Building Inclusive Events: Insights from Jason Stewart and Michael Hudson

October 07, 2025 08:31 PM - By Michael Hudson

At Site Search & Select, we believe inclusion is not just an initiative — it’s an intentional design. As part of our continuing Global Journey to Disability Inclusion interview series, we sat down with Jason Stewart, Director of Events for Disability:IN, and Michael Hudson, CEO at Site Search & Select, to explore what it truly takes to create events where every attendee feels seen, welcomed, and empowered.

From Planning to Execution: Accessibility Starts with Understanding

Johnson and Johnson receives 2021 NBIC Best of the Best award

When Jason Stewart begins planning a conference, accessibility is at the forefront — not an afterthought. “It starts with understanding our audience”. 

“We identify all the different accessibility needs our attendees have, and then focus on which venues can accommodate those needs.” That process goes far beyond physical access. Jason and his team evaluate everything from elevator access and carpet thickness for manual wheelchairs, to signage, lighting, and even how an attendee navigates the airport. “We visit every venue and ask ourselves: if I were a wheelchair user or blind attendee, how would I get from point A to point B?” 

And if something goes wrong? “We always have backup plans,” Jason shared. “Once in Vegas, every escalator and elevator broke the day before our event. We immediately secured accessible transportation across the street so no one was excluded.”

Beyond Compliance: Creating a Truly Welcoming Experience

For Disability:IN, inclusion isn’t about checking ADA boxes — it’s about designing with empathy. Jason outlined the primary accessibility needs they plan for: physical disabilities, deaf and hard-of-hearing participants, blind or low-vision attendees, and neurodiverse individuals.

To go beyond compliance, Jason’s team ensures:

  • ASL and CART are available in every session where remarks are made.
  • Roaming interpreters support social events and receptions.
  • Innovative partnerships with Aira and NaviLens empower blind or low-vision attendees to navigate spaces independently.
  • Venue tours are offered to all attendees, especially those who benefit from pre-event orientation.

These innovations have redefined the event experience. “Accessibility is evolving,” Jason said. “Every year, we add something new that makes a difference.”

Innovative Solutions: From Pet Relief to On-Demand Interpreters

When asked about creative approaches, Jason highlighted several firsts. This year, Disability:IN implemented Video Remote Interpreting (VRI) to support spontaneous hallway conversations and interactions at hotel front desks or coffee shops. Another area of focus: service animal accommodations. “Not all venues have pet relief areas,” Jason noted. “At one property, we physically built them ourselves — complete with signage, bags, and water dishes. It’s about thinking through the attendee and the animal experience.”

Partnering with Venues and Vendors: Education and Empathy

When it comes to ensuring accessibility across vendors and staff, Jason emphasizes kindness and education. “People don’t know what they don’t know,” he said. “We take every opportunity to educate, ask questions, and point out gaps constructively.”

A small example: a venue once had excellent accessible rooms but placed closet rods too high. “We mentioned it,” Jason recalled, “and two weeks later, they’d already fixed it. That’s the power of collaboration.” Disability:IN also supports exhibitors by providing vetted resources for large-print materials, Braille printing, and other inclusive design tools.

Advice for Planners: Start with Listening

Jason encourages event planners to begin by truly understanding their audience. “Ask attendees what they need,” he advised. “And don’t assume — every person’s accessibility journey is different.” He also recommends using Disability:IN’s Accessible Event Checklist, which offers practical guidance on event design, from room layouts to sensory considerations. “Accessibility isn’t one-size-fits-all,” Jason said. “It’s about being intentional, adaptable, and always learning.”

Watch the full interview with Leslie Wilson and Michael Hudson. Click the video above

Global Perspective: Accessibility Without Borders

For global events, Jason and Michael discussed how accessibility requirements differ across regions. While the U.S. follows the ADA, international venues often have varying standards. Michael shared how contracts are now written to ask for the “equivalent of ADA compliance” in each country. “We need to go a step further,” he said. “Disability looks different around the world — and so should our planning.” Jason agreed: “When we’re hosting events abroad, we study the local context — from captioning in multiple languages to ensuring accessible transport. It’s all about understanding who’s in the room and where they’re coming from.”

Jason emphasized that invisible disabilities are often overlooked. Disability:IN now provides:

  • Quiet rooms and sensory lounges for neurodiverse attendees.
  • Overflow rooms with live streaming for those who prefer smaller spaces.
  • Scent-free environments and accommodations for light and sound sensitivity.

“Not every disability is visible,” Jason said. “We work to create an environment where everyone can participate in a way that’s comfortable for them.”

Shared Values and Lasting Impact from Site Search & Select 

Michael Hudson, CEO Site Search and Select

                        

True inclusion happens when accessibility becomes instinctive — when every decision, every partnership, and every event is built with empathy at its core. It’s not just about meeting standards or following checklists; it’s about understanding people and anticipating their needs before they even have to ask. When accessibility is woven into the DNA of how we plan, design, and deliver experiences, that’s when we create spaces where everyone truly belongs.”

Michael Hudson, CEO | Site Search & Select 

Find Out More

Shared Values and Lasting Impact from Site Search & Select

Michael Hudson, CEO Site Search and Select


True inclusion happens when accessibility becomes instinctive — when every decision, every partnership, and every event is built with empathy at its core. It’s not just about meeting standards or following checklists; it’s about understanding people and anticipating their needs before they even have to ask. When accessibility is woven into the DNA of how we plan, design, and deliver experiences, that’s when we create spaces where everyone truly belongs.”

Michael Hudson, CEO | Site Search & Select 

Find Out More

Michael Hudson

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