Listening to attendees’ needs can facilitate the most inclusive atmosphere for all. Courtesy of Holly Schweitzer

Inclusivity in event planning is the name of the game. Not only are planners being mindful of the environments they are choosing — selecting a venue that will make everyone feel comfortable — but they are focusing on inclusivity and accessibility from the planning and executive process, ensuring attendees’ experiences reflect these initiatives.

Sharon DeFelices, owner of Mosaic Meetings and Events and founder of Blueprint for a Healthy Meeting in Canonsburg, PA, says she’s seeing requests for closed-captioning, audio-assist headphones, meeting materials in larger fonts for vision impaired attendees and menu identification tags that are easy to see. Neurodiverse needs are also being communicated openly.

In the meetings arena, neurodiversity involves recognizing that people have diverse ways of processing information. This may include ADHD, dyslexia, autism and other cognitive conditions.

“Neurodiversity has been a topic in the workplace for a few years now and it is translating to events,” DeFelices says. “While attendees may not be asking for specific accommodation to be made for their particular needs, we do see a request for more conscientious planning with regard to the spaces, the agenda and overall event flow.”

In her work as a meeting and event planner, DeFelices says pre- and post-event surveys have definitely been expanded.

“It is no longer enough to ask if an attendee has any food allergies, let alone limiting them to choose from the top nine for their response,” DeFelices says. “I always follow up, even if the allergies seem straightforward.”

Over the recent years, Andrea Caldwell, owner and event planner at Practical Productions in Fairfield, CT, says the emphasis on accessibility and inclusivity in the meetings/events space has grown significantly. ADA regulations have streamlined physical accessibility and integrated seamlessly into architectural design. Attendees are now more open in expressing their specific needs and technology, like affordable live captioning services, which has played a pivotal role in enhancing accessibility.

“As a meeting planner, my approach to ensuring accessible and inclusive events has evolved. Notably, there’s a heightened focus on the comfort and inclusivity of the LGBTQ+ community in venue selection, avoiding locations with potentially discomforting legislative measures,” Caldwell says. “This strategic decision aims to maximize attendee engagement and support.”

Working with an attendee to understand their needs goes a long way. As DeFelices explains, it can be challenging for a planner to think outside of what they know for themselves. But talking with the attendees about how to make their experience align with their lifestyle can really help.

For instance, if you are planning an event on a weekend and you have attendees who are kosher, arranging kosher meals should not be the only thing you do. DeFelices suggests that you ask if the guest will be joining the group for meals. Will they need a refrigerator in their room for meals to be stored? Will they need all weekend meals delivered to their room before sundown on Friday or would they like to pre-arrange for the meals to be delivered, ready to eat, at specific times? Will they need a room on a lower floor of the hotel?

The same can be applied if an attendee indicates they will be attending with a wheelchair. The planner should contact the attendee and work through a number of scenarios. Will they need someone to assist with getting food from the buffet or would they prefer a plated meal? Would they like a reserved seating area toward the front of the room or closer to the exit door? Would they like to reserve an additional seat with them for someone who can assist?

“The planner and host should work to reserve seating in all the meeting spaces for the guest and ensure that the flow into the spaces is clear,” DeFelices says. “We can’t assume that providing an ADA compliant guestroom is where the responsibility ends.”

Jill McCluskey, senior director of meeting and events at Convene in New York, NY, says that in recent years, meetings and events have placed a greater emphasis on accessibility and inclusivity as part of their planning and programming. At Convene, a global lifestyle hospitality company that designs and operates a network of premium meeting, event and flexible office spaces, they’ve seen an increasing number of clients hosting DEI-focused events with breakout sessions for smaller, safe-space group discussions as a key component. Regardless of program type, requests for gender neutral bathrooms are also on the rise, as well as ample space for wheelchair users.

Walk through any meeting and event spaces before the event occurs to ensure cords are taped down and there are no obvious tripping hazzards. Make sure there is enough space for wheelchair access, and ensure that countertops and buffets are at a lowered height as needed. Also, keep doors open to ensure ease of access. Have a space in meetings for wheelchairs that ensures that those planners have good visibility. AAPEX 2023 Photo courtesy of CompuSystems

Embracing Inclusivity & Accessibility

It’s important that meeting planners begin thinking about an inclusivity and accessibility component of a meeting or event at the RFP stage. Ask the host/client what needs they are aware of and work with trusted partners.

“Keep these items in front of you at every phase of the planning,” DeFelices says. When walking the spaces at a site visit, think about accommodations that you know of and ask how the hotel has accommodated requests.

If you can, DeFelices suggests assigning a staff person to connect onsite with the guests who indicated they would need accommodation. This person should also be responsible for ensuring that the venue and other partners are executing as planned.

“Most importantly, communication with the guest(s) who indicated they’d need accommodations — prior to, during and post-event,” DeFelices says. “A bit of a miss for planners is not planning accordingly for attendees during religious holidays. Events during Ramadan, Diwali and other religious holidays should be planned with appropriate options.”

When it comes to accessibility, it is also important, as a planner, to educate yourself on neurodiversity and sensory needs. Guests may be sensitive to smells or may need quiet spaces or frequent breaks from a large group.

As DeFelices noted, lighting can be an issue for some if there are lights in the room that sweep or move about the space. Creating the opportunity for a guest to share their needs is important in hosting inclusive and accessible events.

“During the registration process, offer a statement about the intention to host an event that allows all participants to engage and encourage the guests to share their needs,” she says. One thing DeFelices likes to offer is for a guest to be able to break away from the group for a quiet lunch. She works with the venue to provide a boxed meal or room service so that a guest can have a quiet hour away from the meeting space and noise.

The Houston Livestock Show and Rodeo (HLSR), also called RODEOHOUSTON, an event of The Professional Rodeo Cowboys Association (PRCA), takes into consideration accessibility and inclusivity issues. Director of customer experience of Houston Livestock and Rodeo Show, Holly Schweitzer, says to ensure compliance with ADA guidelines, she recommends collaborating with experts and local officials while seeking input from the ADA community.

“For RODEOHOUSTON, after consulting with the deaf community, we’ll have sign language interpreters nightly for events like bull riding, and of course, the concerts,” Schweitzer says. “We will also livestream the concert through the RODEOHOUSTON mobile app. This allows the guests to watch from any seat in the stadium.”

Schweitzer works closely with Kyle Olsen, director of operations at Houston Livestock and Rodeo Show, who also has a huge hand in the progression of ADA accessibility on site.

Olsen says that the recent evolution of accessibility and inclusivity in the meetings/events space reflects a heightened commitment from event producers and facility operators. Beyond mere ADA compliance, there is a growing emphasis on enhancing the overall guest experience for everyone.

“While events are designed to meet minimum requirements, proactive efforts are being made to foster a welcoming and comfortable environment for all attendees,” Olsen says. “There is a trend toward specialized training for ADA and the establishment of advisory positions, either full-time or contracted, featuring subject matter experts such as teams of people including HLSR Staff, volunteers, advisors and venue management that work collaboratively. These developments signify a positive shift towards prioritizing inclusivity in event planning.”

For the Houston Livestock Show and Rodeo, their commitment to accessibility encompasses various aspects:

• Physical setup and layout: They meticulously plan and organize the physical layout to ensure it is conducive to accessibility, providing smooth navigation for all attendees.
• Staff training: HLSR staff and volunteers undergo training that includes how to assist disabled guests effectively, offering accurate information and assistance as needed.
• Adapting existing spaces: They continuously assess and modify existing spaces to enhance accessibility, making necessary adjustments and improvements. Clear and effective signage is implemented for better guidance.
• Creation of new exhibits and attractions: When developing new exhibits and attractions, accessibility is a paramount consideration. They integrate features and designs that prioritize inclusivity from the initial planning stages.
• Bringing in additional assets: To further enhance accessibility, they bring in additional assets and resources as needed. This proactive approach ensures that all aspects of the Houston Livestock Show and Rodeo are accessible to a diverse range of attendees.

Caldwell’s advice for event planners looking to enhance accessibility and inclusivity is to start by ensuring diverse representation among speakers, performers, vendors and participants. “Prioritize legal and regulatory compliance, consider the event space design, and actively seek input from attendees on their specific needs,” she says. “Address dietary restrictions proactively, offering tailored menu options, which can enhance the overall event experience.”

She also points out that planners might inadvertently overlook areas of accessibility, such as sensory issues. Post-COVID, some attendees may experience anxiety or sensory overload in crowded spaces.

“Prioritizing crowd management and spatial layout has become crucial, creating a more comfortable and spacious environment that benefits all attendees,” Caldwell says.

McCluskey suggested that planners need to be thoughtful throughout the planning process to accommodate all areas of accessibility, including physical accessibility, sensory accessibility and cognitive accessibility.

For physical accessibility, make sure the space has no problems for wheelchair users. Some overlooked areas related to physical accessibility include: lowering the height of countertops or buffets when possible, propping heavy doors open in advance of an event with wheelchair users so it is easier for them to navigate the space, and paying close attention to organizing and taping down wires or cords so there are no tripping hazards.

“When it comes to sensory accessibility, think about how the lighting will affect attendees, the type of music playing in the background, the volume of the speakers, and the overall experience of sight, touch and sound,” McCluskey says. “For cognitive accessibility, provide captions or subtitles where possible and clearly communicate what attendees can expect in advance.”

An Accessible Future

It is evident that the focus on inclusion and accessibility has moved to forefront of many meetings and events. DeFelices believes that the meetings industry will continue to see attendees willingly share their needs.

“Stigmas are disappearing and people are no longer shrouding their inclusion needs,” DeFelices says. “With each event, planners are learning more about accessibility and inclusion. Evolution involves the collaboration of attendees, planners, hosts and hotels. The goal is to get everyone around the table for the discussion.”

RODEOHOUSTON is offering a safe and comfortable personal care space for those with mobility limitations and their caregivers. This groundbreaking facility sets a new standard by providing a range of inclusive features, including an adjustable adult-size changing table, a ceiling hoist for safe transfers, adjustable sink/grab bars, toilet with bidet and a dedicated team of trained professionals to inform guests about the amenities and clean the space between uses.

“We want to make sure we offer a safe and dignified environment for personal care and eliminate the barriers so that all people can enjoy the Houston Livestock Show and Rodeo to the fullest extent,” Schweitzer says.

And while small adjustments like signage and staff training are crucial for meeting ADA needs, Schweitzer points out that event planners may inadvertently overlook specific areas of accessibility, particularly for individuals with sensory issues. Despite efforts, these concerns might not always be prioritized in decision-making.

Caldwell believes that the evolution of accessibility in event planning will continue through education, collaboration, increased awareness, technology advancements and feedback mechanisms. “This holistic approach ensures ongoing progress, fostering inclusive events for individuals of all abilities,” she says.

At the rodeo, they’ve actively addressed all ADA and sensory needs, even implementing a sensory-friendly day. Over the past two years, they’ve enhanced accessibility in communication, signage, transportation, seating, event layout, staff training, accessibility services and feedback processes.

“Each of these aspects is carefully scrutinized to ensure a comprehensive approach to inclusivity,” Schweitzer says. “The ongoing advancements in technology will further empower event planners to cater to the needs of the ADA community, driven by continuous feedback from attendees. This dynamic interaction between technology and user input is expected to shape a more inclusive and improved event experience for all participants.” | AC&F |