Last year, we launched AccessFest in downtown Toronto, a free public festival built around a simple but important idea: accessibility should not be added after the fact – it should shape the experience from the very beginning.

As the founder of AccessNow, I’ve spent years mapping accessibility around the world and listening to disabled people describe the barriers they face in everyday spaces. Again and again, I heard the same thing about festivals, conferences, community events, and public gatherings: people often felt accommodated, but rarely fully included.

AccessFest was created to challenge that. We wanted to build an event where accessibility was integrated into every layer of the experience, from programming and pathways to wellness spaces, signage, seating, transportation considerations, and volunteer training.

Accessibility isn’t a niche issue, and inclusion changes how people experience community itself. As someone who uses a wheelchair, I often know whether an event is going to work for me long before I arrive.

Sometimes the signs are obvious. Missing venue details. No information about washrooms or entrances. Registration forms that assume everyone experiences the world the same way. Other times, it is more subtle. A website that says “fully-accessible” without explaining what that means. A volunteer unsure how to help. A venue chosen because it is trendy, yet many disabled people still can’t access it independently.

For many disabled people, attending an event involves planning that most people never see. Transportation. Washrooms. Seating. Entrances. Lighting. Sound. Navigation. Energy levels. Support workers. Backup plans.

That planning can determine whether someone chooses to participate at all.

After years of building accessibility-focused experiences through AccessNow, I’ve learned something important: accessibility is not about perfection. It is about intention, communication, and reducing barriers before people encounter them.

For nonprofits and charities, the topic of accessibility can feel overwhelming at first. Budgets are tight. Teams are lean. Venues are imperfect. But meaningful inclusion does not always require major infrastructure investments. Many of the most impactful changes are operational, cultural, and surprisingly achievable.

Here are some practical ways organizations can create more accessible and inclusive events.

Share detailed accessibility information before the event

One of the biggest barriers people face is uncertainty.

Many event pages simply say “accessible venue” or fail to mention access at all. That does not help someone determine whether they can realistically attend.

Provide specifics:

• Is there a step-free entrance?
• Are washrooms accessible?
• Is there nearby accessible parking or transit access?
• Will there be ASL interpretation or captions?
• Are there quiet spaces?
• Will seating be provided?
• If outdoors, is the terrain uneven, gravel, or grass?
• Are support people able to attend without charge?

People are far more likely to attend when they know what to expect.

At AccessNow, we’ve seen how access to information alone changes participation. Accessibility is not only about infrastructure. Information itself is access.

Build accessibility into registration

Registration forms are often missed opportunities.

Instead of waiting for people to email accommodation requests separately, create space for accessibility needs directly within the registration process.

Simple prompts help:

• Do you have any accessibility requirements we should know about?
• Will you be attending with a support person?
• Do you require accessible seating?
• Are there sensory considerations we should be aware of?

This shifts accessibility from reactive to proactive planning.

Train volunteers and staff

Even well-designed events can fail if volunteers and staff are unprepared. You do not need complex training programs, but your team should understand:

• How to offer assistance respectfully
• How to communicate clearly
• Where accessible routes and services are located
• What to do if a barrier arises

People remember human interactions more than policies. A calm, informed volunteer or staff member can completely change someone’s experience.

Think beyond mobility

Accessibility is often reduced to ramps and elevators, but inclusion involves much more. Many people live with disabilities that are not visible. Events become more welcoming when organizers recognize the diversity of how people experience spaces.

Consider:

• Captioning and audio quality
• Lighting and sensory stimulation
• Flexible seating options
• Rest areas
• Scent sensitivity
• Dietary needs
• Accessible digital materials
• Clear signage

Avoid isolating disabled attendees

One of the most common mistakes I see is separating disabled attendees from the main experience.

Accessible seating areas are important, but they shouldn’t prevent people from being able to participate socially with friends, colleagues, and family members. Often, policies limit accessible seating to only one additional companion.

Listen to lived experience

Often, the best accessibility solutions come from disabled people themselves, because we know what works for us.

When planning for an event, try to invite feedback early. Include disabled volunteers, speakers, attendees, and partners in the planning process.

Meaningful accessibility improves when people with lived experience are included at the table, not consulted after decisions are made.

Accessibility strengthens community

For nonprofits and charities, events are often about connection. They bring people together around shared missions, fundraising, learning, culture, and community. What is exciting to realize is that accessibility expands who gets to participate in those moments, and really benefits everyone.

It strengthens volunteer engagement, improves trust, and increases participation. It signals that people are valued, respected, and welcome, and it results in more intuitive user experiences.

Most importantly, accessibility benefits more people than organizations realize. Parents with strollers, older adults, people recovering from injuries, newcomers navigating unfamiliar systems, and people managing fatigue or anxiety all benefit from more thoughtful event design.

You do not need to solve everything at once

Start small. Be transparent. Keep improving.

People rarely expect perfection. But they do remember when an organization makes a genuine effort to include them.

Maayan Ziv is an entrepreneur, photographer, and disability advocate, and the Founder and CEO of AccessNow, a global platform helping people discover and share accessibility information about places and spaces around the world. She is also the creator of AccessFest, a free public festival in Toronto designed with accessibility and inclusion at its core. Follow Maayan on Instagram at @maayanziv

AccessFest is on June 6 in Toronto, for more information visit  accessfest.ca

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