The holidays are upon us, and it’s time for social gatherings in the workplace and with family and friends. While you’re working on your checklist for food and fun activities, don’t forget to make your parties accessible for everyone to participate comfortably. It’s important to be mindful of individuals with mobility limitations or service animals, sensory needs or dietary restrictions. Here are some tips and suggestions for a great holiday party from NCHPAD.

Before the party

Invitations and Pre-Event Communication

• For printed invitations, don’t use overly fancy or small fonts that may be hard to read. Using a simple font with a decorative card can still provide a festive feel. Also, be mindful of proper color contrast between the words and the card’s background to make it easier to read.
• If you are sending a virtual invitation, provide alternative options like a text-only or an accessible HTML version to make the important information simple to receive. If you send a PDF, make sure the file is screen reader accessible with alt text for images. You can learn more about these accessibility practices in our Best Practices for Accessible Communications article.
• Make instructions or a schedule, if needed, so guests can be prepared for whatever the party may involve, whether it’s games, gift-giving, or just a social occasion.
• Ask about accessibility or dietary needs ahead of time. This ensures that there are no last-minute blunders in party planning and that everyone attending the party feels welcome. This can include providing interpreter services or assistive listening devices.
• Provide clear details about the venue, accessible parking, entrance instructions or other accessible accommodations the venue will have so individuals can know before they go.

Preparing Your Venue for Accessibility

If you are hosting a holiday party at a public location like a restaurant or event space for friends, family, or work, preparation for accessibility is crucial. Here are some tips to keep in mind when you’re getting your venue ready.

• Ensure the location has accessible parking spots or pick-up and drop-off zones. Check to make sure the space has ramps or level pathways for individuals using a wheelchair or mobility device and provide clear signage so those invited know where to find entrances, restrooms, or other important spaces.
  • If the location doesn’t have certain accommodations, provide temporary solutions like portable ramps.
• Confirm that the restrooms are accessible and clearly marked. For individuals using a mobility device, having adequate turning space with grab bars and non-slip mats helps ensure everyone can use the restrooms safely.
• For the remaining indoor spaces, remove any clutter or rugs and ensure that primary pathways for party goers are wide and clean of obstructions. Doorways and hallways should also be wide and easy to maneuver for individuals using wheelchairs, walkers or other assistive devices. In a home space, make sure your furniture is arranged to accommodate an easy flow of travel for those attending.
• If you are hosting a party at a home or similar setting, consider entry points.
  • Are there stairs leading to the doors?
  • Are sidewalks available, and are they accessible and free of items blocking the path?
  • Could you adapt and have the festivities outside, under an awning/carport, or in a garage if needed to adapt to individuals with mobility limitations?
• Outdoor/weather needs:
  • Depending on the time of year or location, keep venue walkways free of snow and ice.
  • Provide drying mats for wet shoes, wheels or mobility devices indoors to avoid fall risks.
  • Be mindful of the outdoor terrain. Have easily accessible pathways and avoid having guests have to maneuver through gravel, dense grass or other troublesome spaces.
• For stair railings, keep them free of garland or other hanging decorations to make them safe for individuals to use.
• Lighting
  • Make sure the space is well-lit for individuals with visual impairments.
  • Avoid flashing or flickering lights that can be overwhelming or dangerous for individuals with photosensitive epilepsy.
• Provide adequate spaces
  • For individuals with hearing impairments, loud music may present difficulties for attendees. Have a social space free of music so individuals can enjoy conversation.
  • Quiet zones or sensory spaces can also be beneficial. Anyone may need a space to decompress when the party may seem too draining. Having a quiet space free of overstimulating noises, scents, or lighting ensures a welcoming experience for all.
  • Lactation rooms are another space to keep in mind to provide adequate support for lactation needs for mothers.
• Be respectful of all forms of communication. By providing interpreter services, assistive devices or communication boards, everyone can feel like they are part of the party.
• No party is complete without food, but make sure that the food is easily accessible. Buffets or food tables should be at reachable heights and provide seated options for eating and serving food.
• Plan ahead and ask one member of the party planning to be the go-to for questions or immediate needs. This fosters a welcoming environment where guests can feel comfortable asking for adjustments.

Dietary Needs

Having a diverse menu of allergen-friendly or dietary options is a great way to make sure those attending the party can feel stress-free and fully celebrate the occasion.

• Provide allergen-friendly options for popular dishes that may include common allergy items like nuts.
• Have dietary-inclusive options (gluten-free, low-sugar, etc.)
• Clearly label dishes. This can go a long way to avoid confusion or accidental exposure to foods with allergenic foods.
• Texture-related foods are another need to consider. Some guests may need foods that are easily chewable or softer for certain health conditions.

Choosing Inclusive Activities

No one wants to feel left out of the holiday fun. Try these suggestions for guests to enjoy in all the festivities.

• For entertainment, choose games or holiday activities that can be enjoyed by all. This may include:
  • Trivia or fun quizzes
  • Accessible or adaptive board/card games
  • Collaborative music playlists
  • Food or drink tasting
  • An accessible, fun photo backdrop spot for guests
  • Cookie or dessert decorating
• If gift giving is involved, use gift bags with tissue paper for easy opening.
  • For gift exchanges where the item can go to any guest, be sure to make the gift useful for everyone. Items like heated blankets, gift cards, smart-home devices, or comfort-focused clothing can be great gift ideas.

Be Flexible

Not everyone may be able to make the party or even feel like attending. It’s important to be mindful of everyone’s needs. Here are some ways you can make others feel supported:

• If a guest can’t attend an event in person but wants to feel included, provide a remote option. This can be done via a video chat via mobile phone or a virtual meeting service.
  • If gifts or party favors are given out, send them to those who can’t make the party after the party. A fun package can include treats from the party, cards or decorations, too!
• Allow those attending virtually to have their camera off. A common misconception in virtual meeting spaces is that if you don’t have your camera on, you aren’t engaged. But there are many personal or medical reasons why people may want to keep their device’s camera off during a meeting. Learn more in this article.
• For work-related events, avoid pressuring coworkers or employees into attending a party that is “optional” but feels required. The holidays are a busy time, and everyone has different needs, whether they are for their physical or emotional health. Individuals may feel burnout in their day-to-day lives. Provide ways to connect during or after the party, so people have options.

Conclusion

Hosting an accessible holiday party is about thoughtful planning and genuine care for everyone attending. Even small changes to help accommodate the slightest need can help everyone feel like their needs are being met. Accessibility supports everyone, not just individuals with mobility limitations or disabilities. Don’t just say you’re accessible, show a commitment to your guests that everyone matters. Do your part and have a happy holiday season!