What are the most frequently requested adjustments?

Frequently requested adjustments – or how to deliver more inclusive events

As an inclusive events agency, seeking to understand and meet the needs of everyone taking part in our events is at the heart of what we do. A big part of this is proactively asking what we can do to provide a really great experience for our speakers and attendees, otherwise known as the ‘reasonable adjustments’ people need to be fully included, and factoring in how to ensure any requests are met, right from the initial planning stages.  

In 2023 Attendable were able to deliver so many fantastic events, both in-person and virtually, big and small. Today we want to share what we have learned about the most frequently requested adjustments last year, to help you plan better for 2024!  

1. Captions are a must-have, not a nice to have 

Captions were our most frequently requested adjustment for 2023 (and every other year), so make sure you have high-quality, accurate captions, both for live and pre-recorded content . Captions are essential to make your content accessible for any of your audience with hearing loss, and there is so much software already available to add them to your content with ease. Captions have also been proven to boost engagement of a wider audience, including the neurodivergent community and according to Meta 85% of Facebook videos are viewed with captions turned on.  

2. Aim to include a Quiet Space 

An increasing number of our attendees now ask for a quiet or calm space to take a break from the busy environment of the main event space. To truly accommodate this request, our advice is to ensure that this space is well sign-posted and truly respected (not a space to make phone calls etc!) and that delegates can feel comfortable there. For online only events, making it clear that having your camera switched on or off is personal preference can also be helpful.  

3. Step free access – a key part of venue selection  

When you start to consider venues, don’t forget to check-out the step-free options. Firstly, look into the number and size of any lifts or ramps required to access the event space and any staging areas. Think about seating, the size and shape of events spaces, but also table heights and table legs that could be in people’s way! Also on your checklist to get it right for wheelchair users is the number of accessible toilets (a changing places facility is ideal), and accessible parking and public transport route options.  

4. British Sign Language (or International Sign Language)  

Providing a sign language interpreter can vastly increase the reach of your message. To do this well, plan as much in advance as possible, give your interpreters as much information about timings and content as you can, and consider where they will be positioned to ensure that both in-person and virtual audiences can always see them.  

5. Accessible platforms and software – it pays to do your research  

Planning an online or hybrid event? Not all events platforms and online meeting sites are equally useful for users of screen readers, audio description programmes and other assistive technology. Do you research ahead of time and remember captions, audio description and alt text for all of your content.  

6. Less common (bit still vital) adjustments you might not think of… 

Remember for your event to be truly inclusive you need to be open to making the adjustments that your individual delegates need. With that in mind, here are few examples of other requests which we received in 2023 to consider:  

• Provision for assistance dogs to work comfortably (outside time and fresh water as a minimum) 
• When doing your seating plan, make sure that people are sat with any supporter or carers who have accompanied them.  
• Can you provide information about agendas, timings, the venue and any other expectations ahead of time and in sharable format for after the event?  
• Can you fit breaks into sessions? If so, advertise this!  

One final take away?

Just asking about reasonable adjustments up front can help make your event more welcoming.  

We really hope that this round-up of adjustments that Attendable put in place to deliver successful, inclusive events across 2023 has inspired you to make accessibility a key part of your next event. As experts in the field, we would love to help, so do get in touch with Attendable today to find out more.