Securing a prime spot in a trade show venue costs a lot. Trade show venue entrances, key intersections, high-traffic areas, and other sought-after areas will give you maximum visibility and attendance. However, even if your business isn’t related to wheelchairs or mobility aids, you can’t afford to overlook potential customers with disabilities.
In 2022, 1 in 4 American adults reported having a disability. According to a 2024 report by the National Disability Institute, there are more than 1.8 million business owners with disabilities in the U.S. Still, many events fail to meet the needs of disabled people.
Making your trade show booth or any other event inclusive and accessible is more than a moral obligation. While thoughtful design and compelling content enhanced with Las Vegas LED video wall rental can create a welcoming environment, making your booth inclusive and accessible can maximize attendance, engagement, and ROI. This also strengthens your brand image. So, let’s see how you can make your trade show booth more accessible.
Step-by-Step Strategies
Build an Accessible Website and Content
Investing in pre-event promotion is crucial to driving maximum attention, boosting engagement, and ensuring strong foot traffic to your booth.
- If it is not, redesign your website using WCAG 2.1 guidelines for web accessibility.
- Test registration and all other forms with screen readers.
- Share wheelchair rentals, transit options, venue maps, and all other details that enhance the experience for people with disabilities.
Design Accessible Presentations and Sessions
Use CART (Communication Access Realtime Translation) services to provide real-time transcription or captioning of audio content to assist individuals who are deaf or hard of hearing.
Aira is an AI-powered tool for visual interpretation that can assist people with low vision or blindness. Request your speakers to use high-contrast slides, large fonts, and descriptive language.
Create Accessible Exhibitor Booths
Share a checklist with your booth and LED video wall rental partner in Las Vegas to make your booth design and layout more accessible. For example, you want a wheelchair-friendly layout, wide aisles, and tables at wheelchair height. Use large, high-contrast signage, avoiding small fonts.
Choose an Accessible Venue
Before booking a spot, visit the trade show venue to ensure it is fully accessible to people with disabilities. Test all accessibility features, such as disabled parking, clear pathways, and accessible restrooms. Make sure that fire alarms have visual and auditory signals.
Leverage Technology
Utilize assistive technologies to assist people with disabilities. For presentations and sessions, you can use AI captioning and audio description tools. Services like Aira can enhance accessibility and provide real-time assistance. If you are telecasting live on your LinkedIn and other social media profiles, use captions, sign language interpretation, and audio descriptions.
Gather Feedback
Offer multiple feedback channels, such as phone, online forms, and email, so that your attendees can choose the most convenient one to share their experiences and concerns. Send post-event surveys to assess overall satisfaction, including specific questions about accessibility and inclusivity. Ask which accessibility feature they would like to have in your next trade show exhibition.
Bonus: Frequently Asked Questions
How much does it cost to make an event accessible?
The cost depends on your specific requirements and the scale of the event. CART services range from $60 to $200 per hour. Depending on the interpreter’s experience and location, sign language interpreters can charge around $31.89 an hour. Aira subscriptions start at $99 per month. Other costs include wheelchair rentals, captioning, audio description tools, post-event surveys and feedback tools.
What are the most common accessibility mistakes you must avoid?
Common accessibility mistakes to avoid include:
- Assuming one-size-fits-all accessibility
- Overlooking website and registration accessibility
- Ignoring venue accessibility
- Poor signage and wayfinding
- Neglecting communication accessibility
- Inaccessible seating and layout
- Overlooking sensory overload
- Failing to train staff
- Ignoring feedback
- Last-minute planning for accessibility
What are the key legal requirements for event accessibility under the ADA (Americans with Disabilities Act)?
According to the Americans with Disabilities Act, an event planner must provide physical accessibility (ramps, wide doorways, accessible restrooms), communication accessibility (sign language interpreters, captions, assistive listening devices), and digital accessibility (WCAG-compliant websites and registration forms). Other requirements include allowing service animals, providing emergency procedures to accommodate people with disabilities, training staff on disability awareness, and offering reasonable accommodations.
