Corporate retreats — whether small team offsites, company-wide gatherings, leadership retreats, or virtual-hybrid formats — offer powerful opportunities for team building, innovation, and long-term ROI.
However, the true return on investment (ROI) of a retreat isn’t just in strategic workshops or scenic locations. It’s in full participation — making sure that every attendee, including those with disabilities, can access, navigate, and enjoy the experience.
Accessible events and retreats are:
- Legally compliant (ADA in the U.S., Equality Act in the UK, similar global laws)
- Inclusive (boosting engagement, morale, and retention)
- Future-proof (documented accessibility supports future retreats and reduces planning costs)
- Brand-enhancing (demonstrating leadership in diversity, equity, and inclusion)
Types of People to Consider for Venue/Retreat Accessibility
When planning a venue or retreat, aim to be inclusive of physical, sensory, cognitive, emotional, and cultural differences, as well as gender and sex diversity.
1. People with Mobility Impairments
- Wheelchair users (manual or powered)
- People using walkers, crutches, or canes
- Those with temporary injuries (e.g., broken leg, post-surgery)
- Individuals with limited stamina who may need rest breaks
- Mobility scooter users
Considerations: Step-free routes, ramps, elevators, wide doorways, accessible restrooms, seating at intervals, accessible parking/drop-off zones.
2. People with Sensory Disabilities
Vision impairments
- Blind individuals
- People with low vision
- Color blindness
Hearing impairments
- Deaf individuals
- Hard of hearing
- Users of assistive listening devices or sign language interpreters
Considerations: Braille/tactile signage, high-contrast visuals, large-print materials, hazard marking, captions, induction loops, ASL interpreters.
3. People with Cognitive or Neurodiverse Needs
- Autism spectrum disorder (ASD)
- ADHD
- Dyslexia
- Memory or processing challenges (e.g., dementia, brain injury)
- Intellectual disabilities
Considerations: Clear wayfinding, plain language on signage, quiet spaces, predictable schedules, sensory-friendly areas.
4. People with Chronic Illnesses or Invisible Disabilities
- Chronic pain or fatigue
- Cardiac or respiratory conditions
- Immune-compromised individuals
- Pregnancy
Considerations: Flexible participation, temperature control, rest spaces, accessible food/water, emergency medical access.
5. People with Allergies and Dietary Restrictions
- Severe food allergies (peanuts, shellfish, gluten, dairy, etc.)
- Environmental allergies (pollen, fragrances, animals)
- Cultural or religious dietary requirements
Considerations: Allergen-free food prep, clearly labeled food, fragrance-free policies, alternative menu options.
6. People with Mental Health Considerations
- Anxiety disorders (including social anxiety)
- PTSD or trauma-related needs
- Depression or mood disorders
Considerations: Quiet rooms, trained staff, non-judgmental environments, flexible schedules.
7. People with Language, Cultural, or Religious Needs
- Non-native speakers requiring translation or interpretation
- Participants whose first language is sign language
- Cultural or religious practices that affect dress, food, or participation
Considerations: Interpreters, translated materials, culturally sensitive event design, inclusive menus.
8. People of Diverse Genders and Sexes
- Transgender and non-binary individuals
- Intersex individuals
- Gender-nonconforming participants
- People who require gender-neutral or private facilities
Considerations: Gender-neutral restrooms and changing areas, privacy in sleeping arrangements, inclusive language in communications, clear respect for pronouns.
9. Temporary or Situational Accessibility Needs
- Parents with strollers
- Guests with heavy luggage or equipment
- People affected by weather or uneven terrain
Considerations: Smooth paths, covered walkways, temporary ramps, assistance staff.
Choosing & Preparing Your Venue
When selecting corporate retreat locations or corporate retreat offsites, ask these questions:
- Is there an accessible entrance close to the main drop-off area?
- Are accessible parking spaces near the entrance and properly marked?
- Does the venue offer wheelchair accessible restrooms on each event floor? Do you have accessible toilets, if the restrooms are not wheelchair accessible.
- Can the meeting room layout be adjusted to accommodate mobility devices?
- Is there clear, high-contrast signage for navigation?
- Are there assistive listening devices or real-time captioning (CART) options?
- Does the venue accommodate service animals?
- Is your content and presenters providing safe inclusion to genders and races.
Comprehensive Venue Accessibility Checklist
(Click here to download the full PDF template — see end of article)
Physical Access
- Accessible entrance (step-free, wide enough for mobility aids, automatic or easy-open doors)
- Accessible routes from parking/public transport to all event spaces
- No obstructions in hallways or meeting rooms
- Wheelchair accessible parking spaces with signage
- Drop-off zone with curb cuts and handrails
Restrooms
- ADA-compliant stalls (60″ turning radius, grab bars)
- Signage to direct guests to accessible restrooms if all are not accessible
- Sinks and dryers at wheelchair-accessible height
Signage & Wayfinding
- Make sure you have clear signage, that’s not confusing or can easily be misunderstood
- Large print (minimum 18pt) and high-contrast colors
- Braille and tactile signs where required
- Clear directional arrows to meeting rooms, exits, and restrooms
Audio & Visual Access
- Assistive listening devices available
- Sign language interpreters or ASL interpreters on request
- CART or live captioning for presentations
- Presentation slides in large font and high contrast
- No strobe lighting unless disclosed and avoidable
Seating & Tables
- Reserved seating for wheelchair users and companions
- Adjustable-height tables (28–34 inches)
- Flexible seating layouts for different mobility needs
Food & Beverage
- Allergen-free options clearly labeled
- Buffets set at accessible height
- Space for wheelchair maneuvering at food stations
Emergency & Safety
- Accessible emergency exits with visual and audio alarms
- Staff trained in assisting guests with disabilities during emergencies
Integrating Accessibility Into Your Retreat Plan
- Budget Templates: Always include accessibility costs (interpreters, assistive tech, signage) or any event staff as a line item separately.
- Retreat Themes: Avoid physical activities that exclude certain groups unless an inclusive alternative is available.
- Virtual & Remote Retreats: Ensure software is compatible with screen readers and has captioning tools, especially video content.
- Leadership Retreats: Model inclusive behavior at the top level — leaders using accessible practices set the standard.
Expanded FAQs
Q: How do I make an accessibility checklist for an event or retreat?
A: Start with ADA.gov’s event guidelines as your legal baseline, then layer in specifics for your venue (e.g., retreat spaces, breakout rooms, activity areas). Always consult with individuals with lived experience — they’ll catch issues that might not appear in regulations.
Q: Which items should be verified for venue accessibility issues?
A: Entrances, restrooms, signage, lighting, seating layouts, emergency routes, technology aids, food service access, and parking. All must be verified in-person before the event.
Q: How do you ask for accessibility needs for an event?
A: In the registration form, include a friendly, open-ended question such as:
“Do you have accessibility needs or requests that would help you fully participate in this retreat?”
Make it optional, private, and confirm you’ll follow up personally.
Q: What are the ADA requirements when conducting an event?
A: ADA covers facility access, effective communication (interpreters, captions), service animal rights, and equal participation in all activities. Full details: ADA.gov Event Planning Guide
Q: How do you handle inaccessible restrooms?
A: If all restrooms aren’t accessible, post signage at each inaccessible restroom with a direct route to the nearest accessible one.
Q: What is the ideal distance from the main entrance to meeting rooms?
A: Minimize distance and avoid stairs or narrow hallways; 100–150 feet or less is ideal where possible.
Q: Are tables suitable for wheelchair users?
A: Tables should have knee clearance of at least 27″ high, 30″ wide, and 19″ deep, with a height between 28–34 inches.
Q: How do you ensure interpreters are effective?
A: Provide them with scripts and presentation slides in advance, ensure the interpreting area is well-lit, and place them where attendees can see them without obstruction.
Q: What should be included in a venue accessibility checklist?
A: Physical access, restrooms, signage, seating, AV access, food service, and emergency protocols. See downloadable checklist below.
Downloadable Event Accessibility Checklist (PDF)
Download our Venue Accessibility Checklist for Corporate Retreats & Events in fillable PDF format. It includes all items above with checkboxes, room for notes, and ADA compliance references.
Quick Disclaimer: This checklist is a general guide, not a complete or legally binding accessibility standard. Laws and requirements vary by location and venue type.
Always confirm with local regulations and consult qualified accessibility professionals to ensure full compliance.
How the References Back Up the Checklist
Each section of the “ultimate” checklist I provided aligns directly with best practices and requirements found across these sources:
- Physical Access: ADA Standards (e.g., ramps, restrooms, entrances) Swoogo
- Venue & Seating: USC, Cornell, UCF, and Eventbrite checklists accessibility.usc.edu, accessibility.cornell.edusas.sswb.ucf.edu
- Sensory / Cognitive Needs: Autistic Advocacy’s universal design framework and LA’s guide Autistic Self Advocacy Network
- Registration & Communication: MPI, Cvent, Eventbrite, and Moreno Valley materials Cvent
- Temporary Events: ADA National Network’s planning guide ADA National Network
- Meeting/Conference Inclusion: Mid-Atlantic ADA Guide westmorelandcountypa.gov