How to Manage Accessibility Requirements for Event Attendees

Creating an accessible event experience requires much more than just making sure that the venue itself meets accessibility standards. Attendees may have individual requirements that will affect how they register, travel, access accommodation, navigate the venue and participate in the event itself.

For event organizers, identifying and managing these requirements is a very important part of both attendee management and duty of care. Accessibility needs should always be fully considered right throughout the attendee journey, with the relevant information captured early and communicated to the teams and suppliers responsible for delivering the experience.

Taking a proactive approach can help organizers with identifying potential barriers before they affect an attendee and making sure that appropriate support is available when it is needed.

Capture Accessibility Requirements During Registration

Registration provides a very important opportunity when it comes to understanding whether attendees have accessibility requirements that need to be considered during the event. Organizers should always provide a clear way for attendees to communicate relevant needs and, where appropriate, request additional support.

Requirements may relate to different stages of the attendee journey, including transportation, accommodation, mobility, venue access or participation in the event itself. Capturing this information early gives event teams more time to coordinate the appropriate arrangements.

Attendees should also know exactly who to contact if their requirements change or they need additional assistance before or during the event. This helps make accessibility an ongoing part of event attendee management rather than a one-off registration question.

This is why accessibility has to be treated as a travel risk management issue. Sadly, these risks are real, and that means we can plan for them. Here’s how:

Build Accessibility Into the Attendee Journey

Christine Connolley, Senior Crisis Program Manager, Global Crisis Management, BCD Travel

Consider individual requirements when assessing risk: Accessibility should form part of the risk assessment for the attendee journey. Organizers should always consider individual requirements alongside potential risks that may be associated with travel, accommodation, the destination and event environment. Mobility aids, medical requirements and other accessibility considerations can significantly affect the support an attendee may require.

Build accessibility into supplier sourcing: Accessibility should be fully considered when sourcing venues, accommodation, transportation and other event suppliers. Rather than having to completely rely on general accessibility claims, event teams should establish whether suppliers can accommodate the specific requirements of their attendees and communicate those requirements clearly before the event.

Have support available throughout the journey: Attendees should exactly know where to turn if something goes wrong. Plans should account for issues that could affect their ability to travel or participate in the event, including problems involving mobility aids or other essential equipment. Appropriate contacts and escalation processes can help ensure support is available when it is needed.

Listen to attendees with lived experience: Attendees themselves are often best placed to identify any potential barriers. Where appropriate, ask for their input when arrangements are being made and use post-event feedback to understand what worked and where improvements could be made for future events.

Consider Accessibility Across Travel, Accommodation and the Event

Accessibility requirements can extend across multiple suppliers and stages of an event. Transportation arrangements might need to accommodate mobility equipment, hotels may need suitable rooms and facilities, while venues should always be assessed for factors such as accessible entrances, routes between event spaces and appropriate facilities.

Event teams should also consider exactly how attendees will participate once inside the event. Relevant requirements should be communicated to the appropriate suppliers and on-site teams so attendees do not have to repeatedly explain their needs at different stages of the journey.

Connecting these different elements through a central attendee management process can help create a more consistent experience and reduce the risk of accessibility requirements being overlooked between suppliers.

Make Accessibility Part of Event Planning from the Start

Accessibility at its most effective when it is considered proactively rather than addressed only when an attendee actually encounters a problem. Capturing individual requirements early and incorporating them into travel, accommodation, supplier and on-site planning can help create a safer and more accessible attendee experience.

By connecting this information throughout the attendee journey, event teams are able to provide much more consistent support while strengthening their approach to attendee management and duty of care.

Published September 12 2025.