can Do:
Ensure that paths are clear of obstacles, and offer ample seating options that are easily accessible for those with mobility issues. Make sure all entrances, stages, and seating areas are accessible by elevator or ramp. If the event is outdoors, consider whether pathways are smooth and even for those using wheelchairs or other mobility aids. Accessible and ungendered restrooms should be plentiful and clearly marked. Ensure that there are enough stalls for the expected attendance and that they’re easy to locate.
Outline important accessibility considerations for the venue in the invitations or on your event website.
If you see someone struggling to find seating or navigate through the event, offer to help guide them to an easier route.
Dietary and Allergy Considerations
Food is often a key component of events, but dietary restrictions are a crucial aspect of accessibility that’s frequently overlooked. Providing a variety of options ensures that attendees with allergies, dietary preferences, or medical conditions aren’t left out.
What You Can Do:
Ensure availability of food options to accommodate common allergens (like gluten, dairy, or nuts) and provide alternative choices for people with dietary preferences (e.g., vegetarian, vegan).
If you’re with someone who has specific dietary requirements, offer to help them find safe food options.
Emotional and Mental Health Sensitivity
For many, the holidays can bring added stress, anxiety, or even feelings of isolation. Being aware of these challenges and offering a supportive presence can go a long way in creating an inclusive atmosphere.
What You Can Do:
Train your event staff to be sensitive to the emotional needs of your guests. Encourage them to approach people with kindness, especially those who seem anxious or withdrawn. Create quiet spaces where guests can step away from the hustle and bustle if they need a moment to center themselves.
If you notice someone isolating themselves or looking distressed, offer to help them find a quiet space or just listen to them.
Digital Accessibility
In today’s hybrid world, accessibility isn’t just physical. If the event has a virtual component, ensuring that online spaces are accessible is equally important.
What You Can Do:
If you’re hosting a hybrid or virtual event, ensure that your platform has closed captioning, screen reader compatibility, and other accessible features.
If you encounter barriers while accessing the event, report them to organizers so they can address the issue promptly.
If You See Someone in Need
Sometimes you might be at an event and see someone in need of assistance—whether they are struggling with sensory overload, navigating the venue, or feeling emotionally overwhelmed. Your role as an attendee can be just as impactful as the host's when it comes to creating an inclusive environment.
How You Can Help:
Offer Assistance with Empathy: If you notice someone feeling uncomfortable or in need, approach them with kindness and without pressure. "Would you like to take a break or find a quieter space?" is a simple way to offer help.
Alert Event Staff: If you see someone in distress and you're unsure how to help, let event staff know so they can provide the appropriate support.
Respect Boundaries: Always respect personal space. If someone declines your offer of help, simply continue to be a friendly, approachable presence in the event.
Leadership in Action
Whether you’re hosting or attending, creating accessible events isn’t just about meeting legal requirements—it’s about demonstrating the leadership that’s so integral to our industry. This holiday season, consider how your actions—whether it’s offering support, speaking up about accessibility, or simply being kind—can make a significant difference.
By leading with empathy and making small adjustments, you can help ensure that everyone feels included, no matter their needs. Together, we can raise the bar for accessibility, creating an industry where everyone is invited to the table.