Access Communications with Photos & Measurements: Making Festivals Inclusive

Inclusion through information – it’s a simple yet powerful idea. A truly family-friendly festival strives to welcome everyone, from wheelchair users and visually impaired guests to parents with prams and kids with sensory sensitivities. The key? Transparent access communication. Leading festivals around the world have learned that sharing detailed accessibility information – complete with exact measurements, real photographs, and up-to-the-minute updates – can transform an event into a welcoming space for all. As an experienced festival producer would advise: when it comes to inclusion, knowledge is not just power, it’s peace of mind for your attendees (www.cntraveller.com).

In this guide, we’ll explore practical steps to level up your festival’s access communications. From publishing ramp gradients and door widths, to sharing real images instead of renders, to offering personalized planning support – these tips are grounded in real-world festival experiences. Whether you run a small local fair or a massive international festival, providing accurate accessibility details and keeping them updated isn’t just a nice gesture; it’s becoming industry standard and expectation (attitudeiseverything.org.uk) (attitudeiseverything.org.uk). Let’s dive in.

Why Detailed Accessibility Info Matters

“Information is inclusion.” This mantra rings true across the events industry. Research by Attitude is Everything, a leading accessibility charity, found that 52% of surveyed venues and festivals provided poor or no online access info (attitudeiseverything.org.uk). That lack of information turns away potential attendees – many disabled people simply won’t buy a ticket if they’re unsure they can navigate the venue (attitudeiseverything.org.uk). On the flip side, providing rich detail signals that your festival values every visitor and has nothing to hide. It’s a trust-builder. For family audiences, it also shows parents that the environment will be safe and navigable for children, strollers, and grandparents.

Real festivals have proven the impact of transparency. For example, Glastonbury Festival produces a comprehensive 30-page Accessibility Guide each year, crafted by a dedicated Access Team (www.cntraveller.com). This online guide covers everything from terrain descriptions and mobility shuttle routes to the exact locations and codes for accessible toilets (www.cntraveller.com). Such depth of info offers something priceless to attendees with access needs: reassurance. One wheelchair user described Glastonbury’s guide as a “bible of accessibility” that answered questions they hadn’t even thought to ask (www.cntraveller.com), reducing anxiety before the event. The takeaway is clear: detailed info can make the difference between someone feeling excluded or excited to attend.

Publishing Ramp Gradients, Door Widths, and Seat Heights

When crafting your festival’s access information page or pack, don’t shy away from technical specifics. List the numbers – they matter! Here are key measurements to include and why:

• Ramp Gradients: Publish the slope ratio or gradient for any ramps on-site, whether it’s the entryway to a stage platform or a temporary bridge over cables. The steepness of a ramp determines who can use it independently. For instance, a 1:12 slope (8.3%) is generally the maximum for unassisted wheelchair use (as recommended by the ADA in the US) (upsideinnovations.com). Anything steeper might require help. By stating, say, “Ramp from main gate to festival ground: 1:10 gradient over 2m”, you empower attendees to assess if they’ll need assistance. During the UK’s Boomtown Fair, after feedback from wheelchair users, organizers adjusted certain ramps and clearly listed their gradients on the access info page, ensuring everyone knew what to expect. If your site is hilly or on uneven terrain, consider mapping out accessible routes that avoid extreme inclines, and note these routes clearly (Glastonbury does this with its marked “Access Routes” that bypass steep areas (www.cntraveller.com)).

• Door Widths & Entrances: If your festival involves indoor venues, tents, or structures with doorways, provide the clear width of those entrances. Standard wheelchair width is about 700mm, but comfortable clearance is higher. In fact, modern accessibility standards often call for 850mm (~33.5 inches) minimum door width (festival.roommagazine.com). By comparison, older buildings might only offer ~810mm. Publishing a detail like “Gallery Tent entrance width: 820mm” allows a person with a wider powerchair or a parent with a double stroller to plan accordingly. A great example comes from Canada’s Growing Room Festival, which publicly shared accessibility audits of its venues. They listed door measurements (e.g. noting an 810mm doorway that fell slightly short of the latest standard) (festival.roommagazine.com). This honesty let attendees decide if they could fit or if they’d need an alternate route, rather than facing an unpleasant surprise on the day.

• Seating Heights & Viewing Platforms: For any provided seating (bleachers, picnic tables, or viewing platforms for disabled guests), include heights and dimensions. Why? Many wheelchair users like to know if they can transfer onto a seat, which is easier if the seat height closely matches their wheelchair’s seat height. If you have a raised viewing platform in front of a stage, list its height off the ground and how it’s accessed (ramp or lift). Is there space for a companion seat next to a wheelchair spot? How many wheelchairs can it accommodate? For instance, Victorious Festival in the UK openly states the number and location of its raised viewing platforms and how to apply for a spot on them (www.victoriousfestival.co.uk). Family festival organizers should also note seating for children: are there booster seats or low viewing railings for little ones? Informed parents will appreciate knowing if they should bring a portable booster or if the festival provides one.

Tip: Where possible, relate these measurements to everyday objects. E.g., “Door width 810mm (roughly the width of a standard home door)” or “Ramp gradient 1:15 (a gentle slope)”. This makes the info more digestible to non-experts.

Share Real Images, Not Renders

A picture is worth a thousand words – especially if it’s a real one. Whenever you describe an accessibility feature or layout, accompany it with an actual photo of the current setup. Why insist on real images over pretty 3D renders or abstract icons? Authenticity and accuracy.

• Show Actual Conditions: Renders often portray an ideal scenario, whereas a photo reveals true conditions. For example, a render might omit the small step at a doorway or the gravel texture of a path, while a photo will show these. By sharing real images of the ramps, bathrooms, or pathways, you help attendees visualise navigating the space. This is crucial for autistic visitors or children – families can use photos to familiarize kids with what to expect, reducing stress. At Sydney’s Vivid Light Festival, organizers include photos of accessible viewing areas and entrances on their website, helping families with autistic children prepare for the sensory environment in advance (noise-cancelling headphone zones, stroller-friendly paths, etc.).

• Build Trust through Transparency: Posting images of your actual accessible facilities (e.g., the wheelchair platform by Main Stage or the interior of an accessible shuttle bus) signals that you have nothing to hide. It shows you take inclusion seriously enough to let the audience “see for themselves.” Many festivals partner with disability advocacy groups to audit their sites and then publish photos as proof of improvements. For example, when British Summer Time Hyde Park upgraded its accessible viewing platform, they shared photos on social media and in access info packs showing the platform sightlines and ramp access, reassuring ticket holders that the investment was made.

• Use Captions and Alt-text: Ensure each image is well-described. In your online guide or blog, add captions like “Photo: Accessible viewing platform at Sunset Festival 2023 with ramp access and wheelchair users enjoying the show”. This not only credits your efforts but also provides context (and helps visually impaired users if using screen readers with alt-text).

Finally, remember to get permission if the photos include attendees, or use shots taken before the crowds arrive. The goal is to highlight the infrastructure, not intrude on anyone’s privacy.

Provide Contacts for Bespoke Planning

No matter how detailed your published information is, every individual’s needs are unique. That’s why it’s vital to provide a direct contact (or team) for accessibility queries and custom requests. Many top-tier festivals now have an Accessibility Manager or an Access Concierge service available to patrons.

• Dedicated Access Contact: Set up a dedicated email address (e.g., accessibility@[YourFestival].com) or a phone line for accessibility support. Clearly list this contact on all communications. Major events like SXSW (South by Southwest) explicitly invite attendees to reach out with specific needs not already covered (www.sxsw.com). The SXSW accessibility page says, “If you have accessibility requests or requirements that are not covered on this page, please contact [email protected] so we can work together to find an accommodation.” (www.sxsw.com). This approach tells guests that the festival is open to adaptations – be it arranging a sign language interpreter for a panel, or finding a quiet space for a person with anxiety.

• Bespoke Solutions: Be prepared to handle a range of inquiries. For one person, “bespoke planning” might mean scheduling a tour of the site before the festival opens, so they can get their bearings with fewer people around. For another, it could be arranging refrigeration for medication at the medical tent, or discussing the availability of a sensory room for a child with autism. Burning Man, for example, has an entire team (the Black Rock City Accessibility Services) to coordinate things like on-demand accessible transport around the playa and even charging for power wheelchairs – all reachable via contact ahead of time. Your festival might not need a whole team, but having a knowledgeable point person goes a long way.

• Community Engagement: Some festivals even hold open Q&A sessions (online webinars or local meet-ups) for disabled attendees in advance. Consider hosting a short live chat or AMA (Ask Me Anything) on social media with your accessibility coordinator answering common questions. It’s a chance to show your human side and commitment to inclusion. Plus, the questions you get can inform future improvements and FAQ content.

Don’t forget to also brief your general customer service staff about accessibility inquiries. Every staff member or volunteer should know where to direct such questions, so no email or call goes unanswered or bounces around.

Update Information Live if Layouts Change

Festivals are like living organisms – things move, weather intervenes, plans change. That’s exactly why static info isn’t enough. To truly serve your attendees, especially those with access needs, you must keep your information live and up-to-date.

• Real-Time Updates: If a stage location shifts or a facility is relocated, update your maps and info pages immediately. For example, suppose heavy rain forces you to close a steep path that was marked as an accessible route. You should promptly alert attendees and update your info. For instance:

NOTE: The hillside path by Stage 2 is closed due to mud; please use the alternate route via Gate B (approx. 300m longer, moderate slope).

Quick action can turn a potential accessibility crisis into a manageable detour. Coachella famously uses push notifications in its festival app – a practice you can emulate for critical updates like if an accessible shuttle breaks down or an elevator goes out of service, so affected attendees know where to go instead.

• Version Control: Maintain an online accessibility map and guide that notes the last updated timestamp. This assures readers that the info is current. During the event, consider a visible updates log (e.g., “Update 10:00 AM: Changing Places toilet at North Arena temporarily out of order, please use South Arena facility.”) Transparency in hiccups and fixes is part of good customer service. Many festivals set up an Access Info Booth on site; ensure that any change communicated there (like a new viewing platform policy or a rerouted path) also gets reflected online and in any festival-wide announcements.

• Collaborate with Attendees: Encourage attendees to flag issues in real time too. Provide a phone number or text line for accessibility-related assistance during the event. If a wheelchair user texts that a ramp is wobbling or a toilet is low on supplies, your team can fix it and update others if needed. This two-way communication creates a sense of community care. In one instance at Lollapalooza, attendee feedback led to repositioning a metal barricade that was partially blocking a paved access route; the team not only moved it quickly but also tweeted out a note so others knew the path was clear.

Remember that families, especially, appreciate timely info. Parents shepherding kids (perhaps with a tired toddler in a stroller or an elder relative in tow) need to know as soon as possible if, say, a shuttle schedule changes or a gate is closed, so they can adjust plans on the fly. Live info updates help everyone manage their day better.

Family-Friendly Focus: Inclusion for All Ages and Needs

Because this article appears in the Family-Friendly Festivals category, it’s important to emphasise how accessibility communication benefits families as well as disabled individuals. A truly family-friendly festival is one where every family member, from the youngest to the oldest, can enjoy the event with ease. Here are some family-centric accessibility considerations:

• Stroller and Pram Access: Many festival sites that are wheelchair-accessible are also stroller-friendly – but parents won’t know unless you tell them. If you publish ramp gradients and note “all areas are accessible via ramps or flat pathways,” parents with prams know they can get around without hauling a buggy up stairs. Likewise, listing door widths isn’t just for wheelchairs; it tells a mum with a double-wide stroller whether she’ll fit through the craft tent entrance. Make a note of any stroller parking or pram-friendly viewing areas as well.

• Quiet Spaces and Parental Rooms: Family festivals often provide baby changing facilities or quiet nursing areas. Include these in your access info too, as part of being inclusive. Also, if you have sensory-friendly areas or scheduled “sensory relief” times (dimmer lights, lower volume), highlight them. For example, Geronimo Festival (a UK family festival) introduced a sensory calm tent for children with autism; their communications included photos of this tent and details on what times it was open, helping parents plan visits during less overwhelming moments.

• Elderly and Pregnant Attendees: A family-friendly environment might include grandparents or expectant mothers. While they may not identify as “disabled”, they benefit from similar information – like seating availability and heights (can Grandma rest on a high stool or is there a chair with back support?), and the location of ramps vs. stairs (important for someone with limited knee strength or an expectant mum avoiding steep climbs). By clearly marking gentle access routes and providing plenty of rest areas (and stating where those are), you make the festival more navigable for multi-generational families.

• Case Study – Community Engagement: Consider the approach of Festival XYZ in New Zealand (a fictional composite example representing best practice). When planning their family-friendly weekend festival, they consulted local families who have children with disabilities. These parents advised on everything from the placement of portable toilets (kids who are potty-training might need one quickly accessible) to sharing photos of the kids area ahead of time to build familiarity. The festival created a Facebook album a week before opening, showing each family zone – the craft tent, the child-friendly stage with its padded floor seating, the location of the medical tent – complete with captions and key measurements (e.g., “stage platform height 50cm”). This initiative earned praise from attendees for reducing first-time jitters. It exemplifies how community input and proactive info-sharing can enhance inclusion and your festival’s reputation.

In summary, think broadly: accessibility info isn’t only for wheelchair users – it’s for anyone who might benefit from clarity and advance knowledge, which in a family setting is just about everyone.

Successes and Lessons Learned

Even with the best intentions, festivals have hit bumps on the road to accessibility. It’s crucial to learn from both the triumphs and the challenges:

• Success Story – Glastonbury’s Gold Standard: As mentioned, Glastonbury Festival in England has set a high bar. Over years of investment and learning, they now offer features like accessible camping with power hookups for medical equipment, sign-language interpreters for performances, and detailed, regularly updated guides (www.cntraveller.com) (www.cntraveller.com). Their approach shows that iterative improvement (year-on-year upgrades based on feedback) and hiring an experienced access team pays off with loyalty and love from disabled festival-goers. Other big events, from Mexico’s Vive Latino to Australia’s Woodford Folk Festival, have begun adopting similar comprehensive info packs, recognizing that these efforts expand their audience and improve safety for all.

• Challenge – Terrain Troubles: Not every festival takes place on a flat field. A forest or mountain venue can be magical but poses obvious challenges. One example is Lost Village Festival in rural Lincolnshire, UK – set in woodlands, it wowed attendees with scenery but stumbled on access: a wheelchair-using music fan reported struggling with mud, uneven ground and the lack of an accessible viewing platform at the main stage (disabilityhorizons.com) (disabilityhorizons.com). The lesson? If your dream venue has difficult terrain, acknowledge it openly and mitigate wherever possible. Tell attendees what areas might be hard to traverse and what you’ve done about it (temporary pathways, mats over mud, shuttle services, etc.). And if something isn’t feasible (like a platform in an ancient forest clearing), at least communicate clearly so disabled guests can make an informed choice or you can offer an alternative experience (perhaps a virtual stream or a reserved area at the back that is elevated).

• Success in Community Engagement: Some festivals have turned accessibility into a collaborative effort with their audience. Canada’s Calgary Folk Music Festival invites feedback from attendees each year via surveys specifically asking about access experience – and they publish the results and improvements made. In 2022, feedback led them to add more accessible porta-loos and shade tents, which they announced ahead of the 2023 festival, complete with photos and a map update. This practice of closing the feedback loop publicly not only improves the festival but builds immense goodwill. The broader community sees that the festival cares and listens.

• Failure to Avoid – The Information Blackout: A cautionary tale is any event that announces great accessibility features but fails to communicate details. There have been instances of festivals trumpeting “Accessible for All!” in marketing, yet providing minimal guidance on getting around the site. Attendees showed up to find staff unaware of accessibility arrangements or missing infrastructure. The backlash on social media can be fierce, and rightly so. One unnamed large festival (to spare their blushes) learned this the hard way when disabled attendees arrived and discovered promised shuttle services were hard to find and staff couldn’t direct them. In the aftermath, the organizers brought in consultants to overhaul their info and training. The moral: under-delivery and under-communication can harm your festival’s reputation. Avoid this by being realistic in your promises and thorough in your communications before and during the event.

By studying what went right and wrong elsewhere, you can better future-proof your own festival. Always be open to learning – the landscape of accessibility expectations is evolving, and staying ahead means continuous education and adaptation.

Key Takeaways

• Information is Inclusion: Providing detailed accessibility information (ramps, widths, photos, etc.) upfront can be the deciding factor for many potential attendees (attitudeiseverything.org.uk). Never assume people will “figure it out”; spell it out.
• Measure & Publish: Include exact measurements for key access features like ramp gradients, doorway clearances, steps, and seating heights. Numbers add credibility and utility.
• Use Real Photos: Enhance descriptions with actual images of your venues and facilities. Avoid shiny renders – authenticity builds trust and helps people plan (especially those with visual and cognitive needs).
• Personalised Support: Offer direct contact options (email/phone) for accessibility requests. Work one-on-one with attendees who have unique needs – this extra service can turn a stressful situation into a positive experience.
• Stay Dynamic: Treat your access info like a live document. Update your website, app, or maps immediately if layouts change or issues arise. Quick, transparent communication of changes prevents confusion and shows you care.
• Think Family & Diversity: Remember that accessibility info benefits everyone – parents with strollers, seniors, pregnant attendees, kids with autism. A family-friendly festival by nature should be an accessible festival.
• Learn & Improve: Continuously gather feedback and observe what other festivals are doing. Celebrate your successes (share them in press releases or blogs), and be honest about challenges. Showing that you listen and evolve is key to long-term success.

By embedding these practices into your festival planning and communications, you set the stage for an event where all attendees can focus on the fun rather than the barriers. In the end, being inclusive isn’t just the right thing to do morally – it also expands your audience, enhances your festival’s image, and creates a richer, more vibrant community atmosphere. When in doubt, remember: the more information you share, the more inclusive your festival becomes.