Accessibility Considerations for In-Person and Online Events

Planning a launch event is an exciting milestone for any small business, but failing to make it accessible can alienate potential customers, partners, and staff. Accessibility isn’t just a legal box-tick—it's a business imperative that affects reputation, attendance, and future growth. This guide gives UK small business owners clear, actionable steps to ensure both in-person and online events are welcoming and inclusive for all, covering everything from physical access to digital platforms, legal obligations, and practical tips that work in real-life scenarios.

Accessibility means ensuring that everyone—including people with disabilities, neurodivergence, or other access needs—can fully participate in your event. In the UK, over 16 million people live with a disability (ONS, 2023), including mobility, sensory, cognitive, and mental health impairments. Many more have temporary or situational needs, such as injury, pregnancy, or language barriers.

For businesses, getting accessibility right isn’t just the 'right thing to do'—it’s a legal requirement under the Equality Act 2010. This law obliges you to make ‘reasonable adjustments’ so disabled people are not disadvantaged. Failure to comply can lead to complaints, reputational damage, and even legal action. But beyond compliance, accessible events broaden your reach and show your company values inclusivity from day one.

When planning a launch event, accessibility should be embedded from the start, not added on as an afterthought. It affects every decision—from venue choice and invitations to event tech, catering, and follow-up. The earlier you consider access, the easier and more cost-effective it is to get right.

• Legal requirements: The Equality Act 2010 covers events and services.
• Reputational impact: Word spreads fast if your event is inaccessible.
• Broader reach: Accessible events attract a wider audience and build loyalty.
• Staff and partner inclusion: Accessibility matters for your team and collaborators, too.

Under the Equality Act 2010, all businesses providing goods, facilities, or services—including events—must make ‘reasonable adjustments’ to avoid discriminating against disabled people. This covers both physical and online events. Reasonable adjustments could mean providing step-free access, offering alternative formats, or ensuring accessible online platforms.

What counts as ‘reasonable’ depends on your size and resources, but for most small businesses, basic adjustments are expected. The law applies whether your event is free or ticketed, public or private. If accessibility isn’t considered, attendees can bring a complaint to the Equality and Human Rights Commission, or even take legal action.

Beyond physical access, the law also covers communication, booking processes, and digital platforms. If you’re using a third-party venue or online service, you’re still responsible for making sure it’s accessible, so always check with suppliers. The law is enforced by the Equality and Human Rights Commission (EHRC), and supported by guidance from organisations like Scope, Disability Rights UK, and the RNIB.

• Reasonable adjustments are a legal requirement, not optional.
• Accessibility covers physical, sensory, and digital barriers.
• Third-party suppliers must meet your access standards.
• Complaints can lead to legal action and reputational harm.

Choosing the right venue is the single most important accessibility decision for any in-person event. Always visit in person, if possible, and use an accessibility checklist. Key questions include: Is there step-free access from the street? Are lifts available and working? Are doors wide enough for wheelchair users? Are accessible toilets genuinely accessible (not used for storage, well signposted, with handrails, alarms, and transfer space)?

Transport links and parking matter too—good venues provide clear directions, public transport details, and accessible parking close to entrances. Ask about visual fire alarms for deaf attendees, hearing loops for those with hearing aids, and quiet spaces for people who may need a sensory break. If your event has a stage, ensure there’s ramped access and a microphone at wheelchair height. Check lighting for both visibility and comfort (avoid harsh or strobing lights).

Consider the entire attendee journey—from arrival to registration, refreshments, seating, and networking. Provide clear, readable signage in large print and high contrast. Make sure catering includes options for allergies and dietary needs, and that all facilities (including cloakrooms and lifts) are accessible throughout the event. Ask about evacuation plans—can everyone evacuate safely, including wheelchair users? Venues should have Personal Emergency Evacuation Plans (PEEPs) in place.

• Visit venues in person and test routes as a wheelchair user.
• Check lighting and acoustics with neurodivergent guests in mind.
• Ensure all signage is high contrast and large print.
• Have a backup plan for lift or equipment failures.
• Provide staff/volunteers briefed on access needs.

Accessibility starts long before the event itself—with your invitations, booking process, and promotional materials. All communications should be clear, concise, and available in accessible formats. Use plain English and avoid jargon. If you’re sending digital invitations, check that they’re screen reader compatible and use alt text for images. Printed materials should use a minimum of 12-14pt font, high colour contrast, and non-glossy paper. Avoid red-green combinations, which can be hard for colour-blind guests.

The booking process should be straightforward for everyone. Many ticketing platforms are not fully accessible, so test your system for screen reader compatibility, keyboard navigation, and alternative contact options (such as phone or email). Always include an ‘access needs’ question so attendees can tell you about specific requirements—this is best practice and helps you plan adjustments. Confirm all bookings with a summary of access arrangements, travel information, and contact details for further queries.

Event materials—such as agendas, slides, and handouts—should be designed with accessibility in mind. Share materials in advance in accessible formats (Word, PDF tagged for screen readers). For presentations, use large fonts, high contrast, and avoid busy backgrounds. If you’re using video, include captions and audio descriptions where possible. Provide alternative formats (braille, large print, BSL interpretation) on request. Remember, accessible communication benefits everyone, not just disabled guests.

• Always ask about access needs at registration.
• Send joining instructions with clear access details.
• Offer materials in multiple formats (digital, large print, audio).
• Use plain language and avoid unnecessary complexity.
• Provide contact details for access queries.

Online and hybrid events bring new accessibility opportunities—but also new challenges. The right platform is crucial: Zoom, Microsoft Teams, and Google Meet all have core accessibility features, but not every platform is equal. Look for platforms that support live captioning, screen reader navigation, keyboard shortcuts, and BSL interpreter video pins. Before committing, test the platform with the accessibility tools your attendees are likely to use.

Content delivery matters as much as platform choice. Always provide live captions (either automated or, ideally, human-generated for accuracy). Offer BSL interpreters or speech-to-text translation for keynotes and panel sessions. Slides and documents should be accessible PDFs or HTML, with alt text for images. Avoid relying on colour alone to convey meaning—use symbols or patterns to supplement graphs and charts. If your event is interactive, make sure chat features and Q&A functions are keyboard accessible and can be used with assistive technology.

Hybrid events (where some attend in person and some online) require extra planning. Make sure remote attendees have equal access to all content—this may mean dual BSL interpreters, separate Q&A moderators, or dedicated technical support for online guests. Record sessions and make them available with captions and transcripts after the event. Always provide a clear point of contact for access support before and during the event.

• Test the platform with real users before the event.
• Offer clear instructions for joining and using access features.
• Provide technical support for attendees with access needs.
• Record sessions with captions and transcripts.
• Avoid last-minute platform changes without re-testing access.

Accessibility isn’t one-size-fits-all—different guests have different needs. For mobility impairments, ensure all activities are step-free and that seating is flexible (space for wheelchair users, chairs with arms for those who need support). For visual impairments, provide materials in large print, braille, or audio, and ensure all signage is high contrast. For deaf or hard-of-hearing guests, offer hearing loops, BSL interpreters, and live captions.

Neurodivergent attendees (including those with autism, ADHD, or sensory processing differences) often benefit from clear schedules, quiet spaces, and the option to opt out of loud or crowded activities. Avoid strobe or flashing lights, and keep background noise to a minimum. For online events, provide clear instructions in advance and allow attendees to participate via chat if they prefer text.

Catering is another common pitfall. Always ask about allergies, religious restrictions, and dietary needs (vegetarian, vegan, gluten-free, halal, kosher, etc.). Clearly label all food and drink, and avoid cross-contamination. For longer events, provide regular breaks and accessible refreshment stations at wheelchair height. Consider the needs of those with mental health conditions—offer a quiet room or relaxation space, and let attendees know they can leave and re-enter as needed.

• Provide seating options—chairs with arms, sofas, and wheelchair spaces.
• Label all food and drink with clear allergy and dietary information.
• Offer quiet/sensory spaces for those who need a break.
• Brief staff on how to support a range of disabilities.
• Allow service animals and make water available for them.

Even the best facilities won’t deliver an accessible event if your staff and volunteers don’t know what to do. Everyone involved—hosts, caterers, tech support, security—should be briefed on your accessibility plan. Provide basic disability awareness training, ideally using free resources from organisations like Disability Rights UK or the Business Disability Forum. Make sure staff know how to assist without patronising, and how to communicate with deaf or non-verbal guests.

Assign at least one named accessibility contact for the event, with a visible badge or lanyard. This person should be empowered to solve problems on the spot—whether that’s finding a quiet room, sourcing an alternative format, or troubleshooting tech. All staff should know the basics of emergency evacuation for disabled guests, including how to use evacuation chairs if needed.

Event culture matters, too. Make it clear in all communications that your event is inclusive and that you welcome feedback on access. Encourage a culture where guests feel comfortable asking for adjustments without embarrassment. After the event, actively seek feedback from attendees with access needs—this is the best way to improve for next time, and shows your commitment to doing better.

• Brief all staff and volunteers on accessibility basics.
• Appoint a visible accessibility contact for questions and support.
• Practise emergency procedures with access needs in mind.
• Encourage feedback and act on it for future events.
• Make inclusion part of your event’s core messaging.

The most frequent accessibility mistakes stem from assumptions—assuming a venue is accessible because it says so online, assuming no one will need adjustments, or thinking online platforms are 'accessible by default.' Always verify for yourself and build in time for user testing.

Another common pitfall is focusing only on visible disabilities. Many access needs (such as neurodivergence, mental health, or sensory processing issues) are invisible. Offering a range of adjustments—quiet spaces, flexible seating, plain language—ensures you don’t accidentally exclude anyone.

Finally, some organisers treat accessibility as a one-off effort, rather than an ongoing process. Laws, technology, and best practices change quickly. Stay up to date with guidance from UK charities and review your approach after every event. A feedback loop is essential to keep improving.

• Test all facilities and tech yourself, not just with the supplier.
• Provide multiple ways for guests to give feedback or request help.
• Don’t rely solely on automated captions—accuracy matters.
• Always prepare for last-minute access requests.
• Review and update your access approach after every event.

Staying up to date is much easier with help from expert UK organisations. The following resources offer checklists, training, and real-world advice tailored to UK laws and standards. Bookmark these for future event planning.

Attitude is Everything is the UK’s leading authority on event accessibility, especially for live events and venues. Their Access Starts Online guide is essential reading for any organiser. The Business Disability Forum and Disability Rights UK both offer free guidance and helplines. For digital accessibility, AbilityNet offers audits and advice, and the RNIB and Action on Hearing Loss (now RNID) provide specialist resources for vision and hearing access.

Finally, AccessAble provides detailed access guides for thousands of UK venues—use their website to check real-world accessibility before booking. These organisations can also help you find trusted suppliers for BSL interpreters, captioners, and accessible tech.