When it comes to accessibility planning at our club events, everything should center around one simple, powerful goal: benefiting the attendees. And the best way to do that? Start by asking them what they need.

Event planning, at its core, is about creating experiences that work for many different people. When we talk about accessibility, we’re talking about a broad and diverse group—each person with unique needs, some visible, many invisible. These can range from mobility, visual or hearing support to dietary restrictions, environmental sensitivities or language access. In other words, accessibility means much more than ramps and elevators; it’s about the full spectrum of inclusion.

So how do you get it right? It starts with asking. Ask early, ask clearly, and most importantly—listen.

Use Registration as a Key Opportunity

One of the best times to learn what your attendees need is during registration. A thoughtful registration form can signal your commitment to inclusivity while giving participants a chance to express their needs comfortably.

Cornell University offers a great example of language that event planners can use:

“We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. To be respectful of those with allergies and environmental sensitivities, we ask that you please refrain from wearing strong fragrances. To request an accommodation or for inquiries about accessibility, please contact us.”

In addition to this message, provide a checklist or short form where people can identify specific needs. Examples include:

-  Assistive listening devices
-  Live captioning
-  Reserved or accessible seating
-  Large-print materials
-  Wheelchair access
-  Special dietary requirements
-  Quiet spaces or low-sensory environments

Include an open-ended option for “other” so that people can share anything not listed. If there’s ever a request you can’t meet, reach out to that person directly to explore alternative options.

Accessibility doesn’t end once someone submits a request. If accommodations require specific instructions, like where to pick up a device or how to access a scent-free space, follow up in advance so attendees feel prepared and supported.

Cornell also recommends sending reminders a day or two before the event, especially for important details like maintaining a nut-free or fragrance-free environment.

Ultimately, accessibility planning isn’t just a checklist—it’s a conversation. Every group is different, and your accommodations should reflect that. By asking attendees what they need and responding with care, you’re doing more than meeting requirements. You’re creating a space where everyone feels welcome, respected and able to participate fully.

Note: This is an excerpt from an on-demand training session developed by Sertoma International, Making Events More Accessible.