Event Planners Struggle to Deliver Accessible Events, New Research Reveals

A lack of clarity, confidence and budget is preventing event planners from delivering truly 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 more than 50 event planners gathered last month, the latest phase of the ‘Access All Areas: Closing the Accessibility Gap in Events’ research builds on findings published in November, which revealed that 93% of disabled delegates face barriers when attending events. That earlier study, which drew on insights from 1,000 attendees and more than 100 venues, also found that nearly one in three people identify as having a visible or non-visible disability — reinforcing both the scale of the challenge and the urgent need for meaningful change.

This new phase shifts the spotlight onto event planners themselves, revealing an industry that is willing to improve but not yet fully equipped to do so. More than three-quarters (78%) of planners say they feel only somewhat or fairly confident in their understanding of accessibility requirements, while just 17% describe themselves as fully confident. Although accessibility is considered at different stages of the planning process, it is still too often approached reactively instead of being embedded from the outset.

Budget constraints remain a major obstacle. More than half (54%) of planners say cost is either a moderate or significant barrier to delivering accessible events, highlighting the ongoing challenge of treating accessibility as a core requirement rather than an optional add-on.

That issue is reinforced by venue and supplier practices. Nearly two-thirds (65%) of planners report that accessibility features are frequently charged as additional extras. The finding mirrors earlier research, in which almost half of venues admitted charging for certain adjustments, despite delegates overwhelmingly viewing accessibility as a basic expectation.

The report also exposes a persistent disconnect between what venues promise and what planners experience in practice. Common concerns include physical access, staff preparedness, communication and signage, as well as sensory considerations. For many planners, these shortcomings directly influence decision-making, with nearly two-thirds (65%) saying they have changed or rejected a venue due to accessibility concerns.

Digital accessibility is emerging as one of the sector’s most pressing issues. Almost half (45%) of planners say they are either not confident that their event websites, registration systems and apps are accessible, or have never assessed them at all. Awareness of legislation also remains low, with more than 80% of planners unfamiliar with — or unclear about — the requirements of the European Accessibility Act, despite its growing relevance for international events.

Taken together, the findings paint a picture of an industry struggling to align expectations with delivery. Delegates continue to encounter barriers, venues often believe they are offering accessible solutions, and planners are left trying to bridge the gap between promise and reality.

The research also reveals a strong appetite for practical change. Event planners are calling for greater consistency, clearer information and stronger support mechanisms across the sector. Key priorities include standardised accessibility information from venues (85%), clearer guidance around costs (52%), increased access to training (67%) and specialist expertise to help planners deliver events with greater confidence (56%).
 

Event Planners Invited to Shape Next Phase of UK Accessibility Research

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 (on the left) added: “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 a wider programme aimed at driving progress across the industry, alongside continued engagement with policymakers, including a planned Parliamentary Roundtable with the All-Party Parliamentary Group for Events in June.
 

Published by Meeting Media Company, the publisher of Headquarters Magazine (HQ) – a leading international publication based in Brussels, serving the global MICE industry and association community.