Introduction

Effective accessibility communication can make or break a folk festival experience. Folk festivals – often community-driven events held in parks, historic sites or rural fields – attract diverse audiences, including older attendees and people with disabilities. To truly welcome everyone, festival producers must go beyond simply providing ramps and accessible facilities; they need to communicate those features clearly and proactively. In fact, industry research shows that improving online accessibility information can directly boost attendance – some festivals saw a 70% increase in disabled fans buying tickets once they enhanced their access info (www.festivalinsights.com). The message is clear: when prospective attendees know a festival will meet their needs, they’re far more likely to show up.

Providing detailed, up-to-date accessibility information isn’t just about compliance – it’s about reassurance and inclusion. One wheelchair-using music lover described receiving a major festival’s accessibility guide as getting “facts upon facts” and, with them, something money can’t buy: peace of mind. That festival’s 30-page Access Guide answered virtually every question before it was even asked (www.cntraveller.com). That level of transparency made the attendee feel welcomed and confident. Folk festival producers can learn from such examples by sharing thorough, actionable accessibility details – in advance and through all communication channels. The sections below outline how to do this, with practical tips and real-world examples covering everything from venue terrain and ramps to transit options and quiet spaces.

Show, Don’t Just Tell – Use Photos and Precise Details

A fundamental principle of accessibility communication is to show, not just tell. Don’t bury accessibility info in vague text – make it visual and specific. Publish photos or videos of key access features: for example, show the ramp leading onto the main stage viewing platform, the accessible pathway through the site, or the surface material of walkways and campgrounds. Visuals help attendees understand conditions on the ground. If the festival terrain includes a steep hill or uneven ground, share images and measurements so people can gauge if they need assistance or special equipment. Many folk festivals take place on greenfield sites or rustic venues where terrain varies. For instance, End of the Road Festival (a UK folk/indie event) frankly informs attendees that its site is on “a slight hill” with “varying gradients, [and]types of terrain”, noting that some natural ground is bumpy even though most areas are reachable via paths (endoftheroadfestival.com). By openly describing the slope and surface conditions, they set realistic expectations and encourage guests to plan accordingly (e.g. bringing an all-terrain wheelchair or requesting help).

Whenever possible, provide numeric details about accessibility features. How steep is that ramp (in degrees or gradient)? How wide are doorways and gates? How high is the stage platform? These specifics can be vital for someone in a wheelchair or using mobility aids. At Finland’s Flow Festival, the organisers even publish the exact dimensions of their accessible viewing platforms – each platform is “6 m x 4 m with a height of 60 cm” – and they note that seating is provided on the platform for comfort (www.flowfestival.com). This level of detail shows thoughtful planning and helps wheelchair users visualize whether the platform will meet their needs. It’s also wise to include distances: for example, state that “the accessible campsite is 100 meters from the main stage” or “it’s approximately a 5-minute walk on level ground from the parking area to the arena entrance.” Such measurements let attendees gauge effort and time required, or whether they might need a mobility scooter or assistance.

Crucially, embed these details on your website and in official guides. Consider creating an Accessibility Guide PDF (just as many large festivals do) that consolidates all this information – complete with photos, maps and FAQs. Distribute it online well ahead of the event. Glastonbury Festival’s dedicated Access Guide, for example, is lauded for being meticulously crafted and mapping out every access facility in advance (www.cntraveller.com). Even if your folk festival is smaller in scale, you can take a page from that playbook: a simple downloadable guide or a clearly segmented accessibility section on your site can go a long way. Make sure it’s easy to find from your homepage (don’t hide it under obscure menus). In short, show attendees exactly what to expect – from the type of ground in the dance tent, to the presence of ramps and handrails at the venue, to the layout of accessible toilets – using images, measurements, and clear descriptions. This openness signals that your festival truly values accessibility rather than treating it as an afterthought.

Include Transit, Drop-Off, and Parking Information

Accessibility isn’t just about the festival grounds – it begins from the moment a person plans their journey. Providing detailed transportation and parking information is essential, especially for folk festivals in rural areas or towns where getting there can be half the challenge. Many attendees with mobility or sensory needs will be asking: How will I get from the train or bus station to the site? Is there accessible parking or a drop-off point? Are the shuttle buses wheelchair-friendly? Anticipate these questions and answer them publicly.

Start with public transit links. If your festival is reachable by train or bus, list the relevant routes, stations and schedules, and highlight any accessibility features of those services. For example, the Cambridge Folk Festival website instructs visitors exactly how to reach the site from the nearest train station – down to the number and name of the city bus line to take (the Citi 3 bus from Cambridge station) – and notes that the buses run “every 10 minutes”, cost a small fixed fare, and importantly “Citi buses are all wheelchair accessible.” (www.cambridgefolkfestival.co.uk). By including such specifics, Cambridge’s organisers make it easy for someone using a wheelchair or cane to trust they can use public transit confidently. Similarly, if there are shuttle buses or festival-organised transport, describe their schedules, stops and accessibility (e.g. lift or ramp equipped, priority seating, etc.). If no accessible transit is available in an area, then the festival should say so upfront and offer alternatives like pre-booked accessible shuttles or information on accessible taxis.

Next, communicate about drop-off and pick-up zones. Many festivals designate special drop-off points for disabled guests, ride-shares, or taxis. It’s important to publish where these are, who can use them, and how far they are from the entrance. In the Cambridge example above, the festival explicitly states that the “designated taxi drop off and collection location… is the BP petrol station, which is located 250m from the main entrance” (www.cambridgefolkfestival.co.uk). That 250-meter detail is valuable – attendees with limited stamina or who use wheelchairs know exactly what distance separates them from the gate when being dropped off, and can plan for it (such as bringing an electric scooter or arranging for a wheelchair push from a volunteer). If your folk festival has multiple gates or a large site, include a map snippet showing the drop-off spot relative to key landmarks. Also clarify any timing or traffic rules (for instance, if vehicles need a special pass, or if drop-off is only allowed during certain hours to prevent congestion).

Don’t forget accessible parking details as well. If you offer on-site disabled parking (blue badge parking, ADA parking, etc.), communicate how one can apply for or access it. Mention the surface of the parking area (grass, gravel, tarmac?) and its distance to the festival entrance or shuttle pickup. For example, if parking requires booking in advance or is limited, note that clearly and provide a link or contact to reserve a spot. Some festivals provide a dedicated parking lot with an accessible shuttle from the lot to the gates – if so, describe the shuttle and its operating times. The goal is to ensure that anyone who needs to arrive by car knows exactly where they can go and what arrangements are available. Provide GPS coordinates or a what3words address for the parking or drop-off if necessary, since rural folk festival sites can be tricky to find.

In summary, think through the entire journey to your festival from an attendee’s perspective and publish those logistics: routes, maps, distances, and transit accessibility features. Not only does this help disabled festival-goers, it also reduces day-of confusion for everyone. Families with elderly members, for instance, will greatly appreciate knowing where they can drop Grandma off close to the gate before parking the car elsewhere. By including transit and parking info in your accessibility communications, you demonstrate that accessibility isn’t limited to your venue’s interior – it starts city-wide, from home to site.

Mark Accessible Viewing Areas and Quiet Spaces on Maps

Once attendees arrive on site, they should have no trouble finding the facilities and spaces that have been prepared for accessibility. Two features that are especially important to communicate are accessible viewing areas and quiet/sensory spaces. Clearly marking these on your festival map (both the printed map and the online interactive map or app) and describing them in your guide will ensure that those who need them know where to go.

Accessible viewing areas (sometimes called viewing platforms or reserved viewing zones) are areas where disabled attendees can enjoy performances with a good sightline and relative comfort, away from the crush of the crowd. If your folk festival has raised platforms for wheelchair users or sections at ground level for those who need a less crowded space, make sure to publicise their existence and location. For example, Cambridge Folk Festival designates stewarded viewing areas at all stages for disabled people and notes that at Stage 1 there is a “covered, raised viewing platform with a ramp” accessible via a specific pathway in the arena (www.cambridgefolkfestival.co.uk). They also specify the locations for viewing platforms at their other stages (e.g., in front of the sound desk or beside the stage), ensuring attendees know exactly where these platforms are and how to reach them. Follow this lead by listing each accessible viewing area in your venue, what stages or attractions it corresponds to, and any usage policies (first-come-first-served, capacity limits, whether companions are allowed, etc.). It’s a good idea to mention if the platforms have any amenities like shade or cover, seating, or nearby accessible toilets. As noted earlier, some festivals even include the dimensions of platforms or viewing areas in their info – while that level of detail might not be necessary for everyone, it illustrates a commitment to transparency. At minimum, include a wheelchair symbol or “Accessible Viewing” icon on all festival maps right where these areas are located. During the event, use signage on the ground as well, so that disabled patrons can locate these viewing points amidst the crowds. Many festivals also assign staff or volunteers to these areas; let attendees know if Access Stewards will be present to assist them at viewing platforms.

Equally important is communicating the availability of Quiet Rooms or Sensory-Friendly Spaces. Folk festivals are generally lower-key than, say, EDM raves, but they can still be overwhelming – think bagpipe ensembles, lively crowds, or just the general hustle and bustle. For attendees on the autism spectrum, those with sensory processing disorders, anxiety, or anyone who might need a break, a quiet space can be a lifesaver. If your festival has a designated quiet tent or calm room, highlight this in all communications. Explain where it is, what it’s equipped with, and who it’s for. An example to follow is Glastonbury Festival, which introduced Sensory Calm Tents at various locations on their huge site. They describe these as providing “a safe, low-level stimulation and recalibration zone for our neurodivergent festival goers,” complete with adjustable lighting, comforting textures, and even weighted blankets and ear defenders to help ease sensory overload (www.glastonburyfestivals.co.uk). While a smaller folk festival may not have multiple dedicated tents, even a single quiet room (perhaps in a first aid or welfare area, or a cordoned-off tent with comfy chairs) can be hugely beneficial. If you offer this, describe it in your guide and mark it on the map with an appropriate symbol (e.g. a quiet zone icon). Make it known that anyone who feels overwhelmed can use it – sometimes disabled individuals may hesitate, but if you explicitly invite those with mental health needs or neurodivergence to take advantage, it feels more inclusive. Also clarify any rules (for instance, if it’s staffed, the hours it’s available, or if children need to be accompanied, etc.). By visibly marking viewing areas and quiet rooms on maps and signage, you both promote their use and prevent confusion on-site.

Beyond these, don’t forget to communicate other accessible facilities: the locations of accessible toilets (and whether they are regular porta-loos or fully equipped Changing Places units with hoists), the presence of hearing loop systems at stages or info points, accessible water refill points (at a height reachable from a wheelchair), and any special services like sign language interpreters or captioning for performances. All these should be indicated in maps or schedules with legends explaining the symbols. For example, if you have an accessible campsite or dedicated camping area for disabled attendees, mark that clearly and explain how close it is to entertainment areas and what features it has (e.g. wheelchair charging stations, refrigeration for medication, accessible showers). The key is to paint a complete picture of the festival layout and services through the accessibility lens, so attendees can navigate the event just as easily as anyone else and know exactly where to find what they need.

Offer Personalised Support and Contact Information

No matter how comprehensive your published information is, some attendees will have unique questions or needs not fully covered in the general guide. That’s why it’s critical to offer a direct line of communication for accessibility inquiries. Providing a contact – an email address, phone number, or web form for accessibility support – and then being responsive and helpful on that channel can turn a unsure potential attendee into a ticket-buyer, or a stressful situation into a solvable one. Make sure this contact is highly visible on your website (ideally on the accessibility info page and the general Contact page) with a friendly note inviting people to reach out with questions or requests.

Many festivals have an Access Coordinator or Access Team specifically for this purpose. For example, WOMAD Festival in the UK invites anyone with unanswered questions to “please contact the accessibility team” via a dedicated email, and even provides an email for the Accessible Campsite Manager for on-site assistance (www.womad.co.uk). Similarly, Flow Festival’s website explicitly says “please feel free to email [us]if you need any further information” (www.flowfestival.com), showing that they welcome direct dialogue. Whether it’s an email like access@[yourfestival].com or a phone hotline, give disabled attendees a way to talk to a human who understands the festival’s layout and can offer solutions. In your communications, emphasize that you are happy to make bespoke arrangements where feasible. This could mean arranging a sign language interpreter for a performance if requested in advance, or fielding questions like “Can I bring my own mobility scooter and is there a charging point?” or “Is there a place to store my medication that needs refrigeration?” When people reach out, respond promptly and empathetically – this kind of customer service builds trust and often word-of-mouth in the disability community.

It’s also smart to proactively gather information from attendees about their needs. During the ticket buying process, consider surveying for access requirements. (For instance, Ticket Fairy’s ticketing platform allows event producers to add custom questions at checkout – you could ask if the buyer has any accessibility needs or if they’re applying for an accessible camping spot or a companion ticket.) By collecting this data ahead of time, you can follow up with those attendees via your Access Team, emailing them the detailed info relevant to their needs or answering their questions one-on-one. This personal touch goes a long way in making attendees feel valued.

Finally, when you provide a contact for accessibility, ensure that staff are prepared. Train your customer service team or dedicated access staff to handle inquiries knowledgeably. They should be familiar with all the festival’s accessibility features (maps, locations, services) and empowered to offer solutions or reasonable adjustments. In communications, let attendees know the response hours or expected turnaround time, especially as the event approaches when queries might spike. By offering a direct contact and personalised support, you send the message that your festival cares about each attendee’s experience and is willing to go the extra mile to accommodate them.

Be Ready to Update Information in Real Time

Flexibility and communication go hand in hand, especially when unexpected changes occur. Even the best-laid festival plans can be disrupted – severe weather might wash out an accessible pathway, a lift might break down, or a venue change may be required last-minute. In such cases, it’s vital to update your accessibility information in real time and broadcast those changes to attendees during the festival.

Live updates can be done through multiple channels. If your festival has a mobile app or an official Twitter/Facebook account, use those to post accessibility-related announcements (in addition to general updates). For example, imagine heavy rain turns the main field into mud at a folk festival – the hard-surface wheelchair route you laid out might become impassable. In this scenario, don’t leave your attendees in the dark. Send out a push notification or social post along the lines of: “Accessibility update: the wooden pathway by Stage 2 is waterlogged. Please use the alternate route via the north gate, which is on higher ground and has staff assistance available. See map for new route.” Then, ensure staff on the ground are directing people accordingly. If you have an accessibility section on your website that people are checking, update that page as well (and consider adding a timestamp like “Last updated 2:00 PM Saturday” so viewers know the info is current). Some festivals even keep a live blog or SMS alert system for critical updates – if you have the capacity, include accessibility along with safety or schedule updates in those feeds.

Another common scenario is a layout change or technical issue. Perhaps an accessible toilet unit had to be relocated – post a notice at its old location and blast out info about the new location via your info desk and digital channels. Or if a designated quiet room becomes unavailable (e.g., the building it was in is suddenly closed), quickly arrange an alternative space and let people know at the welfare tent and through an announcement. The key principle is agility: have a plan for communicating changes so that disabled attendees aren’t left confused or stranded. It helps to empower your Accessibility or Operations team to make calls on the fly and get messages out. One strategy is to assign a specific staff member the role of access comms liaison during the event – someone whose job is to interface with social media/team radio to disseminate these updates.

Additionally, include in your pre-festival comms a note like “Any last-minute accessibility updates will be posted on [wherever].” This trains attendees to know where to look. At the event itself, information points and MC announcements can also relay changes: e.g., a stage host can announce “Folks who are using the accessible viewing platform, note that the ramp entrance has moved to the opposite side of the stage,” if that happens. Back this up with on-site signage as well. By keeping your accessibility info dynamic and responsive, you show attendees that you’re actively looking out for their welfare throughout the event – not just checking a box beforehand.

Key Takeaways

• Provide Detailed Info Upfront: Publish comprehensive accessibility information on your festival website early – include photos of ramps and pathways, measurements of slopes or platforms, and clear descriptions of terrain and facilities. The more specifics, the better!
• Map Out Transit and Parking: Tell attendees exactly how to get there. Share accessible public transport routes, shuttle details, designated drop-off points, and accessible parking info (with distances and any requirements). Make arrival and departure as smooth as possible.
• Highlight On-Site Facilities: Clearly mark accessible viewing areas, wheelchair platforms, accessible campsites, toilets, and quiet/sensory rooms on festival maps and guides. Use symbols and legends so these features are easy to find, and describe where they are and how to use them.
• Invite Questions and Requests: Provide a dedicated contact (email/phone) for accessibility support and encourage people to reach out with special requests or questions. Respond promptly and helpfully. Whenever possible, allow ticket buyers to indicate accessibility needs in advance so you can accommodate them.
• Stay Agile with Updates: If things change – a route floods, a facility moves – update your communications immediately. Use apps, social media, and on-site signage to broadcast accessibility updates in real time. Keep disabled attendees informed just as you would for any emergency or schedule change.
• Foster an Inclusive Culture: Finally, treat accessibility communication as an integral part of your festival’s ethos. By being transparent, proactive, and responsive about access provisions, you create a welcoming atmosphere where all festival-goers feel valued. An inclusive folk festival is not just about having the right infrastructure – it’s about making sure everyone knows that they belong and can fully participate.