Live events: Why accessibility can’t be an afterthought – National Association of Hotel & Lodging Engineers (NAHLE)

Orla Pearson, Founder of AccessLOOP and MyClearText, shares with EN her insights on creating inclusive and accessible live events for all attendees and organisers.

Picture this: you arrive at a buzzing exhibition hall full of promise and yet, something’s missing. Perhaps the captions on the main screen glitch, the signage is confusing, or moving between stands feels like an obstacle course. Accessibility is no longer optional, it’s fundamental. And getting it right from the very start is vital.

Accessibility isn’t a last-minute tick-box

Too many events treat accessibility as a final afterthought, or not at all. Yet retrofitting features isn’t just awkward; it can be tokenistic or ineffective. Research shows that 7 in 10 people with a disability will click away from a website they find difficult to use. That’s a missed opportunity for exhibitors and organisers alike.

The European Accessibility Act, which came into effect on 28 June 2025, illustrates how accessibility has now become non-optional. The Act mandates that digital services, including ticketing platforms, websites and mobile apps and comply with accessibility requirements to avoid costly non-compliance and reputational damage.

Four pillars of truly inclusive events

Four essential areas consistently get overlooked:

1. Hearing – AI captioning systems frequently miss accents, speaker overlap or emotional context. Human expertise can deliver up to 99% accuracy with full emotional nuance – something AI simply cannot match, yet.

2. Sight – Poor slide descriptions, low-contrast visuals or inaccessible signage leave visually impaired attendees navigating in the dark. Spaces must communicate both visually and verbally.

3. Mobility – Beyond ramps: stand layout, seating angles, adjustable lecterns and clear routes matter enormously. Universal design benefits organisers, speakers and attendees – especially when venues get crowded.

4. Neurodiversity – Overly bright lighting, lack of quiet zones or overwhelming schedules can exclude many attendees. Thoughtful design, clear and simple instructions, help everyone feel welcome throughout the day.

Practical solutions that actually work

Effective accessibility doesn’t require tech wizardry or bulky hardware, just thoughtful planning:

● Embed accessibility from day one – Include captioning, BSL interpreters, high-contrast visuals and mobility considerations in initial budget and design discussions. Don’t leave it until tech setup.

● Choose flexible technology – Look for platforms that can switch seamlessly between AI and human captions depending on the situation. Sometimes AI works fine; other times human expertise is essential.

● Design inclusively – Space exhibits for wheelchairs and low-vision views; keep pathways clear; create informal quiet zones.

● Involve people with disabilities early on – Their insights ensure solutions aren’t just token gestures: context and lived experience matter.

The business case is compelling

Orla Pearson, said: “The difference between events that bolt on accessibility as an afterthought versus those that weave it into their DNA is night and day.”

An estimated 16.1m people in the UK live with a disability, that’s 24% of the population, according to the House of Commons Library’s 2024 analysis of government data. The collective spending power of people with a disability and their households is worth £274bn annually to UK businesses.

The EAA reinforces this shift. Now that it’s in full effect, it’s not just about compliance, it’s about positioning events as modern, considerate and future-facing. Plus, designing inclusively from the start saves significant time and cost by preventing last-minute scrambles.

Working with organisations from the Royal Institution to major production companies has shown me the transformative power of getting accessibility right from the start. The difference between events that bolt on accessibility as an afterthought versus those that weave it into their DNA is night and day.

Looking ahead

The future of live events lies in blending empathetic design with seamless technology. Imagine captions that convey tone and emotion, or exhibition apps that guide attendees based on their specific needs. These innovations aren’t science fiction, they’re available now.

Today’s organisers face a choice: tack on accessibility features or build inclusion into the very foundation of their events. The difference is clear. Events embracing accessibility from day one foster loyalty, amplify reach and set new industry standards.

Let’s challenge every organiser to ask: ‘Who haven’t we invited yet?’ Because the only successful event is an inclusive one.

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