DEVENT planning resources
Accessible Event Planning and Guest Comfort Checklist
Comfort begins before guests arrive. Ask what people need, inspect the full journey through the event and agree how the venue and suppliers will respond to individual requirements.
Invite guests to tell you what helps
Provide a private contact and ask about access and dietary requirements without asking people to disclose more medical information than needed. Offer a phone or other alternative to an online reply. Check directly with the person about what would work rather than assuming a companion can answer for them.
Inspect the whole route
Ask about accessible parking or drop-off, the entrance, lifts, thresholds, toilets and a suitable path between ceremony, dining and departure areas. Check both the main and backup spaces. Confirm the actual measurements or features with the venue and share accurate information so guests can make their own decisions.
Make participation comfortable
Consider a quiet area away from speakers, places to sit during waiting periods, clear signs and seating with friends or family rather than apart from them. For children and older guests, discuss supervision, shade, feeding or rest facilities with the venue where relevant. Individual needs differ.
Plan for the conditions
For outdoor events, ask about shade, water, seating and the path to shelter. Agree a weather decision deadline with the venue and suppliers. Discuss how decorations and hired structures will be secured and follow the provider’s safety limits rather than assuming a marquee is suitable in every condition.
Share only useful information
Tell service staff what they need for an agreed accommodation or meal, without circulating a full guest list of personal details. Where an allergy is involved, connect the guest and caterer so they can discuss ingredients and preparation directly; an organiser cannot promise a meal is safe.
Worked example · illustrative details
Checking an arrival route
A guest uses a mobility aid. The organiser asks the guest what information would help, then confirms the drop-off point, entrance and route to the accessible toilet with the venue. A second route is checked for the indoor weather backup.
Your next steps
- Offer guests a private way to discuss requirements.
- Inspect the full route and backup space with the venue.
- Confirm seating, food, shade and quiet-space arrangements.
- Tell the people delivering each arrangement what they need to know.
Common questions
Can we call a venue accessible based on a photo?
A photo alone cannot confirm that a venue meets an individual’s needs. Ask the venue for the specific route and facilities, and share accurate details with the guest.
Should a dietary request be included on every run sheet?
No. Share the relevant information with the caterer and people who need to coordinate service, and protect guests’ privacy.
Useful next steps
Sources and further reading
Explore DEVENT before choosing your plan
Try sample tools and review current access, plan availability and automatic communication requirements.
View current plans