How to Plan an Accessible and Inclusive Event

The festive season usually means a calendar full of social events, gatherings, and activities. With one in five Australians living with disability, it’s vital that your events are inclusive and accessible for all.

Ensuring accessibility is not just about meeting legal requirements. It is about creating spaces where everyone feels welcome, valued, and able to take part. Whether you are hosting a birthday party, a work function, or a large community gathering, inclusive event planning makes sure people of all abilities can enjoy the occasion.

Why accessibility is important in event planning

When accessibility is at the heart of your planning, you are not only complying with the Disability Discrimination Act (DDA), but you are also building stronger community connections, reducing barriers, and showing that everyone belongs. That’s what makes an event truly memorable.

Here are seven key steps to guide you when planning an accessible event:

Step 1: Choose an accessible venue

Make sure the event space is accessible for everyone:

• Choose a venue that is step-free or has ramped entrances and has automated doors (where possible).
• Wide doorways and corridors for wheelchairs and mobility scooters.
• Provide flat, even surfaces outdoors (use temporary mats for grass or gravel).
• Rearrange furniture to create wide, clear spaces for ease of movement.
• Ensure adequate spacing between tables for easy passage.
• Provide accessible bathrooms or hire portable accessible toilets for outdoor events.
• Make sure the venue staff who understand service animal laws in Australia.
• Offer a quiet space (shaded area, spare room, or tent) for guests who need a break.
• Reserve seating and tables at appropriate heights.
• Arrange communication support, such as an Auslan interpreter for speeches or performances.
• Use clear, simple language and internationally recognised symbols for signage.

Step 2: Plan transport and parking

• Reserve accessible parking spaces close to the entrance.
• Provide clear instructions for drop-off zones.
• Share public transport options and accessibility details in the invitations.
• Include estimated travel time so attendees can plan ahead.

Step 3: Ask about access requirements

Include these questions in your event invitation or registration process:

• Do you have any specific support requirements (e.g., sighted guide, wheelchair access, quiet space, Auslan interpreter)?
• Would you like event information or presentation materials in advance? If so, what’s the best way to provide them (email, post, phone, SMS)?
• Do you have any dietary requirements?

Step 4: Offer inclusive food and drinks

Here are some practical ways to make food and drinks inclusive and accessible at events:

• Include a variety of food options, such as vegetarian, vegan, glute n-free, and allergy-friendly choices.
• Ensure food and drinks are clearly labelled, especially allergens.
• Finger foods can be helpful for guests with limited mobility or dexterity.
• Use lightweight cups and plates that are easy to grip.
• Where possible, avoid foods that require complex cutting or heavy utensils.
• Keep food tables at a height suitable for wheelchair users.
• Arrange items so they’re easy to reach without stretching.

Step 5: Creating an inclusive experience

• Assign staff or volunteers to support attendees who may need extra help.
• Provide training on disability awareness and available support options.
• Ensure staff are easily identifiable.
• Use clear signage for rooms and toilets.
• Monitor accessible toilets and quiet spaces to keep them available.
• Choose games and activities that everyone can join.
• Avoid activities needing complex physical movement unless alternatives are offered.
• Use sensory-friendly music and decorations to avoid overwhelming guests.

Step 6: Closing the event

• Give participants a clear warning before the event ends.
• Announce the conclusion and invite guests to leave when they are ready.
• Offer guests with disabilities the option to leave first if they prefer.

Step 7: Learn and improve after the event  

• Gather feedback from participants via surveys or phone calls.
• Ask staff and volunteers for their observations.
• Follow up on any complaints or concerns.
• Collate this information and share it with future event planners.

Planning an accessible and inclusive event is not just a thoughtful gesture, it’s a commitment to equity and belonging. By considering diverse needs from the start, you create an environment where every guest can participate fully and comfortably.

Small changes, like clear signage, accessible spaces, and inclusive food options, make a big difference. This festive season, let your events reflect the true spirit of celebration: welcoming everyone.