Accessibility is not a nice-to-have. It is a legal requirement under the Equality Act 2010, and more importantly, it is the right thing to do. Around one in five people in the UK has a disability, and every one of them deserves to enjoy live events.
This guide covers the practical steps event organisers can take to make their events more accessible, from venue selection to ticketing.
Your legal obligations
The Equality Act 2010 requires service providers, which includes event organisers, to make reasonable adjustments so that disabled people are not placed at a substantial disadvantage. This applies whether you are running a major festival or a fifty-person comedy night in a pub.
"Reasonable adjustments" is deliberately flexible. What counts as reasonable depends on the size and nature of your event, your budget, and the practicality of the adjustment. A festival with a six-figure budget is expected to do more than a volunteer-run community fete. But every organiser must demonstrate they have considered accessibility and taken steps to address it.
Failing to make reasonable adjustments is a form of discrimination under the Act. It can result in legal claims and reputational damage that far outweighs the cost of getting it right.
Venue selection and physical access
Accessibility starts with choosing the right venue. When evaluating a venue, consider:
- Step-free access: Can someone using a wheelchair or mobility aid enter the venue, reach the event space, and access toilet facilities without encountering steps? If there are steps, is there a ramp or lift?
- Accessible toilets: Are there accessible toilets that are unlocked and actually usable (not used as storage)?
- Parking: Are there accessible parking spaces close to the entrance?
- Public transport: Is the venue accessible by public transport, and is the route from the stop to the venue step-free?
- Seating: For seated events, are there wheelchair-accessible viewing positions with a good sightline, not tucked away at the back?
Visit the venue in person before booking. Check that doors are wide enough for wheelchairs (minimum 800mm), that accessible routes are clearly signed, and that the accessible toilet is properly equipped and maintained.
Hearing access
For deaf and hard-of-hearing attendees, there are several adjustments you can make depending on the type of event:
Hearing loops: Many venues have induction loop systems installed. Check whether yours does, and make sure it is switched on and working. Advertise this on your event listing using the standard hearing loop symbol.
BSL interpreters: For spoken-word events such as conferences, theatre, comedy, and talks, providing a British Sign Language interpreter makes the content accessible to deaf attendees who use BSL. Book interpreters well in advance as demand is high.
Captioning: Live captioning, where spoken words appear as text on a screen, is increasingly used at conferences and larger events. Services like Stagetext specialise in live event captioning.
Visual cues: For music events, visual elements like signing song lyrics, providing set lists in advance, and using lighting that responds to the music can enhance the experience for deaf attendees.
Visual impairment
For blind and visually impaired attendees, consider:
- Audio description: For theatre and visual performances, audio description services narrate the visual elements through an earpiece
- Large print programmes: Offer event materials in large print format (minimum 16-point font)
- Clear signage: Use high-contrast signage with large text. Avoid decorative fonts that are difficult to read
- Guide dog policy: Assistance dogs must be admitted under the Equality Act. Make this clear in your event information and ensure staff are aware
- Website accessibility: Ensure your event listing and ticketing page work with screen readers. Use proper heading structure, alt text on images, and sufficient colour contrast
Sensory-friendly events
For autistic attendees and others with sensory processing differences, the noise, crowds, and unpredictability of live events can be overwhelming. Sensory-friendly adjustments include:
- Quiet spaces: Designate a calm room or area where attendees can take a break from the main event. Furnish it simply with soft lighting, seating, and minimal stimulation
- Reduced sensory performances: Some theatres and venues run specific "relaxed" performances with lower sound levels, house lights kept partially on, and a relaxed attitude to audience noise and movement
- Visual story or event guide: A document that describes what to expect, with photos of the venue, the entrance process, and the event space, helps people prepare and reduces anxiety
- Ear defenders: Consider having ear defenders or earplugs available for attendees who need them
Personal assistant and carer tickets
Many disabled attendees need a personal assistant (PA) or carer to accompany them. Industry best practice is to offer a free companion ticket when a disabled attendee purchases a ticket. This is sometimes called a PA ticket, carer ticket, or companion ticket.
Make the process for requesting a companion ticket straightforward. Do not require medical evidence or disability verification. A simple note during the booking process or a contact email is sufficient. Platforms like Tickts let you set up a specific ticket type for companions, or use a promo code for a free ticket paired with each accessibility booking.
Accessible ticketing
The ticketing process itself must be accessible. This means:
- Your event listing page should be screen-reader compatible with proper HTML structure, alt text, and keyboard navigation
- Accessibility information should be prominently displayed on the event listing, not buried in small print. State clearly what facilities are available and how to request adjustments
- Provide a contact method for accessibility queries. An email address or phone number where someone can discuss their needs before buying
- Do not make accessible tickets harder to buy. If a wheelchair user has to phone a box office during working hours to book an accessible space while everyone else buys online instantly, that is not equal access
Communication and staff training
All front-of-house staff and volunteers should have basic disability awareness. This does not require extensive training. The key points are:
- Speak directly to the disabled person, not their companion
- Ask before helping. Do not assume someone needs assistance
- Know the location of accessible facilities, quiet spaces, and emergency exits
- Be patient and flexible. If someone needs extra time or a different approach, accommodate it
Start where you are
You do not need to achieve perfect accessibility overnight. Start by assessing your current events honestly, identify the most impactful changes you can make, and improve with every event. Publish your accessibility information clearly, invite feedback from disabled attendees, and act on what you learn.
Accessibility is an ongoing process, not a checkbox. Every improvement you make opens your event to more people, and that is good for your audience, your community, and your bottom line.
