Patricia Magaz Fernández, content strategist at Interprefy, shares five ways planners can improve event accessibility without breaking the bank
For event organisers, accessibility is critical to ensure that as many people as possible can attend and that all attendees can fully participate and engage with events. However, organising an accessible event can be challenging, especially when faced with resource constraints.
1. Plan ahead and set priorities
The earlier you plan, the more opportunity you have to add accessibility to your events. Start by creating a checklist of accessibility needs and prioritise them based on their impact. Identify essential accessibility features that are critical for your attendee’s needs and the event’s success. By focusing on these priorities, you can allocate your limited resources effectively and ensure that the most critical accessibility requirements are met.
2. Utilise volunteer support
Volunteers can play a significant role in making your event accessible while keeping costs down. Reach out to local disability organisations or community groups and seek their support in recruiting volunteers and providing advice. Often, university students can be recruited in exchange for an event ticket. These volunteers can assist with tasks such as guiding attendees, providing assistance with mobility, or facilitating communication. Ensure proper training and clear communication with your volunteers to ensure they understand the importance of accessibility and their specific responsibilities.
3. Make use of digital accessibility tools
Digital accessibility tools are invaluable in making your event inclusive. One such solution is to implement AI-generated live captioning, a cost-effective option that can easily be integrated into your event’s setup. The use of next-generation AI solutions can deliver accurate and real-time captions and translated captions in multiple languages. This solution ensures that attendees can follow along and participate effectively.
4. Partner with sponsors and local businesses
Collaboration with sponsors and local businesses can be a win-win situation when it comes to event accessibility. Approach potential sponsors and local businesses with a compelling case for supporting your accessibility efforts. Highlight the benefits of aligning their brand with inclusivity and offer various partnership opportunities. Sponsors and local businesses can contribute resources such as funding, equipment, or expertise, helping you enhance the accessibility of your event without straining your budget.
5. Promote inclusivity through communication
Clear and inclusive communication is vital to ensure that attendees are aware of the accessibility features and services available at your event. Provide detailed information about accessibility on your event website, registration forms, and promotional materials. Utilise multiple communication channels, such as social media, email newsletters, and announcements during the event. By proactively communicating your commitment to accessibility, you create a welcoming environment for attendees.
In conclusion, creating an accessible event doesn’t have to be a daunting task when you have budget limitations. By following these five tips, you can make significant strides in enhancing the accessibility of your event without compromising your financial resources. Increasing event accessibility creates better experiences for the maximum number of attendees and widens your event’s reach.