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Community events are one of the best ways to meet new people and reconnect with those already in your circle. Whether it’s a parade, festival, or party, there are a variety of ways to come together.
However, many of these gatherings are also notorious for unintentionally leaving out disabled and neurodiverse participants, making it difficult for these events to feel truly open to the entire community.
While there’s no magic wand to wave that will make every event more accessible, there are some simple ways participants and event planners can create a more welcoming environment for all. If you’re someone planning a large event, or a participant anxious about accessibility, this event planning and ADA compliance checklist is for you.
What participants can do
1. Carry a bag suited to your needs
For some large events clear bags may be required for safety reasons, so be sure to research ahead of time.
A bag is an obvious way to carry everything you need with you, but, for those with disabilities, finding the right bag might be key to enjoying any event fully. Tote bags may be cute and festive, but they’re not a great fit for social spaces because of their poor ergonomics and inability to protect the items inside with secure fastening.
You likely already know the style of bag that you prefer to carry for long periods of time, whether it’s a backpack, messenger bag, sling bag, fanny pack, or some other style. Just remember that functionality should always come before fashion so you can enjoy the event as long as possible.
For some large events, clear bags may be required for safety reasons, so be sure to research ahead of time to make sure your favorite bag can enter. The last thing you want is to arrive only to be told your carefully curated kit isn’t allowed.
2. Bring a way to stay hydrated
Staying hydrated is perhaps the most essential tip for any long outing.
Many community events take place outside, especially in the hotter months. This can lead to fast dehydration, meaning it’s vital to drink plenty of water. A refillable water bottle is a great way to stay hydrated at any event, whether indoor or outdoor, and serves many purposes. Check out our list of best water bottles for ideas if you don’t already have a favorite go-to bottle.
3. Plan your sun protection
Sun protection from sunglasses or sunscreen is extremely important for events taking place in warm weather.
No matter what time of year it is, if your event is outside, you should be wearing sun protection. This can mean your favorite wide-brimmed hat, lightweight clothing that covers as much skin as possible, sunglasses, and/or sunscreen. These preventative measures can help you avoid sunburns and overheating and may also protect you long term from much more serious conditions like skin cancer.
Shop sensory-friendly sunscreen
4. Don’t forget a phone backup battery
Portable phone chargers are essential when charging areas aren't easily accessible.
No one wants their phone to die when they’re out and about, but for those with disabilities it can be especially inconvenient. Many use their phone for transportation, monitoring health, and more, so losing phone access can leave you feeling seriously stranded. Bringing a portable way to charge your phone can help solve this issue and ensure you have all the information and contact abilities you need at your fingertips.
5. Wear comfortable clothes and shoes
Adaptive clothing and sensory-friendly clothing make wardrobe changes quick and seamless.
Community events are a great time to show your personal style, but for those who are disabled and/or neurodiverse, it’s important to heavily factor in your needs. If you can’t decide, prioritize comfort over cutting edge when choosing an outfit.
However, ideally you can find both! If you’re looking to rock your unique style while still feeling comfortable, businesses like those featured on our lists of adaptive clothing and sensory-friendly clothing are a great place to start.
Whatever you choose to wear, try to layer as much as you can so it’s easy to cool off or warm up depending on the space you’re in.
Shop sensory-friendly clothing
6. Pack lightweight, portable seating
If you don’t typically travel with a mobility aid like a wheelchair or rollator, a fold-up stationary seat is a great way to give yourself a rest.
For those who tire easily or have trouble standing for long periods of time, periodically finding a place to sit is a great way to extend time spent at an event. However, sitting on the ground can be dangerous in crowds, not to mention that getting up from a seat on the ground offers some extra challenge in itself.
If you don’t typically travel with a mobility aid like a wheelchair or rollator, a fold-up stationary seat can be a great way to give yourself a well-deserved rest. The Giraffe Creation Telescopic Stool and CLIQ Portable Camping Chair are both great options for this, as they both are easy to carry, fit into most bags, and are as lightweight as an umbrella.
7. Consider wearing headphones
For those who get uneasy in large crowds, Apple AirPods can help drown out noise in the area.
If you’re someone who gets easily overwhelmed in crowds, headphones can be a huge help when trying to stay calm and enjoy an event. For some people, noise canceling headphones will work best because they block out the majority of noise, while for other earbuds may be preferred for their subtler look and ability to stay in tune with your surroundings.
Try playing your favorite calming sounds as a counter to any chaotic noise around you. Whatever your preference, this list of the best headphones can help you find the perfect pair to wear at your next big gathering.
8. Pack snacks
Snacks provide energy when attending large events.
Bringing snacks is a great way to keep your energy up and be prepared for any food situation an event may offer. When choosing snacks, select items that provide long-term energy, like protein bars, and avoid sugary items. Focus on snacks that won’t squish, melt, or create an enormous mess in your bag if they were to inadvertently open.
9. Stay healthy with a face mask
KN95 face masks are great way to stay protected from illness in large crowds.
While masks are no longer required at most events, COVID is still a real concern, particularly for those who are immunocompromised. Wearing a face mask in a crowded event is a great way to protect yourself and other people with disabilities.
KN95 face masks are still the most recommended to use in crowded spaces. However, if you hate the waste created by disposable masks, our list of the best face masks is a good place to start. If you are someone who finds face masks a challenge to use because of the dexterity involved, this article about easy-on face masks may help.
10. Bring “just in case” items
Packing "just in case" items helps ensure you're prepared for anything while at a big event or gathering.
Many large events require you to be far away from your home or car, making it hard to access supplies you might be used to having at your fingertips when a health issue flair up. I like to think of this part of packing as the “just in case” items—the things you hope you won’t need but will be very glad to have if the need arises.
In creating this list for yourself, consider your individual health challenges and what you need to respond to symptoms. Go through your worst days in your head and pinpoint what helps the most that you can easily carry with you.
Here are some idea starters to get you started:
- Plastic Ziploc bags of various sizes (in case of items getting wet, keeping medical supplies clean and organized, storing opened snacks, and more)
-
Change of clothes (in case of rain, ostomy bags leaking, etc.)
- Over the counter pain medicine (such as acetaminophen, ibuprofen, etc.)
- All Sett Migraine Relief Cap (or other preferred migraine relief items)
- First aid kit (even a few band aids and some disinfectant can be helpful)
- Hand sanitizer (because bathroom soap runs out fast, and large events are full of germs)
11. Contact the event ahead of time
Contacting event organizers ahead of time helps you verify your specific accessibility needs are met.
It shouldn’t be your responsibility to call out that accessibility is needed at any large event. However, for many event planners, accessibility still isn’t top of mind, so a casual reminder might be all it takes to improve a gathering in small but significant ways.
Start by looking at the venue’s website or event page to see if there is an “accessibility” section or a note in the FAQ section. If you don’t find all your answers there, it’s time to reach out. Contacting the event organizers ahead of time helps you verify your specific accessibility needs are met and come up with a plan for any that can’t be accommodated.
Some things to look for and ask about are:
- Parking availability, number of spots, and possible shuttles
- Seating availability for wheelchair viewing or those who need to rest
- Interpreters, audio descriptions, and captioned video content or performances
- Bathroom accessibility
- Water and food availability
- Medical service stations
How Event Planners Can Help
12. Communication is key
It’s estimated that ¼ of Americans have a disability, so, while not all of those participants will need to sit, the number who do will likely not be as small as you may expect.
Unintentionally, many events exclude disabled participants from the start with the way they get the word out. At minimum, websites and event pages should meet ADA Website Accessibility guidelines with regard to alt text, screen-reader support and other helpful features.
On the website and event page, include a section about what public accommodations will be available. This shows disabled participants that accessibility is a priority for your event and will create a more welcoming environment. As a bonus, having this page will likely lead to more attendance from those who are disabled and neurodiverse because they know what to expect.
At the event itself, making the festivities accessible to all participants should be a priority. This means sign language interpreters should be present for all presentations and performances, and live captioning should be present as well.
13. Make it easy to arrive and depart from your event
As you look at the event space, consider what areas are only accessible by stairs, narrow doorways, and bumpy terrain. Look for ways to add ramps—temporary or permanent—and make sure they aren’t too steep. Ensure there’s a wide doorway and hallway to be accessed by a wheelchair and try to stick to venues with elevators for multi-story buildings. (If this isn’t possible, ensure the most important attractions are accessible from the first floor.)
Look into the transportation available to get to your event. If it’s attended primarily public transport such as subways and buses, consider running a shuttle to pick up participants from the closest stop if its in your event budget. If your event will be attended mostly via cars, make sure that there are plenty of close spots available for those with disabilities who have a parking permit, and have a plan for where overflow will be if those spots run out.
14. Make sure bathrooms are accessible
It’s important to make sure you have at least one bathroom that is ADA compliant and keep it clean and well stocked. If there aren’t many ADA-compliant bathroom spaces, consider putting a sign on the door reminding other participants to leave compliant stalls open for those who need it.
Another way to increase bathroom accessibility is to declare all bathroom's gender neutral (whether that is typically the case for that space or not). This lets participants move through at a faster pace and prevents the buildup that inevitably happens in front of the women’s restroom.
For those with bathroom-related medical concerns and those who can’t stand in long lines, this move will be a lifesaver. Plus, making bathrooms gender free is also a great way to help transgender attendees and participants who fall outside of the cisgender binary feel safer in their environment.
15. Consider available seating
When planning event entertainment, make sure that there is a section of seating available for those who need it, and make sure there is enough for all who will show up. It’s estimated that ¼ of Americans have a disability, so while not all of those participants will need to sit, the number who do will likely not be as small as you may expect.
Ensure whatever seating area you’ve planned is clearly designated for disabled participants and that it has room for equipment like walkers and wheelchairs. It should be at the front or side of the event, where participants have a clear view of the stage without standing attendees being in the way.
When creating this space, remember that many disabilities are invisible, and don’t police who can and cannot sit. Mark the area clearly so participants don’t sit by mistake, but otherwise assume everyone is acting honestly even if they don’t “look disabled.”
Other ADA compliance tips to keep in mind
- Avoid or give clear and detailed warnings about any use of strobes or fog during the event, and make sure there are spaces to escape these elements. Participants sensitive to these effects shouldn’t miss key moments of the show.
- Create quiet spaces indoors or outdoors, and make sure guests know where these spaces are.
- Keep outdoor events smoke free or limit smoking areas to well outside the main event space.
- When indoors and outdoors, keep key areas well-lit to help those with mobility aids or visual impairments.
- Have cooling spaces outdoors if it’s not already built in, including misters, fans, and shelters. Consider an indoor space with air conditioning that participants can enter to cool off.
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