Event planning is challenging all on it’s own; however, when you also need to make sure that your event is suitable for those with physical limitations the challenges become even greater. The best way to prepare accordingly is to follow a few simple steps to help ensure that all who attend will be comfortable and able to participate and absorb the event itself.
Make It Known You Have Accommodations In Place
One top way to get those with physical challenges to attend is to specify in all invitations and press releases that the event is compliant. This can be a statement made on the invitation or a separate mailing or touch point based on feedback where your invitation asks if the attendee has any special needs that need to be addressed.
Verify and Walk Through The Venue In Advance
The location of the event is the biggest part of the challenge in terms of making sure that particular venue is suitable for those with physical limitations and special needs. This is why walking through the venue and asking questions will help you better determine if you will need to make extra arrangements to accommodate all who attend.
Rent Ramps and Special Seats
Venues and locations that do not have easy access in and out of the facility will need to be corrected prior to your event. You can rent ramps, special chairs and even special height tables for those who need extra space or an easy way in and out of the building.
Use Sign Language Experts, Printed Handouts and Other Ways To Help
Events that have presentations, speakers and other forms of education, entertainment or interaction occurring throughout the duration will want to have on hand sign language specialists. This helps those who are hearing impaired still have the chance to take in all that is being presented. In addition, printed handouts of all talks, speeches and presentations in large print and braille also help to make those with physical challenges more apt to attend and enjoy the event.
Ask Attendees For Ideas
A great way to truly make sure you have covered the bases in terms of the special arrangements you may need for some guests is to simply ask. This can be done very easily by having a question on invitations that asks if one needs any special arrangements in order for them to attend.
The right process of planning and preparation will help make sure that your event is one that meets the needs of everyone. The fact that accommodations can be set up in advance will help ensure everyone who comes to your event is comfortable, well cared for and thus will enjoy the event in the same manner as everyone else without having any issues arise. Planning is always key for any event and this is highly important when you have those with physical limitations attending as you do need to make some arrangements so they are at ease while there and thus feel just as welcome as everyone else.
About the Author: Zoe White is a professional blogger for Event Source Solutions. She’s a southern California native who loves the beach, sports, and trying new foods.
Photo credit: D. Sharon Pruitt
