Tips and How Tos

Young people at a conference

Three Easy Ways to Maximize Event Accessibility

Three easy ways to maximize event accessibility are through planning, event design, and technology. Event planners work magic behind the scenes to pull off their events. Without this effort, they couldn’t i​mplement the necessary details that create a thriving, welcoming environment.

Diversity and inclusion practices work best when weaved into the planning process. ​Here are three ways to showcase your skill and passion while accommodating everybody, including those with invisible disabilities.

〰PLANNING〰

In totality, your guest accommodations should be friendly to people living with disabilities, including the people whose disabilities are considered hidden.

When you announce your event, provide an accessibility statement and point of contact, or include clear instructions on how to request accommodations. Requests should share a deadline with RSVPs to avoid confusion. (Scroll to the end for 2 examples!)

If any guests are traveling from out of town, extend your communication to include details regarding hotel accommodations and transportation accessibility.

〰EVENT DESIGN〰

Premier event design unifies the gathering and refines your event. Take care to ensure the acoustics, lighting, and temperature are conducive to enjoying the environment you’ve promoted.

Prioritize the simple but significant details that effect whether or not someone can see, hear, or participate in what is being offered. Thoughtful seating arrangements, unobtrusive decor, and multiple access points to information are applicable examples.

〰TECHNOLOGY〰

If your event consists of any visual or auxiliary elements, p​lainly communicate what you are able to offer in terms of additional services and assistive technology.

Some examples:

  • ●  American Sign Language interpreters
  • ●  CART services (Real time closed captioning is preferred to computer generatedcaptions which sometimes fall short of total accuracy.)
  • ●  Visual and auxiliary aids
  • ●  Assistive communication devices
  • ●  Fragrance-free environments
  • ●  Quiet rooms
  • ●  Sensory rooms

Be prepared to provide information through alternative formats such as a brochure with large print. If you present any text, always use a mic and read it aloud while facing the audience.

While this list is not exhaustive, it ​is a great place to start​ in terms of creating a more accessible world and producing a flourishing event.

Be open to learning about new ways to deliver a positive, coequal experience to everyone at your events. (Or as we like to say it, keep inviting everyone to the table.)

Read below to check out 2 easy ways to set the right pieces into motion starting with your announcements, and happy planning!

Accessibility Checklist Example:

Check what is needed in order to participate:

___ Advance copy of slides to be projected
___ Allergies — List: ________________________
___ An assistant will be accompanying me
___ A service animal will be accompanying me
___ Assistive listening device
___ Braille
___ Captioning
___ Diet Restrictions — List: __________________
___ Gender neutral bathroom
___ Lactation room
___ Large print
___ Orientation to facility
___ Reserved front row seat
___ Scent-free room
___ Wheelchair access
___ Wheelchair access to working tables throughout room ___ Other: ________________________________

Or

Provide an ​accessibility statement with a​ ​point of contact​:

We are committed to organizing events that are inclusive to all. To request information on accommodations and accessibility, contact [​ Full name & pronouns] at​ [email AND phone number] when submitting your RSVP. As a courtesy to those with allergies and environmental sensitivities, we are asking that our staff and guests please avoid wearing strong fragrances.

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Lip Readings

Thoughtful Seating

Thoughtful seating is an important part of events. It is the awareness of where we are seated and why, and the social, political, and economic impact of where we are. Are you really at the table? Did you choose your table or were you seated at it? The same thing goes for your seatmates, the proximity or distance you have to each other, and where your table is located in the grand scheme of things.

When you are beginning to plan your event, see how you can show guests how much you appreciate them by making them feel truly welcome.

Planners tend to set up a floor plan based on space and available furniture. That completely makes sense. Unless, of course, you have the means to base your design and seating arrangements on your guests’ needs, your priorities, and helping everyone feel included.

Informal events tend to be laissez-faire—more along the lines of musical chairs (think—who nabs the seat close to the dessert table?) 

Corporate events are intentionally more result-oriented. Who are the participants and what is the objective of the event: a meeting; presentation; awards ceremony; celebration;  conference, trade show, or break-out social time?

Social events can include a wide range of ages. Whether the guests are related (weddings, family reunions), a cohort (graduations, Bar- and Bat Mitzvahs), or loosely connected (birthdays, anniversaries, showers), there will be a scatter and a concentration. Maybe a large number of your guests work in the same field, or live in the same city or region, maybe they share a hobby, religion, or belong to a certain age group. Use this to your advantage when planning—chose to mix it up, or choose to set up groups of like-minded folks—just don’t make your seating arrangements based on alphabetization!

One thing I repeatedly notice is how difficult it can be for people to hear each other at events—even on a good day and without a DJ or loud speaker next to them! You can absolutely take this into consideration when planning where to put people—those who want to talk (and hear) might be further away from the loudspeakers.

How many of your guests have mobility challenges or need frequent access to the restroom? Do you have anyone who has sensory or audio processing issues? How about very tall people, or the inverse, and what affect that can have on your sight lines?

Traditionally people are seated according to their position in business or in a family. Make sure that those people on the fringe can see and hear, too.

You might consider using more and smaller tables to increase interaction. A six-top is definitely more conducive to getting people to interact with each other than a 10-top or a banquet table. Although banquet tables can help people get to know their dinner partners, it can be a long, arduous evening if they can’t (or won’t) communicate!

Look at some of the ways you can facilitate meaningful, memorable, and creative interactions at your event. Enhance everyone’s enjoyment of the entire experience by creating thoughtful seating.

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Palm Reader with Canles

What’s a Virtual Event?

Event entertainment that is fun, safe, and will connect your people is more important than ever. Hosting more than six attendees per hour, or want to let guests schedule individual sessions during your event? Then a Virtual Event is perfect! Attendees can schedule Five-, Ten-, Fifteen-, or Twenty-Minute readings during your Virtual Event.

How? Send us the DETAILS about your event and we’ll send you what you need to book a One-, Two-, or Three-Hour Virtual Event. After you’ve booked the date & time and remitted payment, we’ll send you a form for guests to book their sessions. Embed the form on a website, or send it as a link in an email.

The event host (YOU!) chooses the length and kind of sessions: Palms | Tarot | Lip Print Analysis | Handwriting Analysis | Coffee Cup or Tea Leaf Readings. Attendees choose a time, fill out form and submit, then get a confirmation email with a Zoom link and a brief overview of how to use Zoom.

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Reading Tarot Cards close up of hands and cards

What’s a Virtual Session?

What’s a Virtual Session? It is a fun, interactive form of entertainment that brings people together and makes them happy, even though we’re not there in person. A Virtual Session can be for one person or for a group of up to six people.

Get up to three private readings of ten minutes per person, per half hour, or a stand-alone private session for up to two people for 15-, 30-, or 60-minutes.

How? Send us the DETAILS – when, what, and how many and we’ll send you what you need to book a 15-, 30-, or 60-Minute Virtual Session. After you’ve booked the date & time and remitted payment, we’ll send you your Zoom login info,  a brief overview of how to use Zoom, and detailed instructions of how to optimize your session!

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