You can have great catering and good attractions. But all it takes is for a guest to hit a barrier nobody noticed. A step in front of the photo booth. Buttons placed too high. Music you can't get away from. That guest feels left out, and the budget spent on team building doesn't do its job. A story like that can also end up on social media.
Accessibility and inclusivity today are not a matter of courtesy. In many companies they're part of the diversity and equal treatment policy. They're also part of professional delivery and risk management. Overlooking them can damage your client's reputation.
When "an event for everyone" is just a slogan
Designing an event solely from the perspective of a fully able-bodied person is a trap. Everything looks fine on paper, but on the day three specific risks appear:
- The event's goal. The event was meant to bring people together, but it divides them. Some guests stand on the sidelines. The goal isn't achieved.
- Employer brand. Participants' dissatisfaction quickly reaches the management board and colours how the whole event is perceived. Opinions about an employer easily make their way online, for example onto LinkedIn.
- Reputation. An account of an inaccessible event can spread online. Then the company's image as an open organisation simply falls apart.
Three areas worth checking
Instead of thinking about "special needs", apply universal design. From the outset you plan everything so that as many people as possible can use it. Below is a checklist.
Space and getting around
- Access to the room. Check that there are ramps everywhere, not just stairs. Walkways between tables and attractions should be more than 90 cm wide. Floors and carpets must be stable and not make it hard to move in a wheelchair.
- Access to attractions. Ask the supplier directly: can you roll onto the 360° Photo Booth platform from floor level, or is there a step? Are the buttons on the interactive wall within reach of a seated person? Can the VR station be adapted for a wheelchair user?
- Signage. Signs should be large, legible and hung at the right height. Use high-contrast colours.
Sound, light and stimuli
- Intensity of stimuli. Avoid sudden loud sounds and strobe lights. They can be a problem, for example, for autistic people or people with epilepsy.
- Quiet zone. It's worth planning one. Ideally as a separate, clearly signposted room, not a corner of the ballroom. Inside: comfortable seating, dimmed lighting, water and silence.
Tip
Plan a calm start, for example the first hour of the event with quieter music and soft lighting. Mention it in the invitation. Guests immediately see that you've thought about everyone.
Communication and freedom to take part
- Clear instructions. Game rules should be short, simple and supported by icons. Send the agenda in advance so participants know what to expect.
- Participation by choice. An attraction should be an invitation, not an obligation. Formats based on creating something together, like a photo mosaic, are friendlier than public competition on stage.
Attractions everyone can enjoy
- Digital graffiti wall. It gives space for creativity with no physical barriers. It's intuitive to use and doesn't require strength or precise movements.
- Interactive tables and floors. Everyone plays on their own terms. There's no need to stand in one spot, and several people can play at a station at the same time, regardless of their mobility.
- Live FotoMozaika. All you need to do is take a photo. Everyone can take part, and the finished image is a joint work of the whole team.
- Sensory workshops, such as perfume making. They're based on smell and touch, not just sight and hearing. That's why they can also be a good choice for blind and partially sighted people.
A team that knows how to help
A well-designed space isn't enough if the staff aren't prepared. Before the event, hold a briefing for your staff. Show them how to talk about people by putting the person before the disability ("a wheelchair user", not "the disabled"). Teach them how to offer help discreetly and respectfully, before someone has to ask for it.
Accessibility is a mark of quality delivery
An inclusive event isn't harder. It's simply better thought through. The client sees that you care about their brand and about every participant, and the risk of a slip-up goes down. Companies talk about openness more and more, and an event quickly shows whether there are real decisions behind the words.
When choosing partners and suppliers, ask about accessibility. Their answers will tell you a lot about how they work.
Let's design an event every guest can enjoy
Describe the venue, the number of guests and the attractions you're considering. We'll help you check where barriers might appear and choose solutions everyone can use. Get in touch.
