We recently saw a post on LinkedIn and it sparked a conversation in the office – how are we improving accessibility at live events?
At Lemon Lane, we believe that by designing events with inclusivity at the core, we create environments that allow all attendees to make valuable contributions, connect with one another and leave having had a memorable experience. We recently saw a post on LinkedIn and it sparked a conversation in the office – how are we improving accessibility at live events?
Accessibility isn’t just an afterthought, it needs to be considered from the initial kick off call, right through to the post-production analysis. Whether it’s selecting accessible venues or ensuring specific technologies are in place – it’s more than physical adjustments like ramps and accessible toilets; it extends to those with non-apparent disabilities, which may not be visible but still have a profound impact on how someone experiences an event. For us, accessibility is about creating a space where everyone feels included and valued, and has the opportunity to enjoy the event to its fullest.
By prioritising accessibility, you align your brand with values of equity, inclusivity, and social awareness, which in turn strengthens relationships with your employees, clients and stakeholders. Accessibility doesn’t just benefit people with disabilities; it improves the experience for all attendees. For example, features like live captioning or AI-generated subtitles don’t just help those with hearing impairments but also assist attendees who may be non-native English speakers or who are in noisy environments. Similarly, providing quiet zones or flexible seating can benefit anyone who may feel overwhelmed in high-energy environments.
Often, when people think about accessibility, they immediately imagine physical modifications. While these are crucial, accessibility extends beyond and conditions that aren’t immediately visible can also create barriers if not appropriately accommodated. Examples include neurodiverse individuals, those with hearing and visual impairments, mental health conditions or chronic illnesses. By acknowledging these less obvious needs, we ensure our events cater to all individuals, making them more inclusive, welcoming, and comfortable for everyone.
Lemon Lane has made accessibility a priority in every aspect of our event planning, in fact, inclusive event design is embedded into our event lifecycle. Whilst we are still learning, we wanted to share some examples of what we’ve done recently at some of our events;
AI-GENERATED SUBTITLES
Not a particularly groundbreaking idea but we are seeing (and offering this!) more and more. It’s a hugely successful accessibility feature that we’re implementing across our events. These subtitles provide real-time transcriptions of speakers, ensuring that attendees with hearing impairments, non-native English speakers, or those who prefer reading to listening can easily follow along. An added benefit is the ability to customise the captions with company-specific acronyms, ensuring they are clear and accurate to avoid confusion!
QUIET SPACES
Events can be overwhelming, especially for individuals who are neurodiverse or introverted. To support them, we aim to provide ‘quiet’ spaces where attendees can take a break from the busy atmosphere. These areas offer a calm environment for participants to recharge and return to the event feeling more at ease. During networking sessions, these spaces also allow those who feel uncomfortable in crowded settings to still engage in meaningful interactions, ensuring equitable value, for all event attendees.
DIGITAL ACCESSIBILITY
Digital accessibility is the process of designing digital materials to be useable by as many people as possible. An example of this is our event app which can be used across a multitude of events and is a hit with our clients and attendees alike. Not only does the app allow attendees to access event information easily, and in their own time, but it also supports our sustainability messaging and reduces the need for printed materials. In addition to hosting key event info, the app also supports live Q&A, which is ideal for those who may not feel comfortable speaking in front of a crowd.
KEEP IT SHORT!
We work in partnership with our clients to build engaging event agendas. We suggest shorter sessions with substantial breaks to ensure that attendees attention levels remain high and in an effort to prevent fatigue.
OUR TEAM
Accessibility isn’t only for attendees. Our onsite team are regularly communicating via radio systems. On a recent event, one of the team required a specific comms system due to their hearing impairment. We were obviously only too happy to facilitate and came up with a great solution.
This is not a complete list, but it highlights some of the areas we’re exploring. We’re constantly learning from each other, as well as from our clients and partners.
The purpose of the events we produce is to create experiences that are inclusive and accessible for all. Like most things in life, you can’t always get it right first time, so we lean on our measurement and post-event surveys to continuously improve. We’re also working with accessibility experts in this continuously evolving space. Each event serves as a valuable lesson that informs how we shape future events.
As technology continues to advance, there will be even more opportunities and solutions for those with accessibility needs. We are committed to staying at the forefront of these advancements, constantly seeking new ways to make our events more accessible and inclusive.
