3 Accessibility Considerations for Fundraising Events

It’s no secret that the goal of every fundraising event is to raise as much money as possible. Every attendee counts toward this goal. The more people who sign up, the more you earn through ticket sales and donations. Therefore, ensuring your event is accessible to as many people as possible is not just about inclusivity — it directly contributes to your fundraising success.

By planning for accessibility, you create a welcoming environment for your whole community, providing top-notch experiences for all attendees. Start by designating a member of your event team to be in charge of accessibility. Include their contact information in your event marketing materials, so people interested in attending can reach out with questions.

Let’s explore three accessibility considerations to guide your decision-making throughout the event planning process.

1. Event Materials

The event experience begins even before attendees sign up. Today’s nonprofit marketers need to stay on top of donor expectations and preferences, which includes creating a seamless online experience with their organization’s website and other digital content.

Ensure that your event registration forms and marketing materials are screen reader-friendly and navigable by keyboard only. The forms should provide registrants with the opportunity to make any accessibility requests through a chat function or contact information on screen.

During your fundraising event planning, you’ll want to produce supporting material to inspire and instruct your audience. Consider how you’ll improve the accessibility of your:

• Visual content. Use larger print, high-contrast colors, and sans serif fonts on text materials. Also, include descriptive alt text for all online images and diagrams to aid people using screen readers. 
• Videos and presentations. If you are going to show videos, include captions. For both videos and live presentations, consider providing sign language interpreters and assistive listening devices.

There are plenty of free tools available to evaluate the accessibility of your nonprofit’s online content. While you’re at it, consider using these tools to evaluate all of your web content, not just your event materials.

2. Venue

When choosing a venue for your fundraising event, consider accessibility by inquiring about:

• Elevators. Where are they located, and how many will be in service for your event?
• Access Ramps. Check for the availability of access ramps at all entrances to ensure everyone, including people using wheelchairs or other mobility aids, can easily enter and navigate the venue. 
• Parking. How far is the parking area from the venue entrance? Is valet parking available to assist guests? Look for designated accessible parking spaces and aisles close to the entrance.
• Restrooms. For events up to six hours, aim to have one toilet for every 50 guests. Ensure all restrooms are fully accessible.
• Seating. Leave ample space around tables for guests who need assistance to move freely.
• Lighting. To accommodate guests with low vision, consider venue options that allow for some natural light. Avoid fluorescent lighting, which can be challenging for people with autism. If fluorescent lights are unavoidable, ask if the venue can install filters on them.

You can also add a virtual attendance option for your fundraising event. This format provides more convenience to guests who may prefer to participate from the comfort of their own homes.

3. Dietary Options

If you’re serving food and drink at your fundraising event, be considerate of your guests' dietary needs. Allow registrants to share any dietary restrictions, allergies or sensitivities when they sign up.

Also, clearly announce the available food options on your website and in communications sent to guests beforehand, so they can plan accordingly.

Consider providing a variety of menu options to meet common dietary requirements, such as:

• Vegetarian.
• Vegan.
• Gluten-free.
• Dairy-free.
• Keto.
• Kosher.
• Halal.

If your team opts for buffet service instead of a plated meal, ensure physical accessibility by choosing a location with low food counters and wide aisles. Additionally, your caterer should clearly label foods with potential allergens to accommodate all guests' needs.

After your fundraising event concludes, send a post-event survey to attendees to collect feedback on their overall experience. Ask about their satisfaction with the accessibility of your event and how you can improve your efforts going forward. Use the responses you collect to continue tailoring your future event planning to your specific audience’s needs and expectations.

The preceding post was provided by an individual unaffiliated with NonProfit PRO. The views expressed within do not directly reflect the thoughts or opinions of NonProfit PRO.