Event Spaces: Shared Responsibility Model

Buildings that host conventions, conferences, meetings, or temporary events have dual responsibilities for accessibility:

  1. Building Management must maintain and publish baseline facility accessibility information
  2. Event Organizers must provide event-specific accessibility details that build on the facility baseline

This framework addresses the caveat for buildings that are also event spaces and ensures clear accountability.

The Problem

Event organizers often request basic facility accessibility information that should already be publicly available. When building access guides are not clearly linked from accessibility statements, this creates unnecessary friction and delays.

Conversely, event organizers may assume building accessibility information is sufficient without addressing event-specific barriers like:

  • Temporary seating configurations
  • Stage sightlines for wheelchair users
  • Queue management and registration setup
  • Temporary signage that obscures permanent wayfinding
  • Audio/visual equipment placement that blocks routes
  • Time-limited access to quiet spaces

Building Management Responsibilities

1. Publish a Permanent Building Access Guide

The building must maintain a public access guide covering:

  • Arrival: Transit, parking, drop-off points
  • Entry: Step-free entrances, door types, thresholds
  • Navigation: Lifts, route widths, permanent signage, wayfinding systems
  • Facilities: Accessible toilets, Changing Places, permanent seating, quiet spaces
  • Baseline Capabilities: Hearing loops, power supply points for assistive tech, general lighting and acoustics

See Building Access Guide Template for the complete checklist.

The building’s accessibility statement must include a direct, prominent link to the building access guide.

Recommended link locations:

  • Footer of every page
  • Accessibility Statement page
  • Contact page
  • “Host an Event” or “Book Our Space” pages

Example:

For information about the physical accessibility of our facility, see our Building Access Guide.

3. Provide It to Event Organizers

When an event organizer books space, proactively provide:

  • Link to the building access guide
  • Contact for facility-specific accessibility questions
  • Notice of any temporary facility changes (lift maintenance, renovations)
  • Requirements for maintaining accessible routes during event setup

Do not wait for organizers to request this information.

4. Include Event-Specific Considerations

If the building hosts regular events, the access guide should include:

  • Event Seating Configurations: Typical wheelchair space locations, sightlines to stages/screens
  • Temporary Barriers: How queue barriers, registration tables, and exhibit setups are managed to maintain accessible routes
  • Flexible Spaces: How room dividers or movable walls affect acoustics and route widths
  • AV Infrastructure: Fixed microphones, hearing loop coverage in different room configurations

Event Organizer Responsibilities

1. Start with the Building Baseline

Event organizers must:

  • Request the building access guide from the venue
  • Link to it from event registration and information pages
  • Verify its accuracy before the event

Example event page language:

For information about the building’s physical accessibility (entrances, lifts, toilets, parking), see the Venue Access Guide.

Event-specific accessibility details are provided below.

2. Document Event-Specific Details

Event organizers must publish additional information covering:

Registration and Communication

  • How attendees can request accommodations (captions, interpreting, alternative formats)
  • Named contact person for accessibility questions
  • Advance notice requirements for accommodations

Session Delivery

  • Captioning availability and format (live, ASR, post-event transcripts)
  • Sign language interpreting availability
  • Microphone use policy (including Q&A)
  • Speaker guidance on describing visuals and avoiding color-only information
  • Video captioning requirements

Seating and Sightlines

  • Specific wheelchair space locations for this event
  • Proximity to stages, screens, interpreters, caption displays
  • Process for reserving accessible seating
  • Companion seating availability

Temporary Configurations

  • Changes to standard building layout for this event
  • Temporary signage or wayfinding aids
  • Aisle and walkway management (cables, equipment, bags)
  • High-contrast marking of temporary hazards (steps, cables, low obstacles)

Quiet or Low-Stimulus Spaces

  • Location and hours of quiet space during the event
  • Whether building’s permanent quiet space remains available
  • Rules for the space (phones off, limited capacity, etc.)

Food and Breaks

  • Dietary accommodation process
  • Seating at meal functions
  • Break timing to allow for mobility considerations

Emergency Procedures

  • Event-specific evacuation plan
  • How to request a Personal Emergency Evacuation Plan (PEEP)
  • Location of refuge areas during event occupancy

3. Coordinate with Venue Staff

Event organizers should:

  • Notify venue of expected attendance and accessibility needs
  • Confirm hearing loop functionality before sessions
  • Test caption displays and assistive listening systems
  • Arrange advance walkthroughs with disabled attendees if requested
  • Ensure volunteers and staff know where accessible routes, toilets, and quiet spaces are located

Integration and Linking

On Building Websites

Accessibility Statement:

[Building Name] is committed to providing accessible facilities.

- Building Access Guide: [link]
- Request accommodations for your event: [contact]

Event/Conference Space Booking Pages:

When you book our space, we provide:
- A detailed Building Access Guide covering entrances, navigation, and facilities
- Support for incorporating accessibility into your event planning
- Contact: [accessibility coordinator]

On Event Websites

Event Accessibility Page:

## Venue Access

For information about the venue's physical accessibility (parking, entrances, lifts, toilets), 
see the [Venue Building Access Guide](#).

## Event-Specific Accessibility

[Event organizer details about captions, seating, schedules, food, quiet space, etc.]

Questions? Contact: [event accessibility coordinator]

Failure Modes and Accountability

Common Failures

Failure Responsibility Fix
Building access guide does not exist Building Publish one immediately using template
Guide exists but is not linked from accessibility statement Building Add prominent link to accessibility statement and footer
Event organizer assumes building guide is sufficient Event Organizer Publish event-specific details (captions, interpreting, seating, schedules)
Event setup blocks accessible routes Both Building: Require route maintenance in contracts. Event: Staff walkthrough before doors open
Temporary signage covers permanent wayfinding Event Organizer Audit signage placement, ensure permanent signs remain visible
Hearing loop not tested before sessions Event Organizer Test all assistive systems during setup
No quiet space during event Both Building: Designate permanent space. Event: Publish location and hours

Maintenance During Events

Use the Maintenance Checklist with additional event-day checks:

  • Accessible routes remain clear (no cables, equipment, bags in paths)
  • Temporary barriers (queue lines, registration tables) maintain minimum clearances
  • Permanent signage not obscured by banners or posters
  • Hearing loops tested and functional
  • Quiet space available and monitored for appropriate use
  • Staff briefed on accessible entrances, toilets, and routes

Resources and Examples

Event Accessibility Playbooks

Community Discussion

High-Impact, Low-Effort Actions for Event Organizers

These actions significantly improve accessibility with minimal additional effort:

  1. Always use microphones — Including during Q&A. Remind speakers and audience explicitly.
  2. Ask speakers to describe visuals — Don’t rely on color alone to convey meaning.
  3. Never show uncaptioned videos — If captions aren’t available, skip the video.
  4. Keep aisles clear — No bags, cables, or AV equipment in paths of travel.
  5. Mark hazards — High-contrast tape on steps, cables, or low obstacles.
  6. Publish a named contact — For accessibility questions, visible on registration page.
  7. Ask during registration — “Do you need captions, interpreting, or alternative formats?”

Summary

Building managers: Publish your access guide. Link it clearly. Provide it proactively to event organizers.

Event organizers: Request the venue guide. Link to it. Publish your event-specific details.

Both: Recognize that accessibility is a shared responsibility. Neither party can fully address it alone.