A lack of clarity, confidence and budget is preventing event planners from delivering accessible events, according to new research from The Business of Events and ICC Wales, conducted with accessibility specialist Dr Shani Dhanda and supported by the All-Party Parliamentary Group for Events.
Based on feedback from over 50 event planners last month, this latest phase of the ‘Access All Areas: Closing the Accessibility Gap in Events’ research builds on findings released last November, which revealed 93% of disabled delegates encounter barriers when attending events. That earlier study, drawing on insights from 1,000 attendees alongside over 100 venues, also found nearly one in three people identify as having a visible or non-visible disability, underlining both the scale of the issue and the need for meaningful change.
Turning the focus to event planners, the findings reveal a profession that is willing but not fully equipped. More than three-quarters (78%) of planners say they feel only somewhat or fairly confident in their understanding of accessibility requirements, with just 17% expressing full confidence. While accessibility is considered at different stages of the planning process, it is often approached reactively rather than being embedded from the outset.
Nearly two-thirds (65%) of planners report accessibility features are often charged as an additional cost by venues and suppliers. This reflects earlier findings, where almost half of venues acknowledged charging for certain adjustments, despite delegates viewing accessibility as a basic expectation rather than an optional extra.
The research also highlights a continued gap between what venues promise and what is delivered in practice. Planners frequently encounter challenges around physical access, staff preparedness, communication and signage, as well as the sensory environment. For many, these issues have real consequences, with nearly two-thirds (65%) saying they have changed or rejected a venue because of accessibility concerns.
Digital accessibility is emerging as one of the most pressing challenges. Nearly half (45%) of planners are either not confident in the accessibility of their event websites, registration systems and apps, or have never assessed them at all. Awareness of legislation is also limited. Over 80% of planners say they are either unfamiliar with or unclear on the requirements of the European Accessibility Act, despite its growing importance for international events.
There is a clear call for change. Planners are asking for greater consistency, clearer information and more practical support. This includes standardised accessibility information from venues (85%), clearer guidance on costs (52%), greater access to training (67%) and specialist expertise to help them deliver with confidence (56%).
A spokesperson for The Business of Events said:“Following our initial research, which highlighted the real barriers delegates continue to face, this next phase gives us an essential missing piece of the picture. Event planners clearly want to do the right thing, but they are being held back by a lack of clarity and consistency across the industry. Accessibility needs to be considered from the very beginning of the planning process, across both physical and digital experiences.”
Craig Bingham, Managing Director of ICC Wales, said: “This research confirms that planners are under pressure to deliver accessible events without the clarity or support they need. When you consider 93% of disabled delegates are still facing barriers, it is clear that the industry must move faster and work more closely together to close the gap. At ICC Wales, we are committed to leading this conversation and working with partners to drive meaningful, lasting change.”
Accessibility Specialist Dr Shani Dhanda said: “This latest research is an important step forward for the industry, and it is encouraging to see The Business of Events and ICC Wales continuing to commit and lead this conversation. By bringing together the voices of delegates, venues and now event planners, it highlights both the progress being made and the work still to be done. Accessibility is a shared responsibility, and continued collaboration like this is essential if we are to create lasting change across the events sector.”
The findings will be presented at the ABPCO Festival of Learning as part of an ongoing programme to drive progress across the industry, alongside continued engagement with policymakers including a planned Parliamentary Roundtable with the All-Party Parliamentary Group for Events in June.