Evaluating venue accessibility

Assess transport, entry, navigation, facilities, and catering before confirming a venue.

Choose a venue that every participant can reach, enter, navigate, and use comfortably. Review transportation, entrances, wayfinding, restrooms, event rooms, and food options before booking.

Plan accessible travel and arrival

Consider how participants will reach the venue. Offer practical options for people who drive, use public transit, cycle, walk, or need an accessible drop-off point.

• Confirm accessible parking, including costs and proximity to the entrance.

• Check public transit routes and the accessibility of nearby stops.

• Review construction that could affect sidewalks, transit, roads, or drop-off areas.

• Choose a central location when participants travel from several areas.

Confirm an accessible entrance

Check that people can enter the building independently and safely.

• Verify a step-free route from parking or transit to the entrance.

• Check that doors, ramps, and routes accommodate people who use wheelchairs.

• If the main entrance is not accessible, provide a clearly signed alternative route.

Support wayfinding inside the venue

Follow the route from the entrance to every event space. Include rooms, elevators, stairs, restrooms, and meal areas.

• Look for readable, high-contrast signs at decision points.

• Check whether signs include Braille or tactile information where appropriate.

• Add temporary signs if venue signage is insufficient.

• Place volunteers at key junctions when extra support is needed.

Verify accessible facilities

Confirm that facilities support everyone throughout the event.

• Check that accessible restrooms are nearby and easy to find.

• Verify accessible routes to all event rooms and seating areas.

• Plan extra directional signs or volunteer support where routes are long or complex.

Plan food and breaks

Provide time and space for people to eat, rest, and connect. Check that meal areas are comfortable and accessible.

• Confirm dietary and allergen requirements can be accommodated.

• If attendees buy their own lunch, choose venues near restaurants within a 5-minute walk.

• If using food trucks, ensure queues and service areas have accessible routes.

• Budget for meals for volunteers and presenters when schedules limit their options.

Accessibility resources

Use the National Federation of the Blind’s directions guide to prepare clear arrival instructions. It covers driving, taxis, and public transit.

The ACM SIG-ACCESS Accessible Conference Guide supports accessibility planning for events of all sizes.

The American Bar Association’s Accessible Meetings Toolkit is useful for US-based events. It addresses requirements under the Americans with Disabilities Act (ADA).

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