The holidays are a time for joy, connection, and celebration, but have you ever stopped to wonder if your events are truly welcoming to everyone? As we dust off the decorations and plan our gatherings, it’s essential to think beyond the menu or the playlist. Creating an inclusive and accessible holiday event ensures all employees, clients, and their families feel valued and included in the festivities.
It’s not as complicated as it might sound; it just requires a little intention and planning. And trust me, the impact is worth every bit of effort. After all, what’s a celebration if everyone can’t fully participate?
Think about accessibility from the start
Accessibility isn’t something you tack on at the last minute. It’s a mindset that starts from the beginning of your planning process. When you’re scouting venues, look beyond the aesthetics and focus on practical considerations. Is there an elevator for guests who use wheelchairs or other mobility aids? Are there accessible parking spots close to the entrance? Does the venue have clear signage to help everyone navigate the space?
If your event is hybrid or virtual, accessibility still matters. Make sure your online platform supports captioning and is compatible with screen readers. The same rule applies to your invites; PDFs that are properly tagged for screen readers or plain-text emails can make a world of difference for someone who relies on assistive technology.
Communication is key
The best way to understand your guests’ needs is to ask. Include a question on your RSVP form about accessibility requirements. A simple “Do you have any dietary restrictions, or accessibility needs we should be aware of?” shows that you care and are willing to accommodate.
When it comes to event details, clarity is everything. Share information about the venue layout, parking, transportation options, and any accessibility features ahead of time. And if you’re offering virtual attendance, make sure to include login instructions that are easy to follow.
Go the extra mile with inclusive practices
Here’s where the magic happens. Little touches can transform your event into a space where everyone feels like they belong.
- ASL interpreters: If you’re having speeches or entertainment, consider hiring American Sign Language (ASL) interpreters. It’s a gesture that speaks volumes about inclusivity and makes your event accessible to Deaf and hard-of-hearing guests.
- Accessible seating: Create seating arrangements that consider everyone’s needs. That could mean reserving spots for wheelchairs, ensuring tables are at the right height, or setting aside quiet areas for those who may feel overwhelmed by the festivities.
- Accessible parking and entrances: Ensure accessible parking spots are close to the best entrance for the event, and clearly indicate which door provides the most direct and barrier-free access. For example, if the event is closest to the east door, make sure signage and communication reflect this. Navigating a long journey from the wrong entrance can be especially challenging for wheelchair or cane users.
- Dietary considerations: Food is the heart of many celebrations but is also a common exclusion point. Offer a variety of dietary options and clearly label everything. From gluten-free appetizers to halal or kosher mains, a little thoughtfulness here can go a long way.
- Sensory-friendly spaces: For guests with sensory sensitivities, a holiday party’s loud music and bright lights can feel more like a punishment than a celebration. Providing a quiet, dimly lit area where people can decompress is an easy and thoughtful way to make your event more inclusive.
- Inclusive activities: Not everyone loves a dance floor or karaoke mic, and that’s okay. Offering a range of activities, like craft tables, trivia games, or even a cozy corner for mingling, can give people more ways to engage in a way that feels comfortable for them.
Small details make big impacts
It’s easy to overlook the smaller details, but they’re often what make or break your guests’ experience. Consider how you’ll handle things like transportation, signage, and even restrooms.
For example, if your venue doesn’t have gender-neutral restrooms, consider designating one. If parking is limited, offer accessible shuttle services. And if your event includes a gift exchange, be mindful of the price point and suggest inclusive options so everyone can participate without stress.
Celebrate inclusively, celebrate meaningfully
Holiday events are about connection—sharing laughs, creating memories, and coming together as a community. When you take the time to make your event inclusive, you send your guests a powerful message: “You belong here. Your presence matters.”
Accessibility isn’t just a checklist or a box to tick; it’s an invitation for everyone to join the celebration fully. Whether you’re planning a small team lunch or a large client party, these thoughtful steps can ensure that nobody feels left out of the festivities.
And here’s the best part: inclusive planning isn’t just for the holidays. Once you get into the habit, you’ll start applying these principles to every event you host. It’s a gift that keeps on giving, and it’s one your team and clients will appreciate all year long.
This holiday season, let’s raise a glass (or a non-alcoholic option!) to inclusive celebrations where everyone has a seat at the table—literally and figuratively. Because when we celebrate together, we make the season brighter for all. Cheers!