Away Days Without the Asterisk: Inclusive Event Planning for UK Teams

An away day is meant to give a team room to think, connect and plan. That purpose is undermined if some colleagues spend the day negotiating steps, guessing whether lunch will meet their dietary needs or joining by video link only to find that they cannot hear the room. Accessibility is not a finishing touch for UK events. It is part of the invitation.

The most reliable approach is to build access into the first venue enquiry and the first agenda draft. By the time the room is booked, the catering ordered and the timings fixed, choices become harder to change. The steps below are designed for organisers who want a practical process rather than a last-minute scramble.

Put access into the first venue enquiry

Do not ask simply whether a venue is 'fully accessible'. Ask for an access statement, measurements and photographs. Where possible, visit before booking. Confirm step-free access from the street or car park to the meeting room, accessible toilets, lift dimensions and door widths. Ask about accessible parking, the drop-off point and the route from public transport.

Check the specifics that matter during a full-day event: a quiet room, a hearing loop, lighting that can be adjusted, seating that can be moved, and breakout spaces that are not reached by stairs. Ask how emergency evacuation accounts for disabled people and whether venue staff are briefed. If catering is in-house, ask how allergens, religious diets and cross-contamination are managed. A venue that cannot answer clearly is a risk, however impressive the room looks.

Give travel and arrival information in advance

UK travel is part of the event experience. Send accessible travel information with the joining instructions, not in a separate request that people have to chase. Include the nearest railway station, bus routes, accessible walking routes, taxi drop-off points and parking arrangements. Mention rail passenger assistance and any booking deadlines. If the venue is difficult to find, provide photographs or a short route description.

Name a contact who will be available on the day. Give an arrival window rather than a single sharp start time, and explain what will happen at reception. For people who need to bring a support worker, carer or assistance dog, say clearly that they are welcome and ask what practical arrangements would help.

Ask early, ask simply

A pre-event access form should be short, confidential and accompanied by an explanation of why the information is needed. Offer a deadline, but accept late requests where reasonably possible. Avoid asking for medical details; ask about adjustments and preferences. Provide a phone and email alternative for anyone who cannot use the online form.

A reusable template can save time and signal that access is expected rather than exceptional:

Subject: Access and participation at [event name]

We want everyone to take part fully in [event name] on [date] at [venue]. Please tell us by [date] if you need any of the following:

• step-free access, seating, or space for a wheelchair or assistance dog
• materials in advance or in an alternative format
• a quiet space or adjustments to noise, lighting or temperature
• dietary requirements or allergy information
• to join remotely, or for sessions to be recorded
• a carer, support worker or personal assistant to attend
• anything else that would help you participate

Contact [name] at [phone] or [email]. We will keep your details confidential and use them only to plan the event.

Plan for sensory and dietary needs

Noise, lighting, scent and crowding affect people differently. Provide a quiet room and make it genuinely quiet, not a thoroughfare. Use microphones for every speaker, including during questions, and enable captions for any recorded or streamed content. Avoid background music during presentations. Give people notice of icebreakers, group activities and changes to the agenda.

Catering deserves the same care. Label food clearly, provide separate serving utensils and make sure staff can answer questions about ingredients. Offer options that meet common religious, ethical and allergy-related needs without requiring anyone to explain themselves at the buffet. Keep water available throughout the day and build in breaks rather than assuming people will ask.

Make hybrid participation real

If the event is hybrid, the remote experience needs a named facilitator, good room audio and a monitored chat. Share slides and documents in advance. Give remote attendees a clear way to speak and make sure in-room conversation does not leave them behind. Test the technology before the day and record sessions only with consent. Hybrid should not mean that remote colleagues watch a meeting happen to them.

Pace the agenda for different needs

A packed agenda is not automatically a productive one. Build in short breaks, buffer time between sessions and clear timings. Mix presentation with discussion and movement. Avoid unnecessary early starts or late finishes, and make the social element optional. Send the agenda and any pre-reading in good time so people can prepare in the way that suits them.

On the day and afterwards

Brief facilitators, speakers and venue staff on the arrangements. Make the named contact visible and easy to reach. After the event, ask for feedback on access as well as content, and record what should change next time. Keep the access information with the event plan so that it becomes part of the organisation's standard practice.

An inclusive away day does not need to be complicated. It needs to be planned with disabled colleagues in mind from the outset, communicated clearly and reviewed honestly. That is how a team event becomes a genuine team event, without an invisible asterisk.