An Incomplete Guide to Accessible Events

So, you’re hosting a book event? Amazing! You’ve got the books, the authors, the readers—basically, all the makings of a literary love-fest. But here’s the thing: if your event isn’t inclusive, you might accidentally leave some folks out of the fun. And nobody likes FOMO, right?

This is your incomplete guide to making book events more inclusive. Why incomplete? Because let’s be real—we’re all still learning. But it’s a start, and starting is sexy.

Let’s dive in, shall we?

1. Sight: Making Things Easy on the Eyeballs 👀

Books events are already overwhelming, so let’s not make it harder for anyone, okay?

  • Big Fonts = Big Wins: At least 16-point font on programs, signs, and anything else people need to read. No one should have to squint to find the restroom.
  • High Contrast: Light text, dark background. Think black-and-white classic, not artsy gray-on-gray "vibes."
  • Screen Readers FTW: Digital materials should play nice with screen readers. Nobody’s got time for janky PDFs.
  • Captions, Always: If there’s a panel or presentation, slap some captions on there. Not everyone can hear your mic drop moments.

2. Sound: Because “What Did They Say?” Isn’t a Good Look 👂

Your panelists are brilliant, but it’s all for nothing if people can’t hear them.

  • Mic Check, One Two: Use a microphone. Always. Even if the room is “intimate.” Trust me, it’s not.
  • Sign Language Interpreters: Book them early. Bonus points if they can sign romance terms like kissing noises and smoldering glances.
  • Quiet Spaces: Give folks a chill zone. Not everyone thrives in noisy chaos (looking at you, extroverts).
  • Assistive Listening Devices: Think of these as the AirPods of accessibility. Necessary and chic.

3. Touch: Accessibility is Sexy ✋

Let’s make sure your venue isn’t a labyrinth of despair for anyone with mobility needs.

  • Mobility Access Everywhere: Ramps, elevators, wide doorways. You know the drill.
  • Seating That Works: Mix it up—chairs with backs, spaces for wheelchairs, and even some floor cushions for those who may need to lie down or elevate their limbs.
  • Wide Pathways: No one wants to be stuck in a human traffic jam between the Romantasy section and the coffee cart.
  • Hands-Free Doors: Or at least a charming volunteer to hold them open. Call it romance in action.
  • Accessible Toilets: Make sure toilets are both accessible and not too far from the main events. 

4. Taste: Snacks Matter, People 🍿

Because no one can focus on a bookish debate when they’re hangry.

  • Label Everything: And I mean everything. “Is this gluten-free?” shouldn’t be met with a shrug.
  • Low Tables: Put food where everyone can reach it. That includes wheelchair users and kids angling for their third cupcake.
  • BYO-Snack Friendly: Have a “no judgment” policy for people bringing their own food. Sometimes you might be on a flare up diet and restricted on what you can eat. 

5. Smell: Keep It Chill 👃

Nobody wants to be hit by a wall of cologne. Balance, my friends.

  • Scent-Free Zones: Ask attendees to keep the perfumes and aftershaves at home. Trust me, Eau de Books is the only smell we need.
  • Fresh Air, Please: Ventilation is your best friend. Especially if your event involves food or… readers who’ve been at a convention for three days straight. 
  • Masks: Consider asking attendees to wear masks, especially during cold and flu season. No one wants to walk away with the sniffles, especially those who are immunocompromised. 

6. Support: The Extra Mile is Always Worth It 🫶

Inclusivity isn’t just physical; it’s emotional too.

  • Accessibility Gurus: Have someone availability before and on-site during the event who knows how to help.
  • Sensory Kits: Earplugs, fidget toys, maybe a squishy stress ball shaped like a book. Because why not?
  • Companion Tickets: Free or discounted for caregivers. It’s a team sport, baby.
  • Virtual Options: Not everyone can make it in person, but they can still vibe from their couch.

7. Communication: Spell It Out ✍️

People love knowing what to expect.

  • Clear Websites: Make sure your event info is accessible, detailed, and not buried under 27 dropdown menus. Add in alt text, easy read options etc. 
  • Pre-Event Surveys: Ask what attendees need before they show up. Easy for you, and they’ll love you for it.
  • Social Media Hype: Let people know how inclusive you’re being. Flex those accessibility muscles.

8. Feedback: Let’s Do Better Next Time 💬

No one’s perfect (except maybe that one author everyone loves), but you can always improve.

  • Ask for Feedback: Use accessible forms and actually read the responses.
  • Follow Up: Tell attendees how you’re implementing their suggestions. Transparency is sexy.

Final Thoughts: Progress Over Perfection

Listen, no one’s expecting you to nail this on your first try. But putting in the effort? That’s what counts. Inclusivity isn’t just a box to tick—it’s about making sure everyone feels welcome, seen, and valued.

At the end of the day, book events are about celebrating stories—and what’s a good story without a little heart? 💖

Now go forth and host the most inclusive, badass book event ever. And if you forget something? Don’t worry, that’s why this guide is “incomplete.”

💬 What’s your favorite accessibility hack for events? Let me know!

#InclusiveEvents #BookLoversUnite #IDPWD #AccessibleEvents #ReadersAreForEveryone

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