Organise that Disability Inclusive Event with Ease
A MEL training organised for programme grantees in March 2023.
I dreamt of a big, good, great, perfect and well-organised event. However, in the end, I got to know there is nothing perfect, but one can reach the ‘great’ yardstick. The big word ‘inclusion’ should not scare you, it is just a guide to roll out a more friendly, warm and thoughtful event suitable for all manner of persons. Here are a few tips that I found to have worked recently. Grab your cup of tea, or calabash of ‘kokoo’ and let’s chat, my friend.
Who are my target group?
Wondering why this is a necessary reflective question? Yes, it’s because it’s about them. They are the people who will come, sit, listen and smile, and don’t forget they will eat and drink (not the drink from the bar that rotates the head). Defining the target group solves 90% of the event organisation puzzle. Know the category of the participants and this helps to put up a great event.
Venue type and accessibility requirements
Now see if you can answer these questions in your notebook. Does the event require a big venue? Does it require an enclosed area or open space? What kind of accessibility requirements does the target group need? Is it a training event that requires group activities? Are there activities sensitive to the needs of the target group? Is it an event whereby people will just come, listen and go back or is it an event that requires participants to take immediate action? And are there adequate logistics to make this possible for all persons irrespective of disability status?
Now wait, sip your drink, relax, and reflect a bit. You are there.
Venue verification
I saw a colourful conference hall on a website recently and I was amazed at how well the place looked; the lighting was on point, the room was neat, the cost was within our budget, the chairs were recently refurbished.
Wait, but I need to tick the last item on the checklist. Have you gone to check the physical structure? That was the question that rang in my head!
I met a warm reception from a keen staff who couldn’t wait to convince me to book the venue. But I was there for a purpose, to see and check if the place is accessible to all people, including my neighbour who uses assistive devices. And the answer to the question was No! My refusal to book the place was a surprise to the venue, but guess what, they were able to understand my reasons for rejecting the venue. It was not convenient for people with disabilities!
Discuss with the team
Are you done? Now check this last thing before elevating your happiness mode. Before proceeding to execute your event plan, check with your team to be sure you are all on the same page, the same understanding of the requirements and expectations. This is where you can spot a nice idea on how to fine-tune the plan.
We’ll be sharing some inclusive event guidance soon, so keep an eye on our resources page!