The Equality Act 2010 places a legal duty on event organisers and venue operators to make reasonable adjustments so that disabled people are not placed at a substantial disadvantage compared to non-disabled people. This duty is anticipatory, meaning you must think about the needs of disabled attendees in advance, not wait for someone to ask. Failure to comply can result in legal claims, enforcement action by the Equality and Human Rights Commission, and significant reputational damage.
Disclaimer: This article provides general guidance on disability access obligations under the Equality Act 2010, which applies in England, Wales, and Scotland. Northern Ireland has separate but broadly similar legislation under the Disability Discrimination Act 1995 (as amended). Always seek professional legal advice and consult the Equality and Human Rights Commission guidance for your specific circumstances.
The duty to make reasonable adjustments
Under section 20 of the Equality Act 2010, the duty to make reasonable adjustments arises where a provision, criterion, or practice, a physical feature, or the absence of an auxiliary aid or service puts a disabled person at a substantial disadvantage. The three aspects of the duty are:
- Changing a provision, criterion, or practice -- for example, if your ticketing process requires people to queue for long periods, this disadvantages people with certain conditions. Offering a priority entry lane is a reasonable adjustment.
- Removing or altering physical features -- for example, providing ramps where there are steps, ensuring accessible toilets are available, and positioning stages and screens so they are visible from wheelchair-accessible areas.
- Providing auxiliary aids or services -- for example, offering British Sign Language (BSL) interpretation, providing hearing loops, offering large-print programmes, or providing accessible formats of event information.
What does "reasonable" mean?
The Act does not define "reasonable" precisely, and what is reasonable depends on the circumstances. Factors include the effectiveness of the adjustment, the practicability of making it, the cost, the size and resources of the organisation, and the extent to which the adjustment would disrupt the event. A large commercial festival has greater resources and is expected to make more extensive adjustments than a small community group running a one-off fundraiser.
However, the threshold is lower than many organisers assume. Providing a ramp to a stage area, reserving wheelchair-accessible spaces in the audience, and ensuring your website meets basic accessibility standards are likely to be considered reasonable for most events.
Accessible ticketing
The ticket purchasing process itself must be accessible. This means:
- Your event website should meet Web Content Accessibility Guidelines (WCAG) 2.1 at Level AA as a minimum. This includes keyboard navigation, screen reader compatibility, sufficient colour contrast, and alternative text for images.
- Offer multiple ways to purchase tickets (online, by phone, in person) to accommodate different needs.
- Provide a clear way for attendees to request accessibility information or adjustments at the point of booking. A simple text field or contact email address is a starting point.
- Be transparent about the accessibility of your venue and event in your ticket listings. State clearly what accessible facilities are available and what limitations exist.
Venue accessibility considerations
When choosing a venue, assess its accessibility from the perspective of attendees with a range of impairments:
- Mobility -- step-free access to all public areas, including the main event space, bars, food areas, toilets, and any VIP or backstage areas that guests may access. Ramps should have a gradient of no more than 1:12. Accessible parking spaces should be located close to the entrance.
- Wheelchair spaces -- dedicated wheelchair viewing positions with good sightlines. These should not be relegated to the back or sides. Provide companion seating next to wheelchair spaces.
- Sensory -- hearing loops in key areas (information desks, main stages), BSL interpretation for key performances or announcements, and quiet or low-sensory spaces for attendees who may need a break from noise and crowds.
- Visual -- clear, high-contrast signage with large text. Tactile paving at key transitions. Audio description for visual elements of the event.
- Accessible toilets -- fully accessible toilet facilities, ideally including a Changing Places toilet for events over a certain size. Accessible toilets should be maintained and checked regularly during the event to ensure they are clean, stocked, and not being used for storage.
Communication and information
Accessible information is essential before, during, and after the event:
- Publish an accessibility guide on your event website, detailing the facilities available, how to request adjustments, and contact information for your accessibility coordinator.
- Train front-of-house staff to understand the needs of disabled attendees and to respond helpfully and respectfully. Disability awareness training does not need to be lengthy, but it should cover common adjustments, communication etiquette, and how to assist without being patronising.
- Provide event information in accessible formats on request: large print, easy read, audio, or electronic formats compatible with screen readers.
Personal assistants and carers
Many disabled attendees bring a personal assistant (PA) or carer with them. Industry good practice, as promoted by organisations like Attitude is Everything, is to offer a free PA ticket when the disabled person purchases a ticket. This is not a legal requirement, but it is widely expected and refusing it can create significant barriers to attendance.
Have a clear and straightforward process for booking PA tickets. Requiring extensive medical evidence is disproportionate and can be humiliating. Most organisations accept a range of evidence, such as receipt of disability-related benefits, a Blue Badge, or a letter from a healthcare professional.
Temporary and outdoor events
Accessibility at outdoor events presents particular challenges. Ground conditions can change rapidly, and temporary infrastructure does not always meet the accessibility standards of permanent venues. Key considerations include:
- Temporary trackway or matting over grass and uneven ground to provide wheelchair-accessible routes.
- Accessible viewing platforms with good sightlines and protection from the weather.
- Accessible camping facilities for festival-style events.
- Adequate lighting on accessible routes.
- Accessible transport links or shuttle services from car parks and drop-off points.
Seeking input from disabled people
The most effective way to improve accessibility is to involve disabled people in your planning process. This could mean consulting with local disability organisations, including disabled people on your event committee or advisory group, or conducting accessibility audits with the involvement of disabled testers. Organisations like Attitude is Everything (for music events) and Euan's Guide (which provides access reviews of venues) are valuable resources.
Accessibility is not a checkbox exercise. It is about ensuring that everyone can enjoy your event. The adjustments you make often benefit more people than you expect: parents with pushchairs, people with temporary injuries, older attendees, and anyone who appreciates clear signage and well-planned facilities. Make accessibility part of your event planning from the start, not an afterthought.
