Approximately one in five people in the UK has a disability. If your community event is not accessible, you are excluding a significant portion of your community. Accessibility is not a box-ticking exercise or an afterthought. It should be embedded in your planning from the start. This guide covers practical steps to make community events genuinely welcoming for everyone.
Understanding the legal position
The Equality Act 2010 requires event organisers to make reasonable adjustments for disabled people. This applies to any event that is open to the public or to a section of the public. "Reasonable" depends on the size and nature of the event, the resources available, and the practicality of the adjustment. A large ticketed event is expected to do more than a small village coffee morning, but all events should demonstrate that accessibility has been considered.
Failure to make reasonable adjustments is unlawful discrimination. Beyond the legal requirement, it is simply good practice. Accessible events attract larger audiences, generate better feedback, and reflect well on the organisers.
Physical access
Physical access is the most visible aspect of accessibility, but it goes far beyond wheelchair ramps:
- Entrance and exits -- At least one entrance must be step-free and wide enough for a wheelchair (minimum 800mm, ideally 900mm or wider). Doors should be easy to open or propped open during the event
- Internal layout -- Ensure pathways between stalls, tables, or seating areas are wide enough for wheelchairs and mobility aids. A minimum of 1200mm is recommended for aisles. Avoid clutter, trailing cables, and sudden level changes
- Seating -- Provide accessible seating positions with clear sightlines to any stage or performance area. Wheelchair spaces should be distributed throughout the seating area, not all in one corner. Companion seats should be adjacent to wheelchair spaces
- Toilets -- At least one accessible toilet must be available. If your venue does not have one, this is a serious barrier. Accessible portable toilets can be hired but are more expensive than standard units
- Surfaces -- Outdoor events on grass or gravel are challenging for wheelchair users and people with mobility impairments. Consider laying temporary trackway or matting on main routes. If the terrain is unavoidable, be honest about it in your publicity so people can make informed decisions
- Parking -- Designate accessible parking spaces close to the entrance. Blue Badge holders need wider spaces (minimum 2.4m wide with 1.2m hatched area alongside)
Sensory accessibility
Accessibility for people with sensory impairments (sight and hearing) is often overlooked but is equally important:
For deaf and hearing-impaired attendees
- Hearing loops -- If your venue has a hearing loop (induction loop), make sure it is switched on and working. Many hearing aid users rely on loops to hear in noisy environments. If no loop is installed, portable loop systems can be hired
- BSL interpretation -- For events with speeches, presentations, or performances, consider booking a British Sign Language interpreter. BSL interpreters can be booked through agencies such as Deaf Action or the NRCPD register. Costs vary but typically start at around £150 for a two-hour booking
- Captioning -- Live captions displayed on a screen allow deaf and hearing-impaired attendees to follow spoken content in real time. Services like Stagetext provide live captioning for events
- Visual announcements -- If you are making tannoy announcements, display the same information on a screen or whiteboard for people who cannot hear them
For blind and visually impaired attendees
- Large print -- Provide programmes, menus, and information sheets in large print (minimum 16 point, ideally 18 to 24 point, sans-serif font)
- Audio description -- For visual content such as exhibitions, performances, or film screenings, consider providing audio description. This can be live or pre-recorded
- Tactile elements -- Where possible, include items that can be touched and handled. At an arts exhibition, having some tactile pieces is inclusive. At a heritage event, handling objects add value for everyone
- Guide dogs -- Welcome guide dogs and other assistance dogs at all events. Inform stewards and volunteers so they are prepared
- Lighting -- Good, even lighting helps people with partial sight navigate safely. Avoid areas of deep shadow or sudden brightness changes
Cognitive and neurodiverse accessibility
People with learning disabilities, autism, dementia, and other cognitive conditions may need specific adjustments:
- Quiet spaces -- Designate a quiet room or area where people can retreat if the event becomes overwhelming. This is valuable for autistic attendees, people with anxiety, and anyone who needs a break from noise and crowds
- Clear signage -- Use simple, unambiguous signage with symbols as well as text. Avoid cluttered signs with too much information
- Visual schedules -- A clear, visual timetable of events helps people who find unstructured environments difficult
- Relaxed performances -- For events with performances, consider a "relaxed" session with lower sound levels, house lights kept on at a low level, and a welcoming attitude to movement and noise from the audience
- Easy Read information -- Provide key information in Easy Read format (short sentences, simple words, pictures to support text). This benefits people with learning disabilities and those whose first language is not English
Communication and information
Accessibility information should be proactive, not reactive. Do not wait for people to ask. Publish accessibility details prominently on your event page, including:
- Whether the venue is step-free and has accessible toilets
- Whether there is accessible parking and how close it is to the entrance
- Whether hearing loops, BSL, or captioning will be available
- Whether a quiet space is provided
- Whether assistance dogs are welcome
- Contact details for anyone with specific access requirements to get in touch
This information helps people decide whether they can attend and what to expect. It also signals that you have thought about accessibility, which builds trust.
Ticketing
Accessible ticketing means more than offering a wheelchair space. Consider these points:
- Free companion tickets for disabled attendees who need a personal assistant or carer
- An accessible online booking process (forms that work with screen readers, clear layouts, adequate time limits)
- A phone or email booking option for people who cannot use online systems
- Clear information about what accessibility provisions are available at each ticket type
For more on setting up accessible ticketing, see our guide on planning your first event.
Staff and volunteer training
Brief all staff and volunteers on accessibility before the event. Key points to cover:
- How to communicate with deaf, blind, and learning-disabled attendees
- Where accessible facilities are located
- How to offer help without being patronising (ask "Can I help?" and wait for the answer, rather than assuming)
- What to do if someone has a medical emergency related to a disability (seizure, diabetic episode, panic attack)
The attitude of your staff and volunteers is the single biggest factor in whether disabled attendees feel welcome. Training does not need to be lengthy or formal, but it does need to happen.
Consultation
The most effective way to make your event accessible is to involve disabled people in the planning. Consult with local disability organisations, access groups, and individual disabled people in your community. They will identify barriers and solutions that non-disabled organisers often miss.
Many areas have a local Disability Forum or Access Group who will be happy to advise. Disability charities such as Scope, RNIB, Action on Hearing Loss (now RNID), and the National Autistic Society all provide guidance on making events accessible.
After the event
Collect feedback from disabled attendees specifically about accessibility. What worked? What did not? What would they like to see next time? This feedback is invaluable for improving future events and demonstrates a genuine commitment to inclusion. For guidance on gathering and acting on post-event feedback, see our post-event follow-up guide.
Accessibility is not a destination but a process. No event will be perfectly accessible for every person, but every event can be better than the last. Start where you are, do what you can, and keep improving.