Organising an exhibition or event taking into consideration access

Making sure that artists and venues create an audience experience that allows all aspects of society to have a positive and welcoming experience is something that we all hope is at the heart of planning and delivery. A simple question to ask is…  “Does my future exhibition or event conform to this statement?”

“Our exhibition opening is designed to be inclusive for all, including the general audience, neurodivergent individuals, and people with disabilities. The venue features wheelchair accessibility, clear signage, and quiet rooms. Information is provided in multiple formats, with sign language interpreters and assistive listening devices available. Flexible scheduling and quiet hours cater to sensory needs. Warning signs at entry points clearly indicate potentially provocative or triggering content, using simple text, high contrast, and Braille. Staff are trained to assist respectfully. Through thoughtful planning and community collaboration, we ensure every visitor enjoys an equal and enriching experience.”

It is an easy ask, but it does require dedication and the allocation of resources to make it happen. For many organisations, it may be an aspiration and beyond their current budgets or funding. However, it should become part of planning for general events and exhibitions. To assist, we have prepared the following guidance to help in future planning and delivery.

1.  Venue Accessibility

• Physical Accessibility: Ensure the venue is wheelchair accessible, with ramps, elevators, and accessible restrooms.
• Clear Signage: Use large, high-contrast, and easily readable signs. Include Braille where possible.
• Sensory Considerations: Provide a quiet room or space for those who may need a break from sensory overload.

2. Communication and Information

• Multiple Formats: Offer exhibition information in various formats, including large print, Braille, audio descriptions, and easy-to-read text.
• Sign Language Interpreters: Arrange for sign language interpreters during key parts of the event.
• Assistive Listening Devices: Provide devices for individuals who are hard of hearing.

3. Event Design

• Flexible Schedule: Allow attendees to explore the exhibition at their own pace. Schedule specific times for guided tours with smaller groups to reduce sensory overload.
• Quiet Hours: Designate certain hours as “quiet hours” with reduced lighting and sound for neurodivergent visitors and those sensitive to sensory input.
• Interactive Elements: Incorporate tactile, auditory, and visual elements to cater to different learning and engagement styles.

4. Promotion and Communication

• Inclusive Marketing: Promote the event using inclusive language and highlight the accessibility features to attract a diverse audience.
• Feedback Mechanism: Provide a way for attendees to give feedback on their experience and suggest improvements.

5. Technology and Innovation

• Virtual Tours: Offer virtual tours for those who cannot attend in person, ensuring these are accessible with captions, audio descriptions, and easy navigation.
• Apps and Tools: Use apps that provide real-time text, speech-to-text, or other assistive technologies.

6. Collaboration and Consultation

• Engage Experts: Work with accessibility consultants and organizations that specialize in neurodiversity and disability to ensure your event meets high standards of inclusivity.
• Community Input: Involve members of the neurodivergent and disabled communities in the planning process to understand their needs and preferences.

7. Amenities and Comfort

• Comfortable Seating: Provide ample seating throughout the exhibition space, including areas for rest.
• Accessible Food and Drink Areas: Ensure food and drink stations are accessible and provide options for dietary restrictions.

8. Placement of Warning Signs

• Entry Points: Place warning signs at the entrance of the exhibition and at the entrances to specific rooms or sections that contain potentially triggering content.
• Eye Level: Ensure signs are placed at eye level for easy visibility.
• Multiple Locations: Repeat the warning at intervals leading up to the sensitive area.

9. Design and Format

• Clear and Concise Text: Use simple and direct language to describe the nature of the content. Avoid jargon or complex wording.
• High Contrast and Readable Fonts: Use high-contrast colors (e.g., black text on a white background) and readable fonts (e.g., Arial, Verdana) in a large size.
• Symbols and Icons: Include universally recognized symbols or icons to indicate types of content (e.g., exclamation marks for warnings).

10. Content of the Warning

• Specific Triggers: Clearly state the specific type of content that may be triggering (e.g., violence, sexual content, flashing lights).
• Optional Details: Provide brief descriptions without being overly graphic to help attendees make informed decisions.
• Support Information: Offer information on how to seek help or support if needed (e.g., “Please approach a staff member if you need assistance or a quiet space”).

11. Accessibility Considerations

• Braille: Include Braille on warning signs where possible.
• Audio Warnings: Provide audio warnings or announcements for visually impaired attendees.
• Multiple Languages: Offer warnings in multiple languages if your audience is diverse.

12. Examples of Signage Text

• General Trigger Warning: “Warning: This section contains content that some visitors may find disturbing, including depictions of violence and graphic imagery.”
• Specific Trigger Warning: “Caution: The following exhibit contains flashing lights and loud sounds that may be triggering to individuals with photosensitivity or sensory sensitivities.”
• Detailed Warning: “Attention: The artwork in this room includes themes of sexual violence and trauma. Viewer discretion is advised. Please ask a staff member if you need assistance or a quiet space.”

13. Online and Printed Materials

• Program Guides: Include trigger warnings in exhibition guides and programs.
• Website: Provide information about potentially triggering content on the exhibition website and any event pages.
• Tickets and Invitations: Mention the presence of potentially provocative content in event invitations and tickets to inform attendees beforehand.

14. Training for Staff

• Preparedness: Ensure staff are prepared to answer questions about the content warnings and can direct visitors to alternative exhibits or quiet spaces if needed.
• Sensitivity: Train staff on how to approach and assist visitors who may be distressed by the content.