Taking part in celebrations can be easier for some than others. If you’re throwing a party or hosting a gathering this summer, we’ve collected some tips to consider when planning your get-together to promote inclusivity and accessibility, so everyone can participate and feel welcomed. 

Planning the Location

Whether you hope to host an event at your home or other venue, it’s important to be sure the space features universal design elements to make it accessible to all. It helps to ask questions:

Are there barriers to entry (e.g., stairs without ramps, curbs without cuts, cumbersome doors, small entryways, etc.)

Are bathrooms accessible? 

Is there enough seating? 

Are signs visible and legible? 

Is there adequate parking? Is there a drop-off location? Is the parking lot a great distance from the entrance?

Are there clear, unobstructed paths in high-traffic areas?

Planning the Menu

The food can often be the favorite part of party planning! It can also be challenging to create a menu that everyone will enjoy.

For casual gatherings, consider a potluck, encouraging attendees to bring their favorite side dishes. Alternatively, ask guests to notify you of allergies or dietary restrictions, letting them know you’ll make every effort to modify the meal accordingly. 

If some foods contain known allergens, mark them accordingly (e.g., a label on the container, a little flag in the center, etc.) so people can skip them as needed. Place them at a distance from other dishes and be sure they have separate serving utensils. 

Planning the Details

For some, the atmosphere—the decorations, lighting, music, and more—can be inspiring and exciting. For others, it can feel overwhelming. As the saying goes, the devil is in the details. 

It can be easy to feel overstimulated, especially in a new environment or crowded space. Add on bright lights, strong smells, and/or loud sounds, and you’ve got the makings of an extremely overwhelming sensory experience. 

Try to avoid strong lighting, colorful lights, or flashing lights. If you can, try to have a separate area for food so that the aromas aren’t overpowering. Likewise, leave out items like candles, incense, or other items with strong-smelling scents. When considering music, take note of volume, speed, and style—is it fast, does it have sudden changes in pitch or tempo, etc. 

Plan to set aside a separate space where guests can allow their senses to rest. A dimly lit, quiet room can help guests recover from overstimulation. 

Planning for the Unexpected 

You can’t plan for everything! But it helps to let your guests know that you’re willing and able to make accommodations to ensure their experience is enjoyable. 

From the formal mailed invitation to the casual text, whatever form your invitations may take, it helps to let guests know what to expect. If they know details like location and menu in advance, they have the opportunity to make arrangements or accommodations as needed.   

Also, it helps to simply ask what you can do to make a guest more comfortable. In general, communicate that you are willing to make accommodations based on individual needs. If there are particular guests you expect will need assistance, check in with them and ask if they have a need. Writer Kelly Dawson wrote a wonderful personal essay for Cup of Jo on this very subject. You can read it here.

Photo credit: Jessica Bryant and Katya Wolf