Separate delivery access from guest access
A loading route that gets equipment into a room does not establish a suitable guest experience. Consider the route from seating to the booth, the standing or seated participation position, nearby noise and light, and any barriers or changes of level. Share practical requirements before the equipment and position are agreed.
Ask specific participation questions
| Topic | Useful question |
|---|---|
| Approach | Can guests reach and leave the chosen position by an agreed practical route? |
| Participation | Can the actual format accommodate the position or movement a guest needs? |
| Instructions | How will people understand when and how to take part? |
| Photo access | What practical help is available with QR photographs? |
| Assistance | Who provides the agreed help, and during which part of the event? |
Describe needs without a medical history
A useful brief says what arrangement is needed, such as discussing seated participation or help accessing a photograph. It does not need guests’ medical histories or a list of personal diagnoses. Speak with the relevant guest where appropriate rather than deciding for them. The local planning tool does not collect personal accessibility information or confirm an individual arrangement.
Keep the final agreement equipment-specific
A Mirror, an enclosed booth and a moving-camera video experience can require different arrangements. A format label is not an accessibility certification or a promise that every request can be accommodated. Record the agreed position, participation setup and assistance in the booking plan, with the team and venue clear about their roles. Guests should also be able to choose not to participate.