Planning an Accessible and Low-Sensory Carols Event

Carols Event Organiser Resource Centre › Free Australian planning resources

An inclusive Carols event begins before the audience reaches the gate. Accessibility should be designed into the venue, information, program and operating plan rather than added after everything else is fixed.

Provide useful pre-event information

Publish accessible transport, parking, drop-off, paths, toilets, seating, viewing, assistance, food, lighting, noise and weather information. Use clear headings, readable contrast, image ALT text and formats that work with assistive technology.

Design arrival and movement

• continuous accessible paths;
• drop-off and parking options;
• stable surfaces and cable protection;
• accessible toilets and viewing areas;
• clear signs and trained information volunteers; and
• emergency arrangements that include people with disability.

Consider hearing and vision access

Depending on the event, options may include Auslan interpretation, hearing support, audio description, large-print or accessible digital programs and clearly identified assistance points. Confirm sightlines and lighting during the actual operating conditions.

Create low-sensory choices

Explain likely noise, lighting, crowds and program effects in advance. Where practical, provide a quieter area, flexible entry and exit, lower-stimulation viewing position and staff who understand the purpose of the space.

Make the candlelight moment inclusive

Plan distribution routes and instructions so people with mobility, vision, hearing or sensory needs can participate without unnecessary queues or pressure. Flameless candles avoid exposed fire, wax and smoke, while organisers should still consider brightness, batteries and safe handling.

Ask, test and improve

Consult people with lived experience and relevant organisations early. Walk the site using the audience journey, test published information and record feedback after the event. Accessibility requirements and good practice vary, so confirm current advice for the venue and community.

Download the free editable toolkit from the SafeFlame Carols Event Organiser Resource Centre.

Important: This article provides general planning support and does not replace legal, safety, emergency-management, insurance, accessibility, venue or authority advice. Confirm current requirements for your event.