ADA How to Plan for Guests Who Require Assistance

While ADA accessibility is a legal requirement, and failure to comply with ADA regulations can result in legal action, it is a crucial aspect of event planning because it provides the framework for producing an effectively accessible event to a wide range of guests with varied abilities.

Implementing ADA compliance and accommodation also demonstrates the event organizer’s commitment to ensuring a safe, inclusive, and positive environment for everyone.

Here’s a few ADA offerings that we’ve recently provided at different conferences:

Wheel-chair accessible ramp for stage appearances
Assisted listening devices for the hearing impaired
Sign language interpretation with foreign language translation
Accessible seating arrangements for sight and hearing-impaired participants

Top Ten ADA Elements to Review When Planning an Event

Research ADA accommodations that may apply to your event and identify how to apply them. (What types of experiences are offered – sight? sound? tactile? taste?)
Create a plan for how impaired guests will enter and exit the venue.
Identify how to accommodate ADA access to event spaces, and to maneuver within that space.
Ensure the venue is ADA-compliant and has appropriate resources to support any ADA requests.
Make certain event staff are trained in how to effectively and respectfully provide ADA assistance.
Include ADA-appropriate systems in the registration platform for guests to identify any ADA assistance they may need.
Include designated seating areas for guests who use mobility equipment.
Include staging areas for mobility devices for guests who prefer to sit in seats instead.
Make note in your Event Plan of any additional accommodation that may be necessary.
Include specific processes in your emergency plan for disabled or impaired guests.

Accessibility should be considered in all areas of your event, including the location, services provided, guest activities, and program content, in order to make your event welcoming and respectful of all participants, regardless of ability. And be sure to communicate in advance any ADA-assistance information related to your event in a variety of formats. (Need more information on ADA? Click here for government information.)

Successful events have the appropriate staffing, support, and resources to make it as enjoyable as possible for everyone involved.