An Access-First Approach to Event Planning

Kate Fox is an access consultant from What Collective. They combine their lived experience of disability with a professional background as an access manager and advocate. Kate works with organisations and individual artists to make creative and cultural spaces accessible for D/deaf, Disabled and/or Neurodivergent people.

Kate led on accessibility at Manchester International Festival and Factory International until turning freelance in 2024. They’ve recently contributed to Attitude Is Everything’s new Live Events Access Charter, created visual guides for the Barbican and worked with Disabled artists across the UK on creative access projects.

Recently Kate attended a Reaching Out event to share their expertise in access-first event planning. Here are some key considerations…

Build accessibility into your plans

Think about access from the start of your project. You can usually tell when accessibility has been genuinely and proactively considered. It’s seamless, and makes you feel welcomed as a D/deaf, Disabled and/or Neurodivergent person. Here are a few key questions to ask yourself.

• What potential access barriers could arise as part of your event or project?
• What access provisions can you build in from the beginning and what can you offer on request? Things like step-free venues, regular breaks, accessible viewing areas, BSL interpretation, early entry to the space
• What budgets need to be in place, and who will lead on the planning and delivery of access provisions?

Consider the sensory environment

Think about the sensory environment you’re inviting people into. Whether it's a public event or an education programme, share clear information so that people can plan to manage their needs.

• Identify times or areas that might be particularly loud or quiet, visually busy or crowded. You could make a sensory or sound map to show this
• If you can, tell people when loud, fast-moving or visually busy effects will occur so people can plan to step out if they need to
• Help people manage their sensory and energy needs. Provide fidget toys, space and permission to move, ear defenders, cushioned rest areas or quiet spaces
• Have a clear timetable so people know when there’ll be breaks and when food or drink will be available

Create practical resources

Specific resources can be incredibly useful to Disabled visitors and staff.

• A visual guide is a document or webpage that uses everyday language and images. They can help people know what to expect, navigate a new venue, or understand a process
• Visual guides can also be useful for artists. You could make a guide for backstage spaces, or to support people through the sound-check process
• An access rider outlines someone’s access needs for a project. It tells the organisation what they need to put in place so that a Disabled person can do their best work
• Make sure you have a clear and secure system for storing any access riders you receive. Discuss what information from someone's rider might need to be shared and how they’d like this to happen

Pace yourself

Unrealistic timescales and a frenetic pace of work can create access barriers. Considering the pace of your event helps everyone…

• What is the end goal you’re trying to achieve, and the actual people and process involved in getting there? Can you adjust the pace of the whole project to suit the team’s needs? 
• If your group includes people who work at different paces, is sharing the experience important? If so, adjust the timescale for everyone. If not, consider having different groups work at their own pace to reach the same endpoint
• Don’t single out Disabled team members for a different approach. Find a way of working that suits the whole group

Kate is an access consultant and one half of What Collective. If you’d like to find out more about making your events or projects accessible, drop them a line on [email protected].