Choosing a venue that is really accessible to all participants

These issues directly influence participation. A venue may look spectacular in photos but be far less appealing when you have to cross town during rush hour, spend twenty minutes looking for a parking spot, or navigate a series of steps in a wheelchair.

Accessibility must therefore be understood in the broadest sense. It encompasses location, transportation, parking, and active transportation, as well as entrances, circulation routes, restrooms, signage, and conditions for participation inside the building.

Choosing a venue that is accessible to everyone isn’t just about checking a regulatory box. It’s about removing the barriers that might prevent someone from attending, getting around, or fully enjoying the event.

Think About the Journey Before Thinking About the Venue

During a site visit, attention naturally turns to the main hall. Is it large enough? Well-lit? Well-equipped? Flexible?

These criteria are important, but they come after an initial hurdle that is often underestimated: the journey.

A venue’s geographic accessibility must be assessed based on where participants are actually coming from. A venue close to your headquarters isn’t necessarily convenient for clients coming from other regions. Similarly, a central location doesn’t guarantee easy access if parking options are limited or if public transportation connections are complicated.

Start by mapping out the main departure points: offices, train stations, airports, hotels, or cities of origin. You can then check whether the venue offers several viable options rather than just a single mode of access.

Evaluate the Venue Using a Multimodal Approach

An accessible event should not require all attendees to travel in the same way. The more varied the options, the more likely each person is to choose the one that best suits their situation.

Access by Train and Public Transportation

Proximity to a train station is an advantage for guests coming from another city or country. However, you must also consider the final leg of the journey.

Is the station within walking distance? Is there a bus connection? Do the schedules align with the start and end times of the event? Is the route from the stop to the building’s entrance straightforward, well-lit, and accessible?

Simply stating “accessible by public transportation” is too vague. The invitation should specify the line, the stop, the approximate travel time, and the walking distance. Also consider the return trip: a reception that ends after the last bus has left is not quite as accessible as one held earlier in the day.

Access by Car and Parking

A car is sometimes essential, particularly for participants coming from areas with limited public transportation, people transporting equipment, or those whose mobility requires door-to-door transportation.

Check the number of available spaces, their distance from the entrance, and whether accessible parking spots can be reserved. A parking lot that is close by but separated from the building by a high curb, a steep slope, or a roadway that is difficult to cross does not constitute a truly accessible route.

The availability of charging stations is also an important consideration for electric vehicles. Ask how many stations are available, how they are activated, and whether reservations are required.

Arriving on Foot, by Bicycle, or via Carpool

Multimodal accessibility also includes short trips. Can the venue be reached via a continuous pedestrian route? Is there a space to park bicycles? Can a participant be dropped off near the entrance without blocking traffic?

A well-located drop-off zone makes it easier for people with mobility challenges, elderly guests, pregnant women, or anyone temporarily limited by an injury to arrive.

For groups, carpooling or a shuttle from a train station can complement existing transportation options. These options must be planned early enough to be included in the information sent to participants.

Examine the Entire Travel Path

An accessible entrance is not enough if the rest of the route contains obstacles.

The CAWaB Event Accessibility Guidelines recommend considering accessibility in all its dimensions: the physical environment, information, communication, equipment, services, and content. The goal is to enable participation that is as independent as possible.

When visiting the venue, therefore, retrace a participant’s entire route:

1. From the transit stop or parking space to the entrance
2. From the entrance to the reception desk
3. From the reception desk to the main hall
4. From the hall to the restrooms, coat check, and break areas
5. From the main program to any workshops or outdoor areas
6. From the hall to the exit at the end of the event

This method reveals gaps that go unnoticed when observing each space separately. A terrace, for example, may be accessible but only via a single step. An elevator may serve the floor but be too far away or insufficiently marked. A corridor that is wide enough may become impassable once tables, display stands, and technical equipment are set up.

Accessibility is a continuum. A single obstacle can disrupt the entire chain.

Checking accessibility for people with limited mobility

The term “people with limited mobility” does not refer solely to wheelchair users. It also includes people who have difficulty walking, use a cane, are recovering from an injury, or have trouble standing for long periods.

Several factors must be considered for the venue:

• Step-free access or a ramp with an appropriate slope
• Doors that are wide enough and easy to open
• Unobstructed hallways that allow for passing and maneuvering
• An accessible elevator when multiple levels are in use
• Adapted restrooms that are clearly marked
• Tables and counters that can be used from a seated position
• Designated spaces in the room that do not isolate those with special needs
• Accessible buffets, bars, and networking areas
• An evacuation procedure that takes different needs into account

The layout chosen on the day of the event is just as important as the permanent infrastructure. Cables running across an aisle, decorations placed in front of a ramp, or bar tables set up in a passageway can negate the benefits of a well-designed building.

Before the doors open, be sure to walk through the venue one last time in its actual configuration.

Do not limit accessibility to wheelchair users

Physical accessibility is a priority, but it does not cover all needs.

A person with low vision will benefit from high-contrast signage, sufficiently large text, and consistent lighting. A person who is hard of hearing will need a clear sound system, appropriate seating placement, and—depending on the format—subtitles or an interpretation service. A person with comprehension or orientation difficulties will appreciate brief instructions, consistent pictograms, and a straightforward layout.

Acoustics deserve special attention. A reverberant space or background music that is too loud can make conversations difficult, even for people who have not reported a hearing impairment.

Lighting also matters. Very dark areas, harsh contrasts, and hard-to-read projections make participation difficult. Conversely, ample natural light and even lighting improve visual comfort and make it easier to find one’s way around.

Finally, some people have a hard time coping with noise, crowds, or constant demands. When the event format allows, a quiet space offers a chance for temporary respite without forcing the participant to leave the event.

Allow participants to express their needs

Even the best organizer cannot anticipate every situation. The simplest solution, therefore, is to ask the question.

The registration form can include a field such as: “Do you have any special needs to ensure you can participate in the event comfortably?” An open-ended text field is often preferable to a list that is too restrictive.

Include the contact information for a designated person. Some participants may prefer to specify their request by phone or email rather than through a form.

This process must be initiated well in advance. If a need is discovered the day before the event, the options for accommodation will be limited. If it is known several weeks in advance, it becomes easier to arrange for a designated seating area, assistance, technical accommodations, or transportation solutions.

TheAVIQ also emphasizes that accessibility must be incorporated into the event’s overall budget. It should therefore not depend solely on whatever resources remain available at the end of the planning process.

Provide Concrete Information Before the Event

Simply stating that a venue is “accessible” does not answer all questions. The term is broad and can encompass very different realities.

Instead, provide factual information:

• Directions by train, bus, car, bike, and on foot
• The distance between the stop or parking lot and the entrance
• The availability of a step-free route
• The location of accessible parking spaces
• The availability of an elevator and accessible restrooms
• Access policies for guide dogs or service dogs
• Support services offered
• The name and contact information of the person to contact

An illustrated access map, accompanied by simple instructions, reduces uncertainty. It also allows participants to assess for themselves whether the route meets their needs.

Be careful with routes automatically copied from an app: the shortest route isn’t always the most accessible. An on-site visit remains the best way to check for curbs, slopes, construction, and crossings.

Preparing the Welcome Team

Infrastructure isn’t everything. A helpful and well-informed team can quickly resolve an issue; a team that doesn’t know where the elevator is can turn a minor obstacle into a frustrating experience.

Before the event, reception staff must know:

• The accessible route
• The location of restrooms and elevators
• Reserved seats in the venue
• Any needs communicated in advance
• Who to call in case of difficulty
• The evacuation and assistance procedures

Attitude matters just as much as information. It’s better to ask the person how you can help them rather than deciding for them. The goal is to facilitate their independence, not to unnecessarily set them apart.

Accessibility at BluePoint Liège

BluePoint Liège focuses on both aspects of accessibility: easily reaching the site and moving comfortably within the facility.

The center is located near the Liège-Guillemins and Angleur train stations. Its access map details the available routes: the bus ride from the Guillemins station takes about ten minutes, while the Angleur station is about a fifteen-minute walk away. The site is also accessible from major highways.

For participants arriving by car, BluePoint Liège has a secure underground parking garage with 130 spaces, along with 40 charging stations for electric vehicles. Additional parking options are available nearby.

Inside the building, a ramped entrance facilitates access for people in wheelchairs. Wide aisles allow for smoother movement, while clear signage helps participants find their way. Large floor-to-ceiling windows provide abundant natural light, which enhances visual comfort and makes the spaces easier to navigate.

Finally, the team is always available to listen to reported needs and respond quickly when assistance or adjustments are needed. This human touch is essential: accessible infrastructure truly reveals its value when supported by attentive hospitality.

Choosing an accessible venue means broadening participation

An accessible venue isn’t just more comfortable for a few people. It enhances the experience for everyone: the guest carrying equipment, the employee with a temporary injury, the senior, the parent with a stroller, or the participant exploring the city for the first time.

When comparing multiple venues, don’t just ask if they’re accessible. Ask how they are accessible. Then check the layout, facilities, signage, and the team’s ability to handle specific situations.

Are you planning an event and want to make sure the spaces meet your participants’ needs? Contact BluePoint Liège to discuss your project, arrange a tour, and plan any necessary accommodations before the big day.