Ask about needs before fixing the layout
Discuss access needs with the people attending or their chosen event contact, without making assumptions from age or appearance. A guest may need a step-free journey, a place to rest, a particular seating position, clear information or help with a change of activity. Keep the planning discussion focused on what will make their visit work.
Bring relevant requirements into your Peterborough marquee brief early. The venue, marquee team and other suppliers may each control a different part of the journey. A flat-looking interior photograph does not demonstrate that the complete site is accessible.
Follow the complete route
| Journey stage | Questions to resolve |
|---|---|
| Arrival | Where can guests be dropped off, and how do they reach the agreed entrance? |
| Surface and entrance | Are there steps, soft ground, thresholds, slopes or narrow points to assess? |
| Inside the space | How will guests reach their seats, refreshments and each planned activity? |
| Facilities | Which toilets and other facilities are suitable, and what is the route to them? |
| Departure | Does the route still work after dark or after a furniture change? |
Coordinate specific arrangements
Ask the responsible suppliers to confirm any proposed flooring, ramps, furniture or route arrangements and how they relate to the site. Record who supplies and checks each item. Avoid treating an unconfirmed accessory as a solution to an access barrier.
When developing a seating plan, discuss space for the guest’s own equipment, companion seating where wanted and a useful view of speeches or presentations. Agree an alternative if a room change would interrupt their route or preferred position.
Give guests useful information
Once arrangements are confirmed, share practical arrival instructions and a contact for questions. Describe the route honestly instead of labelling the entire site “fully accessible” without a basis. Recheck access whenever the layout, weather plan or venue changes, and keep the person coordinating the event informed of the agreed requirements.