Once participants arrive at your event, you and your staff will need to be prepared to handle any accessibility needs that arise in a timely manner. Staff should be available for questions and assistance throughout the meeting. While all staff should be knowledgeable about the accommodations, it may be helpful to designate one person or a team of people as accommodation specialist and indicate their role with a name tag or badge. These specialists may assist in providing direction, acquiring needed materials, providing assistive listening devices, or answering questions. Be sure your staff is proactive in asking if any assistance is needed. If any doors require more than 5 pounds of pressure to open, be sure to station someone at the door at all times to assist with opening and closing the door.

Catering/Food

There are a number of items to consider maintaining accessibility if food will be offered at your event. First, it is important to always provide access to water regardless of whether food will be served or not. Some people are more prone to dehydration and need continual access to water. Always offer seated options at any meal. If high top tables are offered, low top tables must also be available. When serving food buffet style, you should set the food out to allow individuals to be as independent as they chose to be. This includes but is not limited to:

• Set the food at a height that is able to be reached by all individuals.
• Allow space between food options for individuals to place their plates down so they don’t have to hold their plate while also trying to serve themselves.
• Make sure drink canasters are raised so individuals can put their cups down while filling them.
• Label all foods in large print, clear to read signage.
• Provide straws.
• Make sure plastic or silverware is not sealed in plastic but open and easy to access.
• Provide pre-cut food options, such as slice apples or cubed meat to assist fine motor skills.
• Avoid soup as it can be difficult to serve and or carry. However, it is okay to serve soup if there is table service.
• Avoid long tablecloths as they can be a tripping hazard or get stuck in wheels.

While acceptable, buffet style service can be difficult for many individuals. Be sure to provide servers to assist attendees when needed. Assistants may need to describe items, read menus, reach for food, or carry drinks and plates to the table. For individuals who are blind, servers should be stationed at each item to describe the food and place the item on their plate. The plate should then be handed to the next server in line.

Conferences, Speakers, Performances

If there is an agenda for your event, make sure to stick with it. Many people rely on those breaks for personal hygiene needs. Make sure there are multiple options for individuals who use assistive devices to sit and that they are not all segregated to one section. You should reconsider asking individuals to stand for any portion of the event. Not only are some individuals unable to stand, by doing so, seated individuals will no longer be able to see. Instead, you could ask individuals to show a raise of hands. If presentations will be given, be sure to require all presenters to turn in the materials early so they can be delivered to individuals who use assistive devices such as screen readers ahead of time.

Overnight Events with Hotel Accommodations

Before recommending a hotel as the host site, take an in-person tour to note any accessibility issues.  This could be yet another exercise you could do in partnership with a disability organization such as a Center for Independent Living (CIL.) Local disability advocates may even be able to tell you the best hotels and venues to hold an event since they often have to look for accessible meeting spaces or lodging themselves. If guests will be staying at the hotel, you need to ensure that the hotel has enough accessible rooms. It is also important to make sure the hotel staff is educated on disability language and etiquette. If guests with a disability will be asked to access anything or experience the event any differently than other guests, then you should look for another host hotel. Examples could include using a different entrance, having to take an alternative route, or not being able to access any of the hotel’s features. If a free shuttle is offered, be sure to ensure it is accessible and allows individuals who use mobility devices to board.

Sporting Events

Just like any other event, both participants and spectators may have a disability; therefore, it is important to consider the accessibility needs of all involved. A sensory room or designated quiet space could be very beneficial for events that have large crowds and/or loud noises or buzzers. This area should be set up apart from the crowds and noises. Inside the space should be noise cancelling headphones, sensory items such as balls with different textures, and mats should someone need to lie down. Sporting events that rely on the use of a buzzer, gun, or whistle should also have corresponding hand gestures. Closed captioning or assistive listening devices should be available whenever possible. Accessible restrooms and port-a-potty’s must be provided on an accessible path. Spectator viewing options should be available and accessible for individuals who use a mobility device. They should not be expected to sit alone unaccompanied by a friend or family member.