Elevate Your Learning Events: A Guide to Inclusive Venue Selection

You probably wouldn’t hold a wedding in a grocery store, so why would you host your learning-focused gathering in a space that’s not designed to accommodate learners?

Making site selection decisions based on adult learning best practices, neuroinclusive design, and accessibility interlaces these principles into the rest of your event design. This approach allows you to stay on budget while accommodating learners throughout your planning process. You’re proactively building an inclusive event from the ground up, rather than trying to retroactively add what you need (at higher costs and more effort) later. Building a learner-centered event ultimately ensures that your event succeeds—and that your attendees come back for more.

The Importance of Accessibility in Event Design

There are myriad ways to incorporate accessibility into your event design, from pre-event to final reporting and wrap-up. Here, we’ll focus on the nuts and bolts: the physical space that houses your event.

Ready to enhance your venue selection strategy? Here are 8 key items to look for when selecting your in-person venue. Incorporate these priorities into your RFP wish list—and then see how the space measures up for yourself during your site visit.

The Inclusive Venue Checklist

1. Room Layouts that Accommodate Your Attendance Count

The capacity chart might show that your breakout session room can hold 50 attendees classroom-style. But that chart doesn’t tell you that 10 of them will be behind a pillar with no sight line to the presenter and interpreters. Also, keep in mind what that capacity includes—ask to see previous room layouts with scale. If attendees will have laptops, bags, fidgets, coats, and notebooks, they may need more elbow room and tabletop space than a standard room set allows.

2. Access to the Outdoors

Learners benefit from access to fresh air and sunlight. In addition to a change of scenery, outdoor access allows more options for stepping away for space and processing. It also provides an option for service animals needing a bio break. Potential perk: outdoor spaces can double as networking space.

3. Colors and Light that Complement, Not Steal, the Spotlight

Bright colors—particularly reds and oranges—can be overstimulating and distracting. Additionally, while natural light can be a welcome addition to meeting spaces, window placement can affect glare and visibility. Especially consider the walls/space behind the presenter and stage. Will colors, artwork, or architectural features take away from the main focus? What additional design would you need to provide to adapt these features (such as pipe and drape or window treatments)?

4. Acoustics that Carry the Right Sounds

Much like the overuse of color and light, excess noises will detract from crucial presentations and conversations. Consider the purpose of your room—a keynote presentation will require different sound dynamics than a room meant for dozens of small groups to hold simultaneous breakout conversations. In addition to what’s happening inside the room, think about neighboring spaces and how sound will carry (especially when using airwalls).

5. Room to Breathe

Ensure that there are places available to get out of the crowd. Keep an eye out for nooks for a quiet moment or an intimate conversation, and consider a designated quiet room. In corridors and walkways, allow room for easily maneuvering assistive devices (such as wheelchairs and canes) and service dogs. Include “breathing room” in your event agenda as well; ensure breaks and transition times allow ample time to move between spaces.

6. Intuitive Navigation

Walk through an attendee’s journey. Where are there sticking points? Think of the main entrance, meeting rooms, stage, bathrooms, and access to lodging/hotel rooms. Are the rooms being offered to your group near each other—or spread across the hotel on multiple floors? Will attendees become confused and overwhelmed trying to find their session spaces? Consider the existing hotel signage and what you might need to add to enhance the ease of navigation.

7. The Bandwidth to Support Your Event

Reliable, high-bandwidth Wi-Fi isn’t a perk; it’s a necessity for supporting interactive technology tools, live captioning, assistive devices, and app usage. In addition to your event-specific internet needs (such as live streaming, video conferencing, or interactive apps), consider if your attendees tend to utilize laptops, tablets, and phones during sessions. Ask the venue what Wi-Fi speed is available, and factor costs for paying for enhanced connectivity into your budget.

8. Built-in Audiovisual Components

If you plan to use in-house A/V, evaluate the options available. Check to see if the meeting rooms have built-in house sound or if you’d need stand-alone speakers, and if those reach the back row. Also, look at built-in screens (or those available for rent) to ensure they are robust enough for the room size and layout. Can people at the back of a long, narrow room still see the content with the size of the screen available?

Creating a Successful Event

Designing inclusive and accommodating—and ultimately, successful—events starts with intentional design. By focusing on these elements, you can create an environment that fosters learning and engagement.

Stay tuned for more articles in this series on how to incorporate adult learning, inclusion, and accessibility principles into your event plan.

Looking for support in creating an event that gives you a competitive advantage and supplements your entire learning portfolio? Let’s chat.

Check out these sources for more about accessible and inclusive spaces: The Neu Project, W3C Web Accessibility Initiative (WAI).