Accessible Event Checklist for NC Event Organizers

An accessible event is a better event for everyone. Parents with strollers move more easily.

This checklist is for organizers of fairs, markets, festivals and conferences in North Carolina. It draws on guidance from the U.S. Department of Justice on ADA.gov. It is a planning aid, not legal advice. For questions about your legal duties, talk to your attorney.

Start early

ADA.gov guidance on accessible meetings stresses planning ahead. Some services, such as interpreters and Braille documents, can take several weeks to book. Build accessibility into the first site visit, not the week before.

• Name one person who owns accessibility for the event.
• Walk the site with accessibility in mind.
• Put accessibility on every vendor and venue checklist.

Check the site

ADA.gov's guidance on accessible meetings lists six site features to check:

1. Parking and passenger drop-off. Accessible spaces near an accessible entrance, with level access aisles.
2. The route to the entrance. At least 36 inches wide, with ramps no steeper than 1:12.
3. The entrance. At least one accessible entrance, with signs if it is not the main one. It must stay unlocked during the event.
4. The route to the event space. The same standards as the route to the entrance.
5. The event space. An accessible floor plan.
6. Restrooms. Accessible restrooms in the same general area as the others.

The same guidance covers temporary fixes, such as cones to mark access aisles, portable ramps and propped doors. If a site cannot be made at least temporarily accessible, it says to choose another site.

Lay out the space

ADA.gov's room setup reminders translate well to tents and halls:

• Keep aisles at least 36 inches wide, with room to turn, measured with chairs pulled out.
• Keep registration and food tables within reach. Put handouts at the front edge of the table.
• Skip long tablecloths that can catch wheels and canes.
• Do not use a raised stage that not every presenter can reach.
• Watch for objects that stick out into walkways.

Keep access working on the day

ADA.gov's primer for state and local governments says temporary interruptions in access must be remedied as soon as possible. If an accessible feature such as an elevator breaks, repairs must be made promptly.

• Assign staff to check ramps, routes and accessible restrooms through the day.
• Have a plan for when a route is blocked or an elevator is down.
• Keep accessible parking and drop-off clear of vendor vehicles.

Communicate clearly

• In the invitation or website. ADA.gov advises describing the venue's accessibility and how to request services, with more than one way to reply, such as phone, text or email.
• Agenda and times. A written agenda with start and end times helps guests plan their transportation.
• Auxiliary aids. Options include qualified interpreters, realtime captioning, assistive listening systems, Braille, large print and audio. ADA.gov's Title II primer says public entities must give primary consideration to the aid the person requests.
• Interpreters and captioners. Send them the agenda, speaker names and handouts in advance.

Sell tickets fairly

If you sell tickets with assigned seats, ADA.gov's ticket sales guidance says:

• Sell accessible seats in the same manner and under the same conditions as other tickets.
• A buyer of an accessible seat may buy up to three more seats for companions in the same row.
• Do not charge more for accessible seats than for other seats in the same section.
• Give the same information about accessible seats, such as location and view, as about other seats.

Train staff on the basics

• Service animals. ADA.gov says staff may ask only two questions: whether the animal is needed because of a disability, and what task it is trained to perform. Staff may not ask for documentation or a demonstration.
• Mobility devices. ADA.gov says people who use manual or power wheelchairs or scooters must be allowed into all areas open to the public. It also says staff cannot ask about a person's disability.
• Respect. Speak to the guest, not their companion. Offer help, and wait for an answer before giving it.

Offer mobility rentals on site

Large grounds are hard on guests who tire on long walks. A rental point at the gate gives them a way to get around.

That is what we do. At the 2026 NC State Fair we staffed tents at Gates 1, 8, 9 and 10, with the main tent at Gate 10. See our NC State Fair page and all events where we set up. We bring the equipment, a trained crew and a rental tent, and we run the rentals on site.

Questions to settle with any rental partner:

• Where do the rental points go, and how many gates need one?
• What equipment mix fits your crowd: scooters, wheelchairs, strollers?
• What hours will the rental points be staffed?
• How will guests find the rental point? Plan signs and website copy.

Next step

Tell us about your event on our partners page, with the name, the place, the dates and the crowd you expect. Or call (919) 533-8846 and we will plan it with you.