How to Plan Accessible and Inclusive Events: Practical Lessons from Seattle Southside

Bigelow has hosted several events in Seattle Southside, including a National Adaptive Soccer Camp at Elite 90, a cutting-edge indoor soccer facility that opened in Tukwila, Washington, in August 2026. The weekend featured Power Soccer, played in specialized wheelchairs, Blind Soccer, Amputee Soccer, and other forms of adaptive soccer. They stayed at DoubleTree Suites by Hilton Seattle Airport Southcenter, where they had all their meals. It was a great success and can serve as a helpful example for planners looking to host events of all kinds.

Drawing on Bigelow’s deep experience with accessible event planning, here are concrete steps planners can take to help participants fully engage in their events.

What you'll learn in this blog:

• How to choose accessible venues and work with them to ensure all guests' needs are met.
• How to communicate more effectively with attendees.

Put specific accessibility questions in your RFP

Inclusivity begins before the venue or accommodations are even chosen. Include accessibility requirements in your request for proposal, and be sure to give partners enough detail to respond with concrete arrangements and alternatives.

Ask hotels about the following:

• Accessible room types and availability.
• Routes between event spaces, restrooms, and seating.
• Accessible transportation and alternatives when needed.
• How dietary needs will be accommodated.
• Communication and emergency procedures.
• Current, accurate photos of the rooms and meeting spaces.

Planner tip: If the photos look like they might not represent that specific venue, or don’t show everything, follow up to request photos of the specific rooms and accessibility features so you can review details together. For example, Bigelow explains that someone using a lift to transfer into bed needs enough unobstructed space beneath the bed for the equipment. A staff member could even take photos on their cellphone for expediency.

Bring partners a specific need and a proposed solution

Sometimes, the hotel or venue doesn’t have what you need. They might have shuttle vans that aren’t quite a fit for your attendees, or be unable to offer appropriate food. Doing your research and bringing them options and solutions can make it much easier for them to accommodate your group. For the UASA camp, Bigelow needed specific types of vans, so she proactively obtained a quote from a trusted company, Mobility Works, for wheelchair-accessible rental vans and discussed it with the host hotel. Bigelow’s knowledge of local vendors made this possible and made it easier for the hotel to meet their needs.

Utilize Destination Marketing Organizations

When Bigelow decided she wanted to host an event in the Seattle area, she reached out to Cydney Marks-Nicholes, Sports Business Development Director at Seattle Southside Sports, a division of Explore Seattle Southside. Marks-Nicholes let her know about Elite 90, a new indoor facility with turf and courts under one roof. The timing was perfect, and the venue fit the needs of UASA.

Planner tip: Don’t hesitate to reach out to the DMO. In the SeaTac, Tukwila, Des Moines area, Seattle Southside Sports is your go-to! Contact us.

Coordinate menus, dietary needs, and pricing in advance

Start menu planning during contract discussions, then share the dietary and allergy information collected through registration with the person coordinating with the chef. Consider how meal locations support the event experience, too. Keeping meals and lodging in one hotel helped Bigelow keep the group together, an intentional priority in her planning.

Give every request an owner

Bigelow emphasizes the value of clear contacts and procedures so planners can reach the right person without repeatedly restarting the conversation. Here are a few ways to do that:

• Identify who at the hotel and venue will coordinate each request and who can answer detailed questions. Make those responsibilities clear across your team and your partners.
• Know who handles room requirements, who communicates with the kitchen, and who can help find alternatives.
• Provide a way for participants to report an issue in real time, and designate someone to receive it and coordinate the response.

Review emergency plans and communicate honestly

Ask venues how they plan for accessible evacuation, whether emergency communications include audible, visual, and written cues, and whether staff are prepared to assist people who need help. Include these questions in your planning conversations. Be equally clear about known barriers. Attendees can sometimes help with ideas, too!