How to Design Accessible Exhibition Stands

We recently had a design meeting for a stand heading to Naidex, the UK’s most established platform for the disability community. The show creates a unique space where the demographic majority shifts, and with this majority, businesses work hard to ensure stands are accessible, whether that’s including audio descriptions on videos, ensuring floors are not unnecessarily raised, or avoiding strobing lights. They’re simple things, but they make an extraordinary difference to those who are consistently faced with inaccessible spaces. 

While we loved discussing accessibility at this event, we couldn’t help but feel that these accessibility factors can and should be a consideration on all exhibition stands. The alterations do not detract from the design, nor are they expensive or particularly difficult to change, yet they allow all exhibitors, able-bodied or not, to enjoy the full value of trade shows. In this guide, we walk through some of the easiest ways to make your stand more accessible and inclusive for all exhibitors.

Anyone who has worked with us previously will know that we are not a fan of raised floors. The floors raise the stand up by just a few inches, allowing electrics to be wired through to different parts of the exhibition stand.

While only a small height increase, the floors are commonplace in trade show halls, creating a maze of uneven surfaces and trip hazards for wheelchair users and the visually impaired. Floors raised above 50mm legally require a ramp or bevelled edge, yet most are not equipped with one, as businesses assume that temporary structures are exempt from the standard rules. Even if ramps are provided, they’re often not suitable for electric wheelchairs, creating stands that are in some cases completely inaccessible.

While they’re a popular choice at shows, most raised floors are not required. At Quadrant2Design, we boycott them wherever possible, instead using strategic designs and vibrant photo-floors to replace them. We run cables through our stand structure to keep floors clear and trip-safe, and where really needed, use cable tidies. The space is still clearly defined, just through customisable printed flooring rather than an unnecessary physical barrier.

One of the simplest and most effective ways to improve accessibility on a stand is to include audio-visual descriptions and subtitles on any AV displays. Exhibition halls are loud and busy, meaning people who are visually impaired or hard of hearing can miss out on content that could otherwise make them a loyal customer.

Consider including:

• Subtitles or transcripts for those hard of hearing
• Audio-visual descriptions & headphones for those visually impaired

Lighting features are great for capturing attention and adding interest to an exhibition stand, but without careful consideration, they can make stands inaccessible for visitors.

We visit a lot of trade shows, and increasingly we’re seeing LED screen displays, with flashing content. These displays are eye-catching, and we understand the appeal. However, the flashing lights can make halls unsafe for individuals with photosensitive epilepsy.

Consider slowing transitions and using smooth video content instead of rapid flashes to draw eyes while maintaining accessibility.

Most exhibition stands incorporate some kind of technology, be that a kiosk, touchscreen or QR code. This tech might look modern, but a floating QR code printed at standard standing eye-level is useless to a wheelchair user, and linking that code directly to a dense, unformatted corporate PDF completely shuts out anyone using a mobile screen reader. Tailoring is required to make sure the content and tech work for everybody.

• Responsive Hosting: Host digital brochures on a clean HTML web page, rather than a heavy PDF
• QR Code Placement: Print QR codes at multiple heights with a clear descriptive text next to them
• Accessible Toggles: Incorporate an accessibility toggle to drop the navigation menu to the lower half of the screen, giving access to seated visitors

While it may sound simple, accessibility can be improved simply by keeping stand spaces clear. Removing clutter improves manoeuvrability on the exhibition stand, making the stand more welcoming and accessible for all guests.

Consider including storage in the stand for personal items like coats and bags, as well as furniture and screen boxes. It can also be helpful to plan reception points carefully, considering the flow of traffic on the stand, so as not to block every entrance.

Taking a more considerate approach to your next trade show should not be about box-ticking. It’s about creating a setup that allows each visitor to explore your brand equally and independently.

With just a few simple changes from exhibitors and organisers, we can help all visitors to enjoy the benefits of trade shows. Accessibility doesn’t come down to one big decision; it’s lots of small choices, like the floors, the tech or even the signage, that signal to visitors you care about them and their experience on your stand.

Naidex has been a great reminder that accessibility shouldn’t only be a consideration when serving the majority. It matters at every show and shows every visitor that you value their business.

If you’re planning a stand for your next show and want to talk through how to make it more accessible, we’d love to help. Contact us at +44 (0)1202 723 500 or email design@quadrant2design.com to get the ball rolling. Our design proposals are free and without obligation.