This mini-guide will detail the must-dos and the must-nots for accessibility at party conferences, both for organisers and attendees, including insights from leading disability charities and event experts.
In our guide 11 expert tips on preparing for party conference season, we point out that it is a marathon, not a sprint. But what marathons have that party conferences have been cited as lacking, is an emphasis on accessibility.
Since the Equality Act 2010, plenty of progress has been made in allowing for accessibility, but there is still a way to go before organisers and attendees both can be assured in the knowledge that as many bases as possible are covered in advance.
As DeHavilland’s own event expert, Yichia Tang, puts it:
When we organise events, we see accessibility as essential to inclusion. Conferences should be spaces where everyone can take part, so it’s important to think about access rights from the start. If people can’t get into the venue, follow what’s being said or feel comfortable taking part, then their voices are missing – and that goes against the whole point of bringing people together.
Before the conference
For organisers
Embed accessibility from day 1
Instead of scrambling to adapt and update later on, bring the lens of accessibility into the planning from the start.
- Does your budget include BSL interpreters or captioning?
- Are your printed materials available in large format, and does your digital app work with screen readers?
- Do your venue options have quiet rooms and adequate bathroom facilities?
- Are there ramps, lifts, handles, and rest areas or seating available in all areas?
Political parties more than almost any other group aim to be a reflection of society, which includes diversity in all its forms. When populating panels or selecting speakers, try to ensure a variety of perspectives, and ensure any presentation materials are accessibly formatted, too.
Your staff and the venue’s staff are the faces of your event. Make sure they are trained on awareness and procedure.
💡Remember: The Equality Act 2010 requires both anticipatory (proactive) and individual (reactive) adjustments, so you can’t just set it and forget it when it comes to accessibility.
Venue choice and logistics
To explain in further detail these venue considerations, there are three main categories to keep in mind.
- Location, location, location
- Is it near transport links, taxi ranks, and step-free routes through streets and buildings?
- Is its location and information accurate online and in mapping apps?
- Is there clear signage to and throughout the building?
- Space: the early frontier
- Is there room for all your attendees to move about easily? What about those with wheelchairs, mobility aids or service dogs?
- Is there enough and accessible seating in your session rooms?
- Are there designated quiet spaces, meeting areas and breakout areas?
- In case of Emergency
- Make sure you’re accounting for additional access and support needs when putting together your Personal Emergency Evacuation Plans (PEEPs).
Communication in advance
Since you’re doing all this work to make the event accessible, make sure everyone knows it!
Add specific pages to your website, booking pages, event app, printed materials and anywhere else people will look for information about the event. Clearly and respectfully explain how you’ve managed all the above and what people with accessibility needs can do if they require additional support in advance of or on the day.
💡Remember: If your booking system isn’t accessible by screen readers, you may be in breach of The Equality Act.
For attendees
Plan ahead
Since the organisers will be doing all of the above, you should be able to plan your attendance as thoroughly as required. Mark out toilets, quiet spaces, routes between sessions that can accommodate your mobility, and anything else you need to know in advance.
Note any requirements during the registration process, or reach out to the organisers directly if you are not sure you will be catered to by default. Review their official guidelines and statements, and if you need something more then don’t be afraid or embarrassed to ask for it.
💡Remember: The event is for you. Organisers should be happy to accommodate whatever you need so that you can attend comfortably.
Bespoke-ify your preparation
If you haven’t already, get in touch with a charity or support group that advocates specifically for your accessibility issue. They may have additional resources, advice or even party conference connections that will improve your experience.
| EXAMPLE: Crohn’s & Colitis UK |
| We spoke to Thomas Preece, Policy Manager, Crohn’s & Colitis UK, who had some important additional advice for attendees with IBD. |
| Carry a ‘Can’t Wait Card’: This card explains the need for urgent toilet access. It can help when asking staff or security for priority access to toilets. You get one when becoming a member of Crohn’s & Colitis UK. Pack essentials: Include spare medication, stoma supplies, wipes, hand sanitiser, and a change of clothes if needed, to help reduce anxiety about unexpected symptoms. Venue facilities: Confirm toilet availability with conference teams and whether accessible toilets are equipped with sinks for stoma care. Quiet/rest spaces: Many attendees with Crohn’s or Colitis experience fatigue. Check if the conference offers a quiet space to rest between sessions. Additional support: If people with Crohn’s or Colitis need further help, Crohn’s & Colitis UK has support pages on its website alongside its helpline service. |
During the conference
For organisers
Setup and adjustments
Set up the accessibility measures early, to allow time for checking or adjusting as everything else is readied. Check sign visibility, put out water and rest areas for assistance dogs, activate hearing loops, get your checklist ticked off and staff ready to help.
Integrate accessible elements as much as possible, so you don’t end up with a cluster of accessible seating in the corner or a step-free route that forces those attendees out of the way of the action.
💡Remember: To be compliant, you must have PEEPs prepared for all attendees who need them and provide BSL interpretation.
For attendees
Navigate, advocate
Lean on your plan for getting around
Allow extra time for navigating between sessions in case of foot traffic jams or other unexpected difficulties.
Don’t be stubborn about asking for help
Venue and conference staff are trained to help you where needed, and might be able to help in ways you did not expect like finding shortcuts or advising which dietary-requirement-friendly food is tastiest.
If you need a break, take one
Quiet spaces, and rest areas are there for a reason. Party conferences are, in a word, chaotic, but your needs come first. If you miss a minute of a fringe event because you had to catch your breath, there are plenty of opportunities to make up for that later.
Missing pieces
If you notice that accessibility requirements aren’t being met, have a need that comes up unexpectedly or have suggestions that could make a difference for next time; tell someone.
The key contact for accessibility should be prominently listed in the conference materials or on the website, so take your input to them directly.
Remember you always have the option of a charity, peer network or advocacy group to provide support either in the moment or down the line.
After the conference
For organisers
- Collect specific feedback from attendees with accessibility requirements
- Identify any recurring issues or gaps and plan to fix them
- Commit to continuous improvements, not just for your team but through sharing best practice across any other conference organisers you can
💡Remember: Accessibility is not party-affiliated. It is up to all of us to ensure conference is accessible and enjoyable for all our attendees.
For attendees
- Share feedback with organisers, your network and charities so that they can update or upgrade their support for attendees and members
- Highlight positive experiences as well as barriers you faced – this rewards positive improvements and influences your own mindset.
Conclusion
So much progress has been made in accessibility in recent years, and it is important to acknowledge that. However, predictably, there is still more to do and space to improve.
Accessibility is a shared responsibility; organisers need to ensure inclusion and attendees need to continue to advocate for their needs.
Party conferences are potentially the best place to set a standard for accessibility, leading by example and allowing as many attendees as possible to participate in the democratic process.
Our thanks to Crohn’s & Colitis UK and RNIB for their help and contributions to this mini-guide.
For more party conference resources from DeHavilland, visit our blog or click the links below to read:
- 11 Expert Tips on Preparing for Party Conference Season
- Mini-guide: Running a Fringe Event
- Video: Preparing for party conference season
For more insights and resources on preparing for party conference season, stay tuned for more guides from our team, or sign up here to receive our free conference coverage.
To find out the difference having the right political monitoring can make, unlock your free trial of DeHavilland’s platform in time for party conference season.
