Inclusive Events: Embracing Accessibility in the Event Sector

Planning accessible events in today's diverse society isn't just a nice-to-have; it's essential. But what does it actually mean for the event industry in a practical sense? Let's break it down.

It's more than ramps and lifts

Accessibility is about inclusivity for everyone, not just those with physical impairments. When planning for accessibility, we must consider individuals with different physical, sensory, or cognitive challenges, and how the event will cater to their perspectives.

Holistic approaches for accessibility

Indeed, accessibility encompasses a whole lot more than just offering step-free access to the venue. It includes:

Accessible registration processes
Clear communication and signage
Easy-to-navigate layouts and stage programs
Inclusive technology, such as audio descriptions, real-time written interpretation, and accessible websites and mobile apps

By thinking about accessibility early, event organizers can prevent unwanted exclusions and even enhance the quality and reach of their event.

Technical Implementation

When it comes to event technology, accessibility is becoming increasingly crucial. At Prolight + Sound 2025, Opus Technologies highlighted their Aura by Opus system, which offers various accessible audio solutions, such as:

Inductive hearing systems
Sign language interpreters via cameras and screens
Real-time written interpretation
Audio description via headphones
Accessible websites and mobile event apps

A promising new technology in this field is Auracast Broadcast Audio, a Bluetooth technology that allows event venues to send audio signals to multiple receiving devices simultaneously, like smartphones or hearing aids. This makes it possible for attendees with hearing impairments to enjoy the event at their preferred volume and sound quality without additional receivers—particularly useful in complex acoustic environments like trade fairs, lecture stages, or live concerts.

Hybrid Events and Accessibility

Hybrid events offer new opportunities for accessible communication through features like selectable subtitles, multiple language channels, or digital materials in plain language.

Location, logistics, and orientation

Choosing the right venue is crucial for an accessible event. Considerations include:

Stepless access from parking spaces to the event room
Automatic door openers, ramps, or lifts
Accessible restrooms
Easy-to-read signage and clear directions, ideally accompanied by tactile or auditory guidance systems
Seat reservations for people with limited mobility and their companions

Wheelchair and scooter rental services for visitors, as well as dedicated parking spaces for people with disabilities, should also be considered.

The legal framework for accessibility sets clear expectations for inclusion. Standards like the Barrierefreiheitsstärkungsgesetz (BFSG, German site) and the UN Convention on the Rights of Persons with Disabilities encourage event organizers to embrace inclusivity seriously.

Event industry players must adhere to technical standards like DIN 18040 and ensure digital accessibility with BITV 2.0. As accessibility become more important, public clients, companies, and NGOs are increasingly making it a prerequisite in event tenders.

The Benefits of Accessibility

Organizing accessible events doesn't have to be expensive. Many measures can be implemented cost-effectively with thoughtful advance planning. Besides the financial benefits, accessible events reach a larger audience, including people with disabilities, their families, seniors, and people with temporary disabilities. Organizations that prioritize accessibility demonstrate social responsibility, positioning themselves as modern, inclusive brands.

The Future of Accessibility in the Event Industry

Inclusive events are essential for the event industry's future. Accessibility requirements span technology, location, logistics, communication, and legal foundations, yet they are manageable solutions. By incorporating these strategies, event professionals can create genuinely inclusive, effortless experiences for all attendees to enjoy.

Prolight + Sound aims to showcase cutting-edge event technology trends, and accessibility undoubtedly belongs on that list. After all, events can only reach their full potential if they are accessible to everyone.

Planning accessible events in today's diverse society signifies not just a nice-to-have, but an essential requirement for the event industry.
Accessibility, beyond just ramps and lifts, involves inclusivity for individuals with various physical, sensory, or cognitive challenges.
Accessible registration processes, clear communication, easy-to-navigate layouts, and inclusive technology like audio descriptions, real-time written interpretation, and accessible websites and mobile apps are vital aspects of accessibility.
With the increasing importance of event technology, accessibility becomes a crucial consideration.
Opus Technologies showcased their Aura system at Prolight + Sound 2025, offering various accessible audio solutions like inductive hearing systems, sign language interpreters, real-time written interpretation, audio description, and accessible websites and mobile apps.
Auracast Broadcast Audio, a promising new technology, allows event venues to send audio signals to multiple devices simultaneously, improving accessibility in complex acoustic environments.
Hybrid events offer new opportunities for accessible communication with features like selectable subtitles, multiple language channels, and digital materials in plain language.
Choosing the right venue is critical for an accessible event, considering factors like stepless access from parking spaces, automatic door openers, ramps, lifts, accessible restrooms, clear signage, and tactile or auditory guidance systems.
Organizing accessible events can be financially beneficial and reach a larger audience, including people with disabilities, seniors, and those with temporary disabilities.
Compliance with standards like BFSG, UN Convention on the Rights of Persons with Disabilities, DIN 18040, and BITV 2.0 is essential for the event industry.
As accessibility becomes more important, event professionals who prioritize it position themselves as modern, inclusive brands, demonstrating social responsibility.
The future of the event industry lies in creating genuinely inclusive, effortless experiences for all attendees, with strategies including technology, location, logistics, communication, and legal foundations.
Prolight + Sound aims to demonstrate cutting-edge trends in event technology, with accessibility being a significant part of that development, ensuring events can reach their full potential and be accessible to everyone.