Ensuring Inclusivity and Compliance: Every festival, whether a cozy local fair or a massive international music event, must prioritize accessibility from the get-go. Planning with an inclusive mindset is not just a legal obligation – it’s fundamental to welcoming all attendees. Many potential festival-goers with disabilities skip events because of perceived barriers; in one survey, two-thirds of disabled respondents said they’d love to attend festivals but feel “too many barriers” stand in their way (www.sociability.app). This statistic underscores why thoughtful accessibility infrastructure is non-negotiable for modern festivals. Seasoned organizers know that investing in ramps, platforms, and accessible facilities not only meets legal requirements (like the ADA in the U.S. or similar laws globally) but also enhances the festival’s reputation and guest satisfaction. An accessible festival demonstrates respect, shows professionalism, and opens the experience to a wider audience.
Accessible Paths and Ramps Over Obstacles
A core element of accessibility infrastructure is ensuring smooth, navigable paths throughout the venue. Festival grounds can be sprawling and temporary, often with cables, thresholds, or uneven terrain that pose hazards for wheelchair users and others with mobility challenges. Planning accessible routes means minimizing steep grades, eliminating bottlenecks, and covering any obstacles:
– Ramp Over Cables & Steps: Power cables and audio lines snaking across walkways are common at festivals. Without mitigation, they become tripping hazards or impassable barriers for wheelchairs. Experienced festival producers deploy sturdy cable ramp covers or temporary wooden ramps over any cables, curbs, or single steps. For instance, at outdoor concerts, you’ll often see gentle sloping covers where thick cables cross pedestrian paths – these not only protect equipment but also create a smooth bridge for wheels and foot traffic alike. Likewise, if there’s a stage platform or entrance with a step, a portable ramp (with non-slip surface and side edge protection) is installed to provide an alternative to stairs. No elevation change is too small to warrant attention; even a few inches can stop a wheelchair cold. As a rule of thumb, any rise above about 1/2 inch should have a ramp or beveled edge for easy rolling access.
– Firm, Even Surfacing: Outdoor festivals frequently deal with grass, gravel, or mud. Veteran organizers anticipate these challenges by laying down temporary flooring or pathways. Ground mats, aluminum trackway panels, or even plywood sheets can create wheelchair-friendly routes over soft ground. For example, a large UK festival pre-installs track mats between stages, camping areas, and toilet facilities to ensure mobility scooter and wheelchair users don’t get stuck if it rains. These pathways should be at least 36–48 inches wide to accommodate wheelchairs comfortably, per accessibility guidelines (www.viptogo.com). Regularly inspecting and maintaining these paths during the event (smoothing out ruts or re-securing loose mats) is essential, as heavy crowds can shift temporary surfaces.
– Accessible Entry and Exits: Don’t overlook the basic entry gates and exit points. They must be wide enough and step-free for wheelchairs and those using walkers or crutches. In practice, this may mean having a dedicated accessible entrance lane that avoids any narrow turnstiles or security checkpoints that are too tight. A tragic mistake some events have made is not testing the width of gates: in one notable incident, a wheelchair user arrived at a festival only to find the security barricades were placed so closely that her chair couldn’t fit through (wheelchairtravel.org). Organizers had to hurriedly lift the chair over the barrier – a scenario that can be avoided by thoughtful planning. Always measure doorways, gates, and paths to ensure they meet or exceed standard wheelchair width (usually 32 inches clear width minimum, though 36 inches is better for comfortable clearance).
Viewing Platforms and Accessible Viewing Areas
Inclusive viewing areas are a game-changer for attendees with mobility impairments. At big music festivals, where crowds stand shoulder-to-shoulder, it’s nearly impossible for a person in a wheelchair or of short stature to see the stage from ground level. That’s why providing elevated viewing platforms at stages has become standard good practice:
– Designated Wheelchair Platforms: These are sturdy raised platforms (often scaffolding or riser structures) located at optimal sightlines facing the stage. They are reserved for disabled attendees (plus typically one companion each). By elevating a section above the standing crowd, wheelchair users and others who need seating can enjoy an unobstructed view of performances. Major festivals like Glastonbury in the UK have viewing platforms at all their main stages, exclusively for fans with access needs and their companions (www.glastonburyfestivals.co.uk). Access is controlled via a special pass or wristband to ensure the space is used by those who truly need it. Each platform is equipped with a gentle ramp for entry and exit; platforms might also have safety railings, cover from weather, and dedicated staff on hand.
– Capacity and Comfort: One lesson veteran producers share is to build platforms generously sized and plan for crowd management. Platforms can fill up quickly during headline acts. To keep things safe, festivals often implement a first-come, first-served policy and have accessibility stewards stationed there to monitor numbers. It’s wise to allow companions so attendees with disabilities aren’t isolated – but you might cap it at one companion to balance inclusion with capacity. Ensure the structure is robust (meeting weight loads for multiple wheelchairs and people) and stable even if ground is uneven; adjustable legs or baseplates can help level platforms on grass (www.rapidramp.co.uk). Also, consider adding small amenities on the platforms: some events provide wheelchair charging stations or shade canopies on these viewing decks, since guests may spend many hours there.
– Ground-Level Viewing Areas: For smaller stages or in addition to platforms, consider creating reserved ground-level viewing areas. These could be roped-off sections near the front or at the sound mix position that are only for disabled attendees. While not elevated, they at least give a dedicated space with line-of-sight to the stage, often slightly raised ground or just less dense crowds. Mark these areas with clear signage (e.g., “Accessible Viewing Area”) and provide seating options if possible (simple folding chairs can help those who can’t stand long). Remember to keep these zones strictly for those who need them – staff or security should gently verify credentials so the spaces remain available to the intended audience.
– Success Story: When done right, viewing platforms garner huge appreciation. Many festivals receive positive feedback from disabled fans who finally get to enjoy a show without staring at others’ backs. A well-designed platform offers not just a view but dignity and comfort. Think of it this way: an accessible festival should have no “bad section” where wheelchair users are relegated to the very back. Instead, they’re given an equitable experience. This level of care can turn attendees into lifelong loyal fans of your event.
Reserved Accessible Camping and Seating Areas
For multi-day festivals with camping or any scenario where seating is provided, it’s critical to plan dedicated accessible areas:
– Accessible Campgrounds: If your festival includes camping or overnight stays, designate an accessible camping area close to the main event site. Ideally, this campground is on level, firm ground (avoiding hills, ditches, or rough terrain) to make movement easy. It should be located near entrances or shuttle stops, minimizing travel distance to stages. Good lighting is important too, for safety during the night. Many large festivals set up an accessible camp with its own check-in, where staff or volunteers can assist attendees in setting up tents or ensuring they have what they need. Signage should clearly mark this as a reserved area, and entry can be controlled so that only those with accessible camping passes (and their companions/family) use the space. Moreover, provide amenities like charging stations for electric wheelchairs or medical devices in this area (www.rapidramp.co.uk). The camp should have accessible toilets and showers within a short roll. By having a well-equipped basecamp, attendees with disabilities can relax and enjoy the event knowing they have a safe retreat.
– Accessible Seating Sections: For events with seated arenas, bleachers, or grandstands (think film festivals, food festivals with dining setups, or certain music stages with seating), ensure a percentage of seats are accessible. Accessible seating typically means there is space for a wheelchair (with a companion seat next to it) or an easy access chair without steps. These seats should be positioned in various price levels or sections so disabled guests have choices equivalent to non-disabled guests (not only in the back corner!). For instance, a theater venue might remove a few seats in prime locations to create wheelchair bays, or a temporary bleacher might have a viewing platform at the front row for wheelchair users. Remember the guideline: roughly 5% of seating capacity should be accessible seating (with companion seats), distributed throughout the venue. It’s also vital to keep these areas free until needed – don’t let general attendees occupy them. Use signage or ushers to reserve them.
– Quiet or Less Crowded Zones: While not a physical infrastructure change, it’s worth noting that some festivals now also offer “quiet camping” or calmer zones for those with sensory sensitivities (like attendees on the autism spectrum). Although any attendee can opt in, these areas often benefit people who need a break from the overwhelming stimuli of the main event. If your festival has the capacity, dedicating a small campground or chill-out area as a sensory-friendly space with lower noise can be another facet of accessibility and inclusivity.
Accessible Facilities: Toilets, Showers, ATMs and More
Providing accessible facilities across all key service areas is non-negotiable. A festival might have amazing stages and camping setups, but if someone cannot use the restroom or get a drink without difficulty, the event becomes untenable for them. Here’s what experienced producers focus on:
– Wheelchair-Accessible Toilets: Always provide an ample number of ADA-compliant portable toilets or restroom trailers. These units are larger in interior space, have handrails, and are step-free (often with a fold-out ramp if they are raised trailers). Importantly, they should be placed wherever restroom clusters are located – not just one isolated in the corner. For large sites, map out where general toilets will be and ensure at least one or two accessible units at each location. Keep them unlocked or provide a key/code to those who need them (some festivals issue an “accessible restroom key” or wristband to prevent misuse by others while still allowing quick access for disabled patrons (www.glastonburyfestivals.co.uk)). Cleanliness and maintenance of these units are paramount; many accessibility complaints arise when an accessible toilet is present but filthy or used as a storage closet. Plan for frequent cleaning, and consider having staff monitor that these remain available for the people who need them.
– Toilets for High-Needs Accessibility: Standard wheelchair-accessible portaloos work for many, but not all. Some attendees require adult changing facilities or more space for a caregiver to assist. If your festival can accommodate it, providing a Changing Places-style restroom (a larger unit with an adult changing bench, hoist, and extra room) is gold-standard. While not every event can afford that, be aware that a portion of festival-goers might have needs beyond what the usual ADA toilet provides (www.bbc.com). In fact, a news report in 2023 highlighted disabled fans’ frustration that typical “accessible” festival toilets were too small for a wheelchair user and aide, forcing some to dehydrate themselves to avoid using the bathroom (www.bbc.com). If a full changing unit isn’t feasible, at least ensure your accessible toilets are truly roomy and explore renting one or two high-capacity units for those who need them.
– Accessible Showers: At camping festivals, shower trailers or stalls should include accessible options. An accessible shower might have a roll-in entry (no step), a fold-down bench, grab bars, and a handheld showerhead. As with toilets, place these thoughtfully – e.g., a couple in the main shower block and definitely one in the accessible campground. Keep water temperature controls easy to use (lever handles, not stiff knobs) and maintain non-slip mats on the floor. If the shower facility is a temporary trailer, ensure a ramp up to it. Remember ventilation and cleanliness: a shower that is technically accessible but poorly maintained can become a hazard (slimy floors or mold are slip risks and health issues).
– ATMs and Vendors: Don’t forget that cash machines, merch stands, and food/drink vendor counters should serve everyone. Work with ATM providers to get at least one machine on-site that is wheelchair-accessible – typically this means the controls and cash slot are reachable from a seated height (around 48 inches or lower) and the machine has tactile keys or audio for blind users. Clearly signpost which ATM is accessible. For vendors and bars, think about counter height: if all your beer tents have high counters, a wheelchair user might struggle to make eye contact or carry items. A simple fix is to have a lower counter section at one service point, or brief staff to come around to assist someone who can’t reach. Many festivals use long picnic tables for food service which usually are fine, but any high-bar setups should have an accommodation.
– Other Amenities: Identify all key areas of your event – info kiosks, first aid, merchandise shops, charging stations, water refill points – and verify that each is reachable via an accessible path and has a way to accommodate someone with mobility or sensory needs. For instance, if your festival provides a phone charging area via lockers, ensure a few lockers are at a low height. If there are high viewing towers or special installations, consider if an alternate experience can be provided (like a ground-level platform to get a similar view, or live video feed for those who can’t climb). Inclusivity is about the details: even making sure that trash bins and other obstacles aren’t blocking ramps or that strobe lighting warnings are posted for those with epilepsy contributes to a more accessible event.
Training Staff and Communicating Accessibility
Even the best infrastructure can fall short if your staff and volunteers aren’t prepared to facilitate its use. A common failure at events is not a lack of a ramp or toilet, but rather confusion on where to find them or staff being uninformed:
– Staff & Volunteer Training: Before gates open, take time to brief all security, volunteers, and staff on the accessibility features of the venue. They should know the locations of accessible entrances, toilets, viewing platforms, and the process for things like accessible shuttles or wheelchair recharge. Make it clear that every team member is an access assistant in a way – if someone asks “Where is the ADA entrance?”, the staff should give a clear answer or escort the person, not shrug or point vaguely. Unfortunately, in past events, we’ve seen disabled attendees struggle because staff themselves were clueless. In one case, a festival’s volunteers could not direct a wheelchair user to the correct gate, leading her to traverse a longer route with poor sidewalks; when she finally arrived exhausted, an ill-trained employee questioned why she “even needed” her wheelchair (wheelchairtravel.org) – precisely the kind of interaction strong training can prevent. Emphasize empathy, patience, and problem-solving. If a wheelchair can’t fit somewhere, staff should know to quickly open an alternative gate or remove a barricade, rather than turning the person away.
– Accessibility Liaisons: It’s highly beneficial to have a dedicated Accessibility Coordinator or Team. This can be a point person (or a small team) that attendees with disabilities can contact pre-event and on-site for support. This team can oversee the accessible camping area, manage the viewing platforms, and respond to any real-time issues (like a ramp coming loose or an attendee requesting assistance moving between stages). Having a radio channel for ADA support can streamline responses.
– Communication & Information: Make information about accessibility clear in all festival communications. Well before the event, publish an Accessibility Guide or include details on your website about the services and facilities available (e.g., “We have ADA parking, shuttles, accessible restrooms at X locations, viewing platforms at Main Stage and Second Stage,” etc.). On site, signage is crucial: mark accessible routes with the wheelchair symbol, label the viewing platforms, clearly signpost accessible restrooms, and so on. If something isn’t accessible, direct people to the alternative (for example, a sign on a staircase might indicate where the ramp or elevator is located (www.viptogo.com)). Use large print on signs and consider braille or tactile signage for key permanent locations.
– Emergency Planning: Lastly, consider accessibility in emergency scenarios. If an evacuation is needed, have a plan to assist those with mobility or sensory impairments. Train staff to check viewing platforms and accessible camping areas during emergencies and guide those folks to safety. Ensure the medical team or first aid is ready to handle wheelchair battery charging or any disability-related needs that might arise (like a quiet space for someone having a sensory overload or a place to refrigerate medications).
Balancing Legal Compliance and Genuine Inclusion
While laws like the ADA (Americans with Disabilities Act) or the UK’s Equality Act set minimum standards, the most respected festivals go above and beyond compliance. Simply checking the box on legal requirements will make your event accessible on paper, but real-world experiences determine your reputation:
– Beyond the Minimum: Legal codes might require a certain number of accessible toilets or a ramp slope not steeper than 1:12, for instance. Meeting those specs is the starting point. The mentor-like advice from veteran producers is to experience your event through the eyes of attendees with different needs. Do a site walk in a wheelchair (or with eyes closed to simulate low vision, or with earplugs to consider those with hearing loss) – this can be incredibly revealing. You might notice a gravel patch that is hard to roll on, or a lack of benches for people who need frequent rests. Strive to eliminate those barriers proactively.
– Consult and Iterate: Engage with disability advocacy groups or individuals during planning. Many festivals have advisory boards including disabled fans who can point out issues planners may overlook. After each event, gather feedback from attendees with disabilities. If you hear that, say, the accessible viewing platform at Stage Two was too far to reach or an ATM lacked braille output, treat that feedback as actionable for the next edition.
– Successes and Learning Moments: Seasoned festival organizers have a trove of stories – times when accessibility planning paid off, and times it fell short. One success story might be a fan letter from a family thanking the festival for making it possible for their child who uses a wheelchair to dance at the front of the crowd thanks to a great platform and helpful staff. On the flip side, most veterans have at least one “never again” tale where something was missed: perhaps an accessible shuttle van that never arrived, or an instance where rain turned the site to mud and emergency wood chips or tractors had to be deployed to rescue attendees in wheelchairs. Sharing these stories with your team creates a culture of continuous improvement. The best festivals treat accessibility not as a one-time task, but as an integral part of every planning meeting – equal in importance to booking artists or securing permits.
– Reputation and Community Building: Remember that word spreads in the disability community about which events are inclusive and which are nightmares. Festivals that champion accessibility can become favorites among a loyal, appreciative segment of fans. They also set themselves up as industry leaders. Conversely, events that ignore these needs might face public criticism or even legal action. (There have been instances of festivals facing lawsuits for ADA non-compliance when attendees encountered significant barriers.) More importantly, failing on accessibility means failing a portion of your own community. As a mentor figure would remind newcomers: every festival’s core mission is bringing people together for a joyful experience – and “people” inherently includes those with disabilities.
Key Takeaways
- Plan Early for Accessibility: Incorporate accessibility into site design from day one. It’s easier to lay out ramps, platforms, and wide paths in the initial plan than to retrofit later.
- Eliminate Physical Barriers: Use ramps over cables/steps and sturdy flooring over uneven ground so that every area – stages, vendors, camping – can be reached by everyone.
- Provide Viewing Platforms: Set up raised viewing platforms or reserved areas at stages for wheelchair users and others who can’t stand in crowds, allowing a clear sightline to performances.
- Dedicated Accessible Areas: Offer reserved accessible camping zones near the action, and ensure any seated sections include wheelchair spaces with companion seating options.
- Accessible Facilities Everywhere: Deploy plenty of accessible toilets and showers (with adequate size and features) around the venue, and make sure services like ATMs, food stalls, and water points have accommodations (lowered counters, reachable controls).
- Train and Inform Staff: Educate every staff member and volunteer on the festival’s accessibility features and respectful ways to assist disabled attendees. Good infrastructure is wasted if staff can’t guide people to it.
- Communication is Key: Clearly advertise your accessibility offerings on websites, emails, and on-site signage. Make it easy for attendees to know where to go or whom to ask for help.
- Exceed the Minimum Standards: Don’t just aim for legal compliance – aim for genuine inclusion. Small thoughtful additions (like a charging station for mobility devices or a quiet space) can hugely enhance the experience.
- Learn and Improve: Gather feedback and continuously improve accessibility each year. Address any shortcomings and celebrate successes – an inclusive festival is an evolving effort.
- Inclusivity is Non-Negotiable: Ultimately, making a festival accessible isn’t an optional extra; it’s a fundamental part of professional, modern event production. By ensuring ramps, platforms, and accessible facilities are in place, you open your festival to all fans and uphold the true spirit of celebration for everyone.
25th August 2025