All Signal. No Noise. Making events and experiences accessible to all.
At TFI Lodestar we take pride in designing events and experiences that connect and cut through. Everything we do is about clear communication. Getting that right doesn’t just mean having a firm understanding of our clients’ message and objectives, it also means being alert to the needs of the audience.
In the UK, nearly a quarter of the adult population lives with some form of disability, access requirement, or additional need, ranging from the physical to various neurodivergent states or mental health conditions.
That’s potentially a significant chunk of our audience. If we’re not thinking about them when we design our events and experiences, we’re not only doing a bad job, we’re also showing a lack of care and respect.
It’s helpful to understand from the outset what your audience’s needs are going to be – simple questions or a broader invitation to share access needs, offered during the pre-registration process, can tell you a lot about who’s coming and sends a positive message to your audience. It lets them know that you care, and that the event has values of inclusivity and respect baked in.
But there are also things we should be doing as standard, principles that we should be adopting and practicing whenever we design an event. Here are a few:
Mobility Access
Aisles should be wide enough to accommodate wheelchairs at least, and ideally mobility scooters too. Every space that is open to delegates – including breakout rooms and exhibition halls – should be accessible in this way. Any venue worth using will be able to help you with this, offering solutions ranging from ramps and lifts to step-free access and priority parking. Make sure your audience knows what is available, where, and how – include this information in registration communication and mark it clearly on maps and floor plans.
Information Design
Thinking of colour-coding your signage and event agenda? It might be best to think again. If your audience is representative of the general population, around 5% of them will have colour blindness and will struggle to get the most out of your nifty piece of information design. In fact, given that up to 20% of your audience may well be neurodivergent, with varying sensory, visual and learning requirements, it’s always best to keep things simple – everything from print materials to presentation slides should be uncluttered, using clear fonts and universally recognised symbols. Presentations can be made more accessible using live surtitles, sign language interpretation and hearing loops, while simple technology such as screen readers can make websites and registration channels much more user-friendly.
Wellness Spaces
A few years ago, we introduced a free on-site speaker coaching service at some of our bigger congresses – a quiet space, with a trainer, where presenters could rehearse, relax, run their lines or simply talk about how they were feeling. These proved to be hugely popular, and we began to notice that people were dropping by with needs that more closely resembled emotional support or even mental health first aid. These sessions are now run by a presentation coach who also has formal training in counselling and mental health first aid. In any crowded and highly stimulating environment, some people are going to struggle. Having a quiet zone, lounge, green room or access to someone to talk to can make a huge difference.
Post event surveys have always been useful in helping us understand how well we met client and audience expectations, so it’s important to use this opportunity to get feedback from anyone who requested any form of support. We learn, we improve, we go again. We can’t get everything right every time, but as event designers we do have a responsibility to create delegate journeys that are as inclusive and accessible as possible. By taking these things into consideration, we’re helping our clients meet their objectives and we’re giving their audiences the best possible experience. We’re also showing that we care.
