DEVENT planning resources
Venue Accessibility Information: What to Tell Event Organisers
Useful access information describes the actual route and facilities, rather than relying on a single label. Ask organisers what their guests need and confirm whether the venue can provide it.
Describe the route
Explain the approach from transport or parking to the entrance, reception, event rooms and toilets. Give factual information about steps, lifts, doors or alternate entrances that the venue has checked.
Include facilities and communication
Describe accessible toilets, seating options and available hearing or presentation equipment where confirmed. Tell organisers whom to contact for up-to-date details and individual arrangements.
Be precise about room layouts
A feature may be available in one room or configuration but not another. Check the planned furniture, stage and service areas with the organiser so routes and participation work for the actual event.
Invite private questions
Offer a clear contact for guests or organisers to discuss access requirements. Share personal information only with the team members who need it to arrange the agreed support.
Review after changes
Update descriptions when entrances, lifts, equipment or rooms change and provide notice of a temporary disruption. Ask staff to verify uncertain details rather than promising a feature that has not been checked.
Worked example · illustrative details
A venue with two entrances
The listing identifies the step-free entrance and accessible toilet, and gives a contact for questions. When an organiser plans a stage, the venue checks the route in the proposed layout and confirms the arrangement directly.
Your next steps
- Check the full route and facilities.
- Describe confirmed features and limitations.
- Discuss the actual layout and individual needs.
- Keep information and the contact current.
Common questions
Is “accessible venue” enough information?
It is more useful to describe the actual features and invite individual questions.
Should an organiser share a guest’s diagnosis with all staff?
Share only what is needed to arrange the requested support, following the organisation’s privacy process.
Useful next steps
Sources and further reading
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