Venue Accessibility Checklist
Before booking any venue, verify these accessibility features. Include them explicitly in your RFP so hotels respond with specific details:
- Level access: Step-free entry from street level to event spaces
- Accessible parking: Designated spaces within 50m of entrance
- Lift access: To all event floors, with minimum 900mm door width
- Accessible toilets: On each floor where events take place
- Hearing loop: In the main event space (BS EN ISO 21388 compliant)
- Accessible seating: Spaces for wheelchair users with companion seating adjacent
- Tactile wayfinding: For visually impaired attendees
- Quiet room: Dedicated low-stimulation space for breaks (increasingly standard at progressive venues)
Dietary Inclusion
The 14 major allergens must be labelled at all food stations (EU Regulation 1169/2011 and UK equivalent). Beyond legal requirements, inclusive catering should:
- Provide clearly labelled options for all major dietary requirements (vegan, vegetarian, halal, kosher, gluten-free) at every meal
- Ensure vegan and vegetarian options are as substantial and varied as non-vegetarian options — not an afterthought
- Conduct pre-event dietary requirement surveys with sufficient lead time for catering teams to prepare properly
- Designate allergen-free preparation areas for severe allergy guests
Sensory Considerations
An increasingly important element of inclusive events, particularly for neurodivergent attendees:
- Lighting: Avoid strobe effects. Provide options for dimmer or natural lighting in breakout spaces.
- Noise levels: Designate quiet networking zones. Background music in social spaces should be kept below 70dB.
- Quiet room: A designated low-stimulation room where attendees can decompress without judgement. This benefits 15–20% of any audience.
- Seating choices: Offer a mix of seating types (upright chairs, softer seating, standing options).
Language and Communication Accessibility
For international events, language accessibility significantly impacts attendee experience:
- Provide presentations and key materials in all primary attendee languages in advance
- Caption live presentations (AI captioning tools are now affordable and effective)
- For multilingual events, consider simultaneous interpretation equipment
- Ensure signage is multilingual for events with significant non-English-speaking attendees
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Start Free RFP →Frequently Asked Questions
What accessibility features should I ask hotels about for events?
Level access, accessible parking, lift access to event spaces, accessible toilets, hearing loops, wheelchair user seating with companion space, and a quiet room. Include these as specific questions in your RFP.
What dietary requirements must hotels accommodate at events?
Hotels must label the 14 major allergens under EU/UK food labelling regulations. Beyond legal requirements, best practice is to offer substantial vegan, vegetarian, halal, and gluten-free options as standard at all meals.
What is a quiet room at a conference?
A designated low-stimulation space where attendees can decompress during breaks. Particularly valuable for neurodivergent attendees. Well-regarded events increasingly provide quiet rooms as standard.
How do you make a corporate event more inclusive?
Audit the venue for physical accessibility, collect dietary requirements well in advance, provide captioning and multilingual materials, designate a quiet room, and choose venues with hearing loops. Start by asking these questions explicitly in your hotel RFP.