Accessibility Considerations For Events

“You’re invited to join the breakout group.” Sounds polite, right? But for many neurodivergent folks, "invited" still feels like expected. If you're facilitating a workshop or team event and truly want to create an inclusive space, especially for neurodivergent individuals, "optional" has to be more than just a word. Here’s the thing: For people who mask, who are managing sensory overwhelm, or who process differently—group and paired activities can be incredibly taxing. Saying “you’re invited” doesn’t communicate that opting out is actually safe. The social and professional pressure to conform can still feel intense—even in well-meaning spaces. If you want to honor autonomy and really foster psychological safety: ✔ Offer multiple ways to participate. ✔ Normalize opting out by saying it aloud: “You’re welcome to sit this out—no explanation needed.” ✔ Provide solo reflection options alongside breakout discussions. ✔ Don’t ask people to “share out” if they haven’t opted in. Inclusion isn’t just about invitation—it’s about permission without pressure. Let’s normalize facilitators saying: — “If group interaction isn’t where your brain is at today, that’s okay.” — “Reflection is participation.” — “Quiet is welcome here.” Have you ever felt pressured to “participate” when your brain or energy said no? #Neurodiversity #Facilitation #Inclusion #PsychologicalSafety #PlayfulWorkDesign #WorkplaceAccessibility #LearningAndDevelopment #Leadership

Want an effective, low-cost way to make your events more accessible? Try offering an Accessibility Pre-Event Checklist! 🌟 This checklist gives all attendees a heads-up on essential accessibility details, helping everyone feel welcome and prepared. Think: ✅ Accessible transportation options and venue entrances ✅ Steps for requesting accommodations ✅ Available assistive technologies (like captioning or ALDs) ✅ Information on accessible restrooms, quiet zones, and emergency procedures An accessibility checklist helps attendees feel confident they’ll have the support they need, reducing anxiety about navigating a new space or arranging accommodations. Plus, a pre-event checklist shows your commitment to inclusion right from the start. ___________________ Here's a streamlined sample of an Accessibility Pre-Event Checklist: "Welcome! To make your experience as smooth and enjoyable as possible, we’ve put together a checklist to help you prepare and get the most out of Salesforce events. Here’s what to know: #Before You Arrive □ Accommodation Requests: If you need specific accommodations (e.g., ASL interpretation, reserved seating, mobility support), please contact our Accessibility Team at least two weeks in advance. □ Public transit routes and shuttle services with accessible features will be available on our event website. #Venue Accessibility □ Accessible Entrances: All main entrances, restrooms, and levels are accessible by wheelchair. □ Quiet Zones & Sensory Rooms: Designated quiet zones and sensory-friendly rooms are available for anyone needing a calm space. These areas are equipped with comfortable seating, low lighting, and noise reduction. #Event Technology □ Live Captions & Transcripts: AI-generated captions and real-time captions will be provided in all main sessions. Transcripts will be available in the event app. □ Event App Accessibility: Our event app is screen-reader compatible, and provides real-time updates for easier navigation. #During the Event □ Session Accessibility: Accessible seating, reserved spots for those with mobility devices, and ASL interpreters are available at key sessions. Check the app or schedule for more information. □ Meal & Break Options: Dietary accommodations are available at all meals. Attendees with food allergies or specific dietary needs can contact our team or visit the Disability Help Desk for more information." #AccessibleEvents #InclusionMatters #EventPlanning #DisabilityInclusion #Trailblazer

A Deaf creator needed an interpreter for a filming project. Dream opportunity. I helped them get quotes from agencies. The numbers made my jaw drop. That's when it hit me: This is why brands "can't afford" Deaf creators. But here's how to fix it. The Access Budget Framework: Step 1: Budget accessibility from day one Add 15-20% to every campaign budget. Not "if there's room" - standard like permits or insurance. Step 2: Know your numbers and what you need • ASL interpreters for shoots and meetings • Live captioning for virtual events • Audio descriptions for video content Step 3: Build relationships early Keep certified interpreters on retainer. Partner with disability-led agencies. Plan ahead = lower costs. For brands spending $50K on campaigns: That extra 15% for real inclusion shouldn't break budgets. It should be standard. Here's what kills me: Productions spend thousands on videography, location, catering. But interpreter costs? "Outside our budget." In the disability space, Deaf access is invisible. This isn't a comparison — every disability has its own barriers. But access for the Deaf community often gets forgotten. The truth: We budget lighting, cameras, catering. Why not access? Real inclusion means planning for it, not hoping for leftover budget. Because when we treat access as optional, we're saying Deaf voices are optional too. And that's a price none of us should pay.

"Who planned this event?" That was the question — delivered by an attendee making his way down the hall in his wheelchair, clearly frustrated. "I did, sir. How can I help?" And in that moment, I knew. We had let this guy down. We had chosen a beautiful, historic venue — the Lumber Exchange Building, a stunning 1885 skyscraper full of vintage charm. It is the oldest high-rise building standing in Minneapolis and the oldest building outside of New York City, with 12 or more floors. It was unique, visually striking, and exactly what the client wanted: something outside of the typical hotel ballroom IN the city that their Foundation represented. But a beautiful venue doesn’t always mean an easy experience for every guest. I had navigated the parking ramp, the pathways with stairs, and even the tricky old elevators myself on my site visit. But what I hadn’t done was fully consider the end-to-end experience of our mobility-challenged guests. While there was ADA parking, we could have done a much better job communicating how best to get from the ADA parking to the event space. Or, better yet, we could have arranged for a greeter to meet this guest and assist with the elevator that was hard to turn a wheelchair around in. While 150 other guests had a great experience, one didn’t, and that matters. With every event, you learn something. And this was a hard lesson that I still think about today. I never want anyone to have a less-than-stellar experience at one of my events. It was a powerful reminder that great events aren’t just about stunning venues or perfect logistics. You must ensure every single guest has a seamless experience. 🔎 What to Consider When Choosing a Venue: 1️⃣ Accessibility Matters – Can all guests navigate the space easily? Are elevators, ramps, and parking clearly marked? Can a wheelchair or scooter easily turn around in the elevator to access the buttons?  2️⃣ Location & Logistics – Is it convenient? Are there transportation and parking options? 3️⃣ Clear Communication – Have you provided detailed instructions on parking, entrances, and mobility options, as well as the easiest route to the event space? 4️⃣ On-Site Support – Would a greeter or dedicated staff member help ease challenges for certain guests? Are you asking the right questions to find out who might need assistance in the Registration platform? 5️⃣ Match the Event’s Purpose – The space should enhance the event’s goals, not just look great in photos. Great events create lasting memories — for the right reasons. If you need help sourcing a venue that works for everyone, we’ve got you covered. Let’s talk! Link to book an appointment in the comments. 📩 #EventPlanning #AccessibilityMatters #WendyPorterEvents #IgniteEventMagic

I attended Transform last week and it was far and away the most inclusive large conference I've attended. And yet there was still room for improvement, as there always will be as we aim to fully include everyone! I thought why not share some best practices on inclusive conferences and events for anyone who may be organizing them now or in the future. 〰 Ask for pronouns in the registration process and include them on name badges. Either only provide a space for write-in or provide diverse options like he/him, she/her, they/them, she/they, he/they, they/she, they/he, they/he/she, ze/hir, and xe/xem. For the write-in option, be sure to use language like ‘Self-identify:’ instead of ‘Other:’ which can be, well, othering. 〰 Provide space to request accommodations during the registration process. Some folks may need ASL interpretation, have allergies, be sensitive to strobe lights, need reserved seating, or many other accommodations. 〰 Choose a venue that is accessible to individuals with disabilities, including ramps, elevators, accessible restrooms, and designated parking spaces. Provide clear and legible signage to assist attendees in navigating the space and accessibility guides to support specific needs. 〰 Provide at least some (ideally all) all-gender restrooms. If your venue doesn’t provide these already, consider designating single use/family restrooms as all-gender and just make it clear using your own signage. Another option is to cover gendered restroom signs with signage that describes the layout (i.e. ‘Restroom with stalls’ and ‘Restrooms with urinals and stalls’) if your venue will allow it. 〰 Ensure diversity and representation in speakers, panelists, moderators, and presenters. Aim for a range of identities, perspectives, backgrounds, and experiences to reflect the diversity of your audience. Be sure this applies to all roles equally, not just moderators or emcees which can lead to tokenism. 〰 Create a neurodivergent-friendly environment by offering quiet spaces, providing sensory-friendly materials, and minimizing loud noises and bright lights. If you want to go above and beyond, provide fidget toys! 〰 Establish community guidelines or a code of conduct that outlines expectations for respectful behavior and prohibits discrimination, harassment, or exclusionary behavior based on identity or background. Share these guidelines before the conference and then do a quick review at the kickoff session. Enforce these guidelines consistently throughout the conference and ensure there are options for safe reporting. 〰 Provide a nursing room for breastfeeding individuals. Call it a ‘nursing room’ instead of a ‘mother’s room’ as not all mothers breastfeed and not all breastfeeding individuals are mothers. 〰 Provide various Q&A options, including traditional mic setup, QR codes, and text codes for accessibility. I'm running out of space, so continued in the comments! But would love to know, what else would you add?

How can I make my event more inclusive? Clients and other event professionals often ask me this question. As I reflect on the closing day of a spectacular 400 person conference that the Firewood Events team planned (more on that later!), I think about the ways that inclusion showed up in this event. 1. Stage access: Whether someone has a physical disability or has mobility challenges (e.g., hip replacement, sprained ankle, or broken leg), it's important to have an option to access the stage other than stairs. Adding a ramp can make a meaningful difference and make your speakers feel more comfortable. 2. Labeling food: Most event professionals are now well versed in providing a menu that accommodates vegans, vegetarians, and those with different food allergies (e.g., gluten, dairy). However, the food labels don't always match the level of thought that was put into the menu planning. Adding phrases like "VG" for vegan, "GF" for gluten-free, and "contains nuts" to the food labels can help make attendees feel thought about and potentially avoid a medical emergency. 3. Sensory room: Not all event attendees are extroverts or like to be in large crowds of people, especially after the increased percentage of people who work from home now. Have a room with dim lighting, no sound, no fragrance, and some kinesthetic activities (e.g. mini trampoline, stress balls) can be a great way for folks to take a minute to reset and rejuvenate before joining the large group. This is also important for attendees who are neurodiverse. Shout out to my colleague Zoe Moore who is an outstanding thought partner and consultant on inclusive events!

Pride Month is here, but if your events, your campaigns, and your celebrations aren’t accessible, then they’re not inclusive. As a disabled and neurodivergent person, I created this illustration to highlight a critical truth: - Accessibility isn’t optional. - Representation must include disabled and neurodivergent voices. - We deserve space without needing to justify our presence. So what can folks do to make Pride events accessible? Before the event: Share detailed accessibility info in advance (restrooms, ramps, rest areas, sensory map). Involve disabled people in planning, from the start. Clearly post COVID safety protocols and fragrance-free requests. Physical Accessibility: Choose wheelchair-accessible venues (with ramps, elevators, and wide entrances). Provide accessible seating and quiet rest zones. Ensure bathrooms are ADA-compliant and near event areas. Neurodivergent & Sensory Access: Offer low-sensory or quiet zones. Avoid flashing lights or designate strobe-free times. Share schedules in advance. Allow stim tools and alternative communication methods. Communication Access: Hire ASL interpreters for all performances and speakers. Include live/open captions for videos and panels and information in braille . Use communication badges or interaction preference tags. Inclusive Culture: Pay disabled speakers and performers. Don’t question mobility aids or service animals. Offer hybrid/virtual participation options. Make accessibility everyone's responsibility, not just an afterthought. Accessible Pride for All, in real, practical, and intersectional ways. If you’re planning Pride programming, ask yourself: - Who’s missing? - What access needs haven’t been considered yet? I’m always open to consulting, speaking, or collaborating on accessibility-forward design and event planning. Image Description: This is a bold, colorful digital illustration featuring a masculine-presenting female with white skin and a rainbow faux hawk hairstyle sitting in a red and black manual wheelchair. They wear a loose-fitting purple T-shirt that reads in white, bold letters: “I SAID WHAT I SAID. NOT WHAT YOU HEARD.” In one hand, they hold a large sign with rainbow-colored text that says “ACCESSIBLE PRIDE FOR ALL.” A small progressive pride flag is mounted on the back of the wheelchair. The background is filled with vibrant diagonal stripes in pink, purple, blue, green, and teal, adding energy and celebration to the image. The illustration emphasizes pride, visibility, and the importance of accessibility within LGBTQIA+ spaces. #DisabilityInclusion #AccessiblePride #DisabilityJustice #NeurodiversityAtWork #LGBTQIA #Pride2025 #RepresentationMatters #InclusiveDesign #AccessibilityMatters #NothingAboutUsWithoutUs

September is Deaf Awareness Month, and while today is the last day, it’s the perfect time to start prioritizing accessibility and inclusion. I grew up surrounded by deafness and hearing loss, using sign language since before I could speak. It's a part of my everyday life, and so I joined the Cloud Native Computing Foundation (CNCF) Deaf and Hard of Hearing Working Group (DHHWG) as an ally to improve accessibility in tech. As an organizer of BSidesPGH, I’m proud to say we’re not just making recommendations—we’re putting them into practice. As the DHHWG was drafting event best practices, we've been adopting them and learning as we go. If you're looking to get started, here are a few tips from our guide: 🔹 Budget early for accessibility needs such as captioning and interpreters 🔹 Offer multiple options for accommodations like live captions and interpreters 🔹 Provide reserved seating at the front for those who need it 🔹 Don't just record the talks, but all parts of the conference, and include captions. If you have interpreters, include them in your recordings as well If you're Deaf or Hard of Hearing and in tech, I invite you to join our group. And if you’re an ally, take action by reviewing our resources and advocating for better accessibility. We can create a tech industry where everyone is welcome. Find us on the CNCF Slack at #deaf-and-hard-of-hearing #DeafAwarenessMonth #DHHWG #CNCF #AccessibilityMatters #Inclusion #DeafInTech