Inviting Guests With Accessibility Needs: What to Ask and What to Say

Hosts often worry about making a mistake when a guest has a disability or a particular need. The most common mistake, though, is not asking. A short, general question and a few facts about your venue are usually all it takes to help a guest decide whether the event works for them and what would make it easier.

This post is a practical guide for hosts. Needs vary widely between people, so use it as a starting point and let your guests tell you what helps.

Start with the facts about the place

Guests with mobility needs, a stroller, a cane or a wheelchair often have to plan ahead. Sharing a few facts on the invitation, or in a follow-up message, saves them a phone call. Check and share:

• Entrance and steps. Are there stairs at the front door? Is there a ramp or a step-free entrance?
• Parking and drop-off. Is there parking near the door, and is there a place to be dropped off?
• Elevators. If the event is on an upper floor, is there an elevator?
• Restrooms. Are they on the same level, and are they accessible?
• Seating. Will there be enough seating, and will it be available throughout, not only at dinner?
• Space to move. Is there room to move around, or will the room be tightly packed?

If you are hosting at home, walk from the street to the bathroom as a guest would. You may notice steps, narrow hallways or a threshold you had not thought of.

Ask one open question of everyone

Rather than guessing, add a single open question to the RSVP, and ask it of every guest:

• "Is there anything we can do to make the day easier for you?"
• "Please let us know about any access needs, dietary requirements or other things that would help."

Because everyone sees the same question, no guest is singled out. Many guests will skip it, and some will use it to share something useful. Our guide to asking about dietary needs on the RSVP uses the same approach.

If you know about a specific need already, a private message is usually kinder than raising it in a group invitation. Something like "We would love to have you. Is there anything that would make it easier for you?" lets the guest decide what to share.

Think beyond mobility

Accessibility covers more than wheelchairs. Other needs worth considering include:

• Sensory needs. Loud music, flashing lights or crowded rooms can be difficult for some guests. If your party will be loud, mention it, and consider a quieter room where guests can take a break.
• Hearing. If there will be speeches, a microphone helps. A seat near the front can help guests who lip-read or use hearing devices.
• Vision. Good lighting, clear walkways and large-print menus or a verbal description of the food can help.
• Dietary needs and allergies. Ask on the RSVP and label dishes. See meal choices and allergies for a caterer for how to collect and pass the information on.
• Young children and babies. A quiet space for feeding or a nap, and a place for strollers, helps parents.
• Energy and fatigue. Guests with chronic illness may need to leave early or rest. A clear end time and a place to sit are enough.

You do not need to solve every need ahead of time. A flexible plan and a willingness to adjust are more useful than a perfect one.

Wording examples

On the invitation: "The party is on the ground floor with a step-free entrance. Parking is available on the street in front. If there is anything we can do to make the day easier for you, please let us know on your reply."

A private message: "We are so glad you are coming. The restaurant has two steps at the entrance. Would it help if we found a different spot, or is that fine for you?"

For a loud event: "There will be music and dancing from 8 pm. A quieter room will be available throughout for anyone who would like a break."

When the venue falls short

Sometimes the place you have chosen is not fully accessible. Be honest about it, and ask the guest what would help. A small change, such as seating at ground level, an alternate entrance or a shorter schedule, is often enough. If it is not, offer to visit the guest separately or share photos and a video of the event afterwards. Our guide to the shared photo and video album shows how to do that.

Making it easy to answer

A guest with a need should be able to tell you in the simplest way possible. An RSVP form with an open question lets guests write a sentence in private, and only the host sees it. EzyEvite lets you add custom questions to the RSVP form, so you can ask this of every guest. You can start from any of the invitation templates and add the question before you publish.

Checklist

• Check the entrance, parking, restrooms and seating at the venue.
• Share the key facts on the invitation or in a follow-up.
• Add one open question about needs to the RSVP, for every guest.
• Follow up privately if you know about a specific need.
• Plan a quiet space and a clear end time.
• Be honest about limits and ask how to help.

Asking early and sharing what you know makes it easier for every guest to say yes.

Related reading: How to Handle 'Maybe' RSVPs Without Losing Your Headcount and Birthday Party at a Park or Rented Venue: Booking, Inviting and Backup Plans.