What Does Access Really Mean at Gatherings?
When we talk about access, we’re really talking about care. We’re talking about creating spaces where people can show up fully, in their bodies, hearts, minds, and cultures.
It’s important to remember that folks with more privilege often already have many of their access needs quietly met by default. The paths are built for them. The language fits them. The food, the pace, the assumptions.They’re often already held in comfort without having to ask.
So when we take the time, energy, and resources to meet other access needs. Think about what that means in terms of mobility, for sensory safety, for economic inclusion, for cultural belonging, and spiritual safety. We aren’t just adding extra work. We’re making the space better for everyone. We know it’s inconvenient, but think about the cost of that convenience, and who is paying.
More perspectives. More richness. More real community.
Yes, it can cost more. Yes, it can take more time. But the gift it brings to the gathering! The depth of connection, the chance for real belonging is worth it.
Access is not just a checklist. It’s part of how we co-create the kind of world we want to live in.
Mobility Access
- Can people who use wheelchairs, canes, or walkers move easily between spaces?
- Are bathrooms, camping, sleeping, and eating areas accessible?
- Are surfaces (gravel, grass, stairs, steep slopes) clearly described ahead of time so people can plan?
Sensory and Neurodivergence Access
- Are there quiet spaces where people can take a break from noise, crowds, and stimulation?
- Can neurodivergent people find each other easily if they want to?
- Is there clear information about loud sounds, smoke, scents, or flashing lights?
- Can people access information and schedules in multiple ways (visual, written, verbal)?
Cognitive and Emotional Access
- Is language clear, kind, and easy to understand?
- Are facilitators trained to pace activities in ways that welcome different processing speeds?
- Are there supports for people who may be navigating trauma, anxiety, or mental health needs?
Communication Access
- Are there ways to request ASL interpretation, captioning, or other communication supports? If your organization can’t afford a free interpreter, consider a free ticket for a friend or community member who can translate.
- Can folks who communicate in the non-dominant language find each other easily? For example, a sticker on a name tag or a ribbon that indicates Spanish speakers.
- Is information available in large print or plain language?
- Are name tags large enough font to read?
- Can people send voice notes?
Chronic Illness and Stamina Access
- Are there shaded resting spots, seating options, and hydration stations?
- Can people choose shorter participation or step back without judgment?
Economic Access
- Are costs, including hidden ones (like parking, meals, supplies), clear and addressed?
- Are scholarships and sliding scales offered as part of community care, not charity?
Cultural and Emotional Safety
- Are the racial, gender, class, and other dynamics of the space named clearly, so people can make informed choices? For example, is it a PWI (primarily white institution)?
- Are there intentions and practices in place to address harm and support belonging?
- Are pronoun sharing and gender-inclusive facilities standard practice
- Is there awareness in attendees of how race, class, gender, size, or other factors affect safety and comfort on site?
- Are cultural protocols (if relevant, e.g. for land-based gatherings) clearly named and honored?
- Is it a culture of learning out loud or a culture of punishment?
Ease of Information Flow & Co-Creating
- Is the space open to learning and working together in collaboration from the leadership level?
- Is accessibility info shared ahead of time in clear, multiple formats? It feels better to know we are considered, which gives the message: you belong here. If you’re waiting for folks to ask, they’re put in a position that risks rejection or worse.
- Is there an easy way to ask follow-up questions?
- Is there an easy way to give feedback after the event?
The Heart of Access
At its core, access is about creating conditions where people can show up fully — not just physically, but emotionally and culturally.
We won’t always get it perfect. But we can:
- Be clear and honest about what’s available
- Make it easy for people to ask for what they need
- Keep learning, adjusting, and inviting feedback
- Collaborate and co-create
Because access is part of how we co-create spaces where we all belong.