Inclusive Celebrations: Planning Weddings for Physically Limited Guests

Have you ever considered what it’s like for a guest with mobility challenges to navigate a wedding day? From uneven outdoor paths to inaccessible restrooms, the obstacles they face might surprise you.

In this powerful conversation, Krisy Thomas, COO of the CWP Society, leads a discussion with Master Certified Wedding Planner and Certified Educator Brianne Ackerland to shine a light on an often-overlooked aspect of wedding planning: accessibility and inclusion for guests with physical limitations.

As planners, we’re trained to perfect timelines, create stunning designs, and deliver unforgettable moments—but what about ensuring every guest can actually participate in the celebration? Brianne shares how today’s trend toward historic venues, private estates, and nontraditional spaces has introduced new accessibility challenges. From stair-only entry points to narrow restrooms, these obstacles can unintentionally exclude guests and impact the overall guest experience.

Together, we explore real-life examples and practical solutions any planner can implement: using outdoor rugs to create smoother pathways, providing appropriate seating beyond standard folding chairs, communicating accessibility details on wedding websites, and advocating for inclusive accommodations during venue walkthroughs.

What makes this discussion truly transformative is its emphasis on mindset over checklist. Inclusion begins the moment you talk venues with a couple, not as an afterthought once challenges arise. By approaching accessibility proactively, planners can turn potential roadblocks into opportunities for thoughtfulness, ensuring every guest feels welcomed and valued.

 If you’re ready to elevate your skills and lead with inclusivity, visit cwpsociety.com to explore our certification programs and join a community dedicated to raising industry standards.

www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety

Transcript

Speaker 1 0:00

You're listening to the Wedding Planner Profiles podcast brought to you by the CWP Society. Welcome to the Wedding Planner Profiles podcast brought to you by the CWP Society, where wedding planners and professionals collaborate to raise the standards in the wedding industry. The CWP Society is also the world's largest membership of wedding professionals and the leading wedding planner certification program. My name is Chrissy Thomas and I'm the COO of the CWP Society, and today we're diving into a topic that doesn't always get the attention it deserves but absolutely should how wedding planners can better accommodate physically limited guests, including those who use wheelchairs, walkers or face general mobility challenges. As planners, our job is to make sure that every guest feels welcome, seen and considered, and this means just thinking beyond the aesthetics and timelines. We are thrilled to welcome back our special guest, brianne Ackerlin, a master certified wedding planner, certified wedding planner and a certified educator all through the CWP Society, who has been a powerful voice in bringing awareness to accessibility and inclusion in wedding planning. Breanne, welcome back.

Speaker 2 1:17

Thank you, Chrissy, for having me today. I'm really excited to talk about this topic today.

Speaker 1 1:21

Okay, this was a topic that you brought to me. Can you start by sharing what really inspired you to speak more openly about the needs of those who are physically limited when they're attending someone's wedding?

Speaker 2 1:32

When we had a lot of events change over in 2020 because of COVID, we found a lot more at-home events. You know, obviously here in the Midwest we have a lot of barns farm properties where it was safer for people to be able to host their intimate events. When having events at private estates, we are obviously working with historical buildings sometimes and they are definitely not set up for ADA compliance. You know, steps, ramps are just not part of it. Restroom accessibility A lot of those are just challenges we're really starting to see as people do more smaller weddings. They don't need those larger hotel type banquet spaces, so we really need to think about these guests that are coming to these events.

Speaker 1 2:15

I'm so glad you mentioned that, because I do think this is a topic that often gets overlooked and I would love to know your opinion why. When I think about just about what you've mentioned, it's because a lot of wedding planners are used to working at things like hotels or country clubs or spaces that were built as venues where, legally, they had to comply with some of these rules. So because we're so used to it. When we're faced with a situation where it's not there, sometimes we gloss right over it. Why do you think this is a topic that sometimes gets overlooked? Sometimes we gloss right over it. Why do you think this is a topic that sometimes gets overlooked.

Speaker 2 2:45

Honestly, it could be because our couples are coming to us after they've booked their venue, so it's not even on their radar. They're falling in love with the vibe, with the mood, the feeling that they get when they book the space and if they're coming to us afterwards they aren't thinking about their guests that are coming right, aren't thinking about their guests that are coming right. So if we're coming into this after the fact, it could really bring extra conversation to the table about who's coming, what are possible issues we might run into. That's kind of one of the largest ones I've fallen that I've seen, because not everyone books us right off the bat.

Speaker 1 3:19

Yeah, that's a really good point. And, on that same note, when it comes to those venue considerations, what are some key things that planners should look for when it comes to accessibility for guests, whether it's guests in wheelchairs or possibly even guests using walkers?

Speaker 2 3:33

It's the entryways. I just had a wedding last Friday where it was at a, you know, historical place, in their old carriage house that has turned into a venue. Three different people had walkers and none of them could get into the building without having to go through the alley access, through the kitchen, because there was no way to enter the front entrance. That didn't involve a step, there was no ramp, et cetera. So you know, thinking about that. Or if they are a historic location and they do have one restroom that fits a wheelchair or a walker, but not multiple. You know, all of a sudden now we have guests that already have limitations and we're also causing an issue where you know it could cause them embarrassment or an accident because there isn't multiple locations that they can utilize.

Speaker 1 4:21

Gosh, that's such a good point. Brie, and I think about a lot of these spaces where they want to open up and build their own venue, and maybe these are some things that they're not considering. But I do feel like as planners, sometimes we do get approached by these newer venues. We're like, hey, what can we do to make the venue great? And in our head we're automatically thinking pretty and the aesthetic. But we can also be starting to think about these things. So, as a planner, how can we respectfully advocate for better accommodations when the venue is less ideal? Or even how can we educate these venues?

Speaker 2 4:54

about it, just talking about it, you know, thinking about guest experience, you know, obviously they're like oh yes, we have a handicap ramp or whatever, but have they viewed it from the standpoint that there's multiple people that will be needing to utilize this?

Speaker 2 5:08

They have a carport, but now it's they have a, maybe they have a mobility van and they can't open up the ramp that's attached to it. So there's just more conversation that needs to be had about how can we make sure that every guest that is coming isn't in a lineup, because there's going to be more than one person that needs to access that space to utilize whatever is available to them. But also, you know, make sure that every possible scenario is considered, because you know, again, those newer places wide driveways, fantastic, no threshold, fantastic. But people that are refurbishing old buildings again, farms or just historical homes right, they are definitely a hot key item for some of our southern locations and that there's no option unless they do kind of a major investment, overhaul and add ramps and things like that, which is not in the budget necessarily investment, overhaul and add ramps and things like that, which is not in the budget necessarily, but yeah, it's still some things that they need to consider, that people may turn away their venue because their mom can't even get into space.

Speaker 1 6:12

You may get married, so those are definitely those things that they want to consider. As a planner, do you have any recommendations for specific questions to ask during these venue tours and, if so, what are your must-haves during these tours?

Speaker 2 6:26

One of the big ones is if they don't have ramp accessibility, is it something they can rent? So there are rental companies where you get your tent and your shaping dishes that do offer like the metal ramps. So if that's something that we need to add to our rental list just to make sure that there's multiple spots that we can enter, If we're having, you know, outdoor backyard events, you know, are we getting the golf cart option? Do we have somebody that can you know? But again, can those people get in these vehicles? So there's just, there's so much more to the parameters of making sure that every guest is able to access the venue in a safe way for them, without leaving them out for sure, but definitely like if they don't have it, is it something that you can add as a rental item or is it something that we need to have our couple add to their potential rental list?

Speaker 1 7:18

I love that you mentioned that because I feel like, as a planner, if we get the lucky opportunity where the couple hires us before they book their venue, those are some of those things that we, as planners, need to be able to look out for Because, like you said, couples are looking at the aesthetic, they're looking at the vibe, they're not thinking about their guests or their family members unless we bring it up, and then at that point they're like, oh, I didn't even think about that. So I'm so glad that you mentioned that, because that is something ask list. As we're doing these venue tours and even as we're looking at venues to add to our lists that we recommend to our couples. These are those things that can possibly sometimes be considered a non-negotiable if you know that they aren't able to accommodate specific things such as wheelchair ramps, and if it just makes it too hard for guests or family members to even be a part of this wedding celebration.

Speaker 2 8:07

And that's something, a side note, that we could always add into our Timeline Genius venue list. You know, like a lot of times we have their like entry. You know exit, load, unload stuff, Add like what's the rest, what is the? You know ADA compliance that's available for what are extra things we might have to do if we have Again. Last Friday's wedding had two walkers and a stroller, yeah, and they were parked along the side of the room. Now, all of a sudden there's a fire code issue because they're blocking walkways.

Speaker 1 8:36

Yeah, it's a domino effect, it is.

Speaker 2 8:38

Absolutely Not just be a walker. It could be strollers.

Speaker 1 8:41

Yeah, that's a good point Now. We briefly talked about outdoor weddings earlier because they can be absolutely beautiful, especially when they're hosting it at a private estate or private residence. But it does come with its own challenges. What should planners keep in mind when physically limited guests will be attending an outdoor ceremony or reception.

Speaker 2 9:00

The biggest thing is going to be parking, because that person is going to have to try to get from their vehicle to the location of where the ceremony or reception is being held. Again, is there a shuttle service available on the property to get them to where they want to go? My Friday wedding or my Saturday wedding backyard there's no way to get around this home safely for anyone, and we talked about that and I'm like who's going to need extra assistance or extra time to navigate? Do we have ushers available that can help this person, or is it better that they just stay on the upper patio area? We have some comfortable chairs for them. We make sure they have beverages and maybe acknowledge them as you guys are exiting, so that they don't feel like they've been left out Left out, exactly.

Speaker 2 9:51

Footwear Definitely gotten those Friday calls. Can we find heel caps anywhere? Not every shoe store sells those, let me tell you. I took about four trips or four phone calls to get a few of those. And then the other thing is with the restrooms. So a lot of the mobile trailers, which are awesome because we have electricity and we have running water and air conditioning and lights. They have steps.

Speaker 1 10:14

I was going to say every single one I've seen has steps. I do know they do have the kind where you can rent which are handicap accessible, but that's not the first option that typically pops up, it's the most, it's the bathroom trailer.

Speaker 2 10:26

They're the ones that don't have the the, the bells and whistles. Yeah, they're your traditional porta potty situation, the ones that are handicap accessible. These are all things that it's like. These are again when we're doing our checklist with our couples, thinking about those private resident events or, you know, at homes, you know there's more than just do we have a tent, Do we have a rain?

Speaker 1 10:50

backup so much more. I mean so much more than I did an entire clinic over planning for private estate weddings, and I guess it's probably two to three hours long, because there's so many things to consider when you're planning a wedding that goes beyond just tent lighting. In my band there's different details, like you mentioned, with the terrain and having the hill caps and even just if the terrain is level. I will never forget I had one backyard wedding where there was, during our initial walkthrough, there were so many holes in the ground and that was my first thought was what's your solution for this? Because this is a sprained ankle waiting to happen, and not just for me but for your guests who are attending this wedding. Have you ever encountered any creative solutions for helping guests when it comes to navigate the uneven terrain? You mentioned the couple from last weekend. That's great, yeah. In a safe spot looks so cute and accommodated. Is there anything else that you've ever run into before?

Speaker 2 11:46

For areas that are like gravel, rocky grass, that could be wet it's been you know 90 here but also raining a little bit every day.

Speaker 2 11:55

We've done straw because that does absorb water, so that's helpful. Doesn't look pretty but definitely can help a little bit as far as leveling out the ground so that it's kind of filling in the holes. But those low pile outdoor rugs are a game changer when it comes to the gravel transitions, things like that. So when these people are trying to utilize their, you know, walkers or wheelchairs or something like that, it's not going to roll, you know, on these terrain. And so again, if we know for sure this is going to be an issue, you know, let's get a bunch of those you know outdoor carpets that they sell at Walmart or whatever and just do a lineup to our path, because then shoes kind of stay clean, we don't have to worry necessarily about people sinking or rolling and we've cleared that clear like a designated path for guests to travel, which will just help to avoid some of those accidental rolling ankles or things like that.

Speaker 1 12:50

Yeah, and I'll say I've had weddings before this is obviously this was significantly expensive, very, very expensive, but basically where we build flooring and staging the tent set on top of that. Now this is like I said, this was very expensive, but that was a way that we because the grass was uneven, it was hilly, it was slopey, and that was essentially our only solution. If you want to get married in your backyard, we had to create an even playing field, and that included flooring for our stage to even sit on top of, but also flooring for those transition spaces, and that added up in cost, for sure, but it got the job done.

Speaker 2 13:26

It wasn't elevated.

Speaker 1 13:27

Yep, it was elevated because there was a slope.

Speaker 2 13:31

And then how did they accommodate people that couldn't do stairs?

Speaker 1 13:34

Well, luckily, the way that it was. So the way that it was elevated, was in order to maintain the fact that it was on a slope. So you got in, okay, gotcha, right in flat, because there was a drop off in the terrain. They had to basically create a stage and it wasn't from the outside, looking in and seeing the construction, it wasn't like a solid stage. You could see that there was a slope with it, but the stage brought everything on the same level, gotcha.

Speaker 1 13:57

That made it easy to accommodate, because this particular wedding actually was an older couple and so they were very mindful of their guests, because someone in prison coming with walkers, so they were very mindful of that and that was our only solution. But again, it looked beautiful, it was absolutely stunning, but it costs a lot of money, that's for sure. Now, brie, when it comes to seating, we've already kind of talked about restroom access, but I do want to talk to you about seating and comfort. How many, how can planners make sure physically limited guests are seated comfortably and with dignity? Cause that's a, that's a big one that I think people forget about is not wanting it to feel like all eyes are on them while we're trying to get them to their seat?

Speaker 2 14:37

Yeah, and I know we've had again some outdoor events where we had wood benches or you know, the venue comes like with a pre-setup of cement built-in benches or things like that and I'm like that's not, there's no back on that, it's not realistic for our older ones. So that's where we obviously really consider our chair selection and there are some venues that don't allow their chairs outside. So if that's the case, that goes on to our rental bill, right. So even if we only need eight of them or 16 of them for our, you know, front rows, family rows, you know we need to make sure that that's thought of because we do not want to put them in a position where they can't get up or they can't get down.

Speaker 1 15:19

Yeah, exactly, I'm so glad you mentioned that, Bree. There's a particular wedding venue here in my area that I work with quite often and they have this beautiful wooded ceremony space and they have these custom wood benches. But that is always my first thought. So, okay, so since we're escorting in some of your family members, Will these benches work for them? And they're like oh my gosh, I never even thought about that. Luckily, the venue allows us to bring some of their chairs outside, so that's helpful. But those are those things that, as planners, we have to keep an eye on. We have to be ahead of that. So that way, it's already again plan set in place that we have these chairs dedicated for these people scrambling on wedding day, making them feel uncomfortable because they're not in a proper seat.

Speaker 2 15:56

Yeah, and and I'm saying past the white folding chair situation, because those in grass are going to sink right right off the bat One we want to avoid for again, um, weight. Unfortunately they, you know they're not accommodating for everyone. So if the our person, who's already unsteady, doesn't feel safe sitting down because the chair shifts or moves, it doesn't look like it's going to hold them. Now all of a sudden again we could have another embarrassing situation where we just we, you know, for the few more dollars. Please just make sure that you're you know, the guests that we know need the extra assistance with the comfort and mobility issues. Just make sure they have a good chair.

Speaker 1 16:42

Exactly exactly Now. Brie, a big part of this, when it comes to being a wedding planner, is our communication. How should we, as planners, go about finding out which guests might need that additional accommodation? Should this come from a couple, or do you think should we put this in a polite way in our RSVP process? What's your kind of thought process here?

Speaker 2 17:03

I think it's definitely multiple sources. So, first with our couple when they're thinking about their guest list and who's adding the people to their guest list. If it's their parents, extended family, who do you know that might need assistance. You know, usually they know the health condition of their, their family members that are coming in. So start that conversation. When we're talking about our guest list, you know, also, with the RSVP end of it, add it to your wedding website. Hey, this is the terrain for our location. Please be mindful of this.

Speaker 2 17:34

If you're going to need extra assistance, let us know personally and then that way we can have, you know, methods in place to help facilitate that, because just because we're offering a shuttle doesn't mean that they can take that shuttle. Yeah, shuttle is going to get close enough for them to safely get on and off into where we need them to be at. So, having multiple avenues of communication, you know, but definitely it just really starts with the guest list who's coming off this list that is going to need assistance. You know, and the couple may not know that, and that's where it's neat to, you know, involve everyone that's adding guests to their list and just have a, you know, a chat about who's going to need help and what can we do to make it more comfortable for them.

Speaker 1 18:18

Yep, exactly, and I loved your putting it on the wedding website tip right. That's a really good piece of advice because hopefully everyone's visiting the website and then all that does is provide knowledge to your guests and allowing them to feel better. Knowledge is power that's going to allow them to feel a little more comfortable as well, so I'm glad that you agree. Now can you share a moment from your own planning experience where accessibility was a challenge and how you handled it?

Speaker 2 18:45

It seems like I'm dealing with that currently on a weekly basis.

Speaker 1 18:50

Every time we have a podcast you're like. And then the wedding I had two weeks ago. So, like you, made this your expertise as a CWP educator and now you're just living it every weekend.

Speaker 2 19:01

Yeah, it pretty, yeah, pretty much like again last week. It was like, oh, you know, and the family, the guest arrives, the person driving them, hey, how can I help them get into the building, you know? And so as a planner, my job is to scout out that space ahead of time. You know, if, again, if I'm not seeing it, then I need to think about when that guest arrives, how can I direct them. I don't want them getting out of their car and then making it four steps and then, oh nope, you've got to get back in your car and drive around through this alley so you can come in the kitchen access door, so that you can utilize your walker, so that you can utilize your walker. Or again, in this one particular case, the person felt like they could probably navigate the steps if they had the assistance of an usher or a groomsman or something like that.

Speaker 2 19:48

This Saturday's wedding, this one's going to be a tricky one because it's a backyard behind a home and we just don't have a good, viable way. So I've asked the couple is it an option to go through the home? Yeah, so, if so, that way we you know this having to traverse the steps isn't ideal, but at least in a home where you're going to have a handrail, you don't have to worry about navigating. You know different terrain with the rocks and the steps and the grass and flower beds and whatever else they're going to encounter. So that's kind of what is our game plan for that situation.

Speaker 2 20:21

The older ones coming are our family anyway. They know the home. That gives peace of mind to those that have. You know these situations that are maybe are a little bit older and get nervous about the space when they're like I don't know what to do or you know where I'm going to go. In this case they're just like oh yeah, let's just have them go through the house and out the back door, set up some seating up higher for them so that way they don't have to go all the way down into the backyard underneath the tree, which is going to be lovely.

Speaker 1 20:49

but you know. But, of course, my favorite part about this is that you've already had this conversation with your couples. This, this, is that you've already had this conversation with your couples. This isn't something that you're winging on Friday at the rehearsal, where you're like, oh, what about this? Like this has already been a conversation you've had and that is what makes you a phenomenal wedding planner is that you plan, brie, and you plan exceptionally well, so well done. Thank you Now, brie, as we wrap up, do you have any final thoughts or, excuse me, any key takeaways when it comes to accommodating physical guests and, if so, what would it be?

Speaker 2 21:20

The first key takeaway is to please discuss your venue with your clients. If they've obviously booked you first, then let's make sure that we're bringing in those what I like, the EORs of the event space. You know how is this going to help multiple people that might have a situation that we have to accommodate. If it's after the fact, then start that conversation. What are some family dynamics? What are some maybe some physical limitations of our guests that we have to consider so that we can make those extra rental items added early on? Or talk to our venue about making sure that they can make those accommodations Because, as a venue again, if they're private residents or something like that are there things that they plan on doing, possibly like building some sort of ramp, or is this something that maybe they could rent?

Speaker 2 22:07

Because if we're going to bring them more events but we're going to require that they have an option for our guests that fall under these criteria, then maybe they would invest in that. So opening up that conversation early on, it doesn't mean it's a no. We definitely we don't want to poo-poo on it, but we need to have conversations about what can we do to make sure everybody is thoroughly thought of, that they have a positive guest experience and overall, that's what our couple wants for their big day.

Speaker 1 22:36

Exactly exactly. Well, brekann, thank you so much for sharing your insights and your experience with us today. Your voice and your advocacy are helping shape a more thoughtful and inclusive future for our industry and obviously we're so grateful to have you part of our CWP Society family and to our listeners, I really hope today's conversation challenged you to think more deeply about how we see every single guest, not just the couple or the VIPs on the timeline, but everyone who walks or rolls through these doors. Inclusion isn't just a checklist, it is a mindset. So as we approach our events with empathy, planning becomes that much more powerful. And if you love today's episode, be sure to subscribe and leave a review and share it with a fellow wedding pro. And if you're ready to take your planning skills to the next level, we'd love to welcome you into the cwp society family, where education, connection and raising the standards go hand in hand. Visit cwpsocietycom to learn more about our memberships and our certification programs. Until next time, thanks, bree.

Speaker 2 23:35

Thank you.