Digital invitation for an accessible corporate event

Two days before the offsite, a guest emails to ask where the ramp is. You know it's by the bike racks, but nobody wrote it down, so you're typing directions on your phone in a corridor. An accessible corporate event runs on details like that, and a digital invitation is the one place to put them: the door, the ramp, the menu, the captions, all behind a single link. You can build and send one today from the catalogue.

It also ends the two-version problem. One link for everyone means no leaflet with last week's start time circulating next to the correct one. The page opens in any phone browser, no app to install and no PDF to pinch and scroll.

Digital invitation details that go on the first screen

Access is the part people get wrong, and rarely out of carelessness. It's about writing the label instead of the fact. A line about an adapted entrance tells a wheelchair user nothing. A line about the side door by the bike racks, with the ramp next to it, tells them everything. That goes on the first screen of the invitation, not in a footnote after the dress code.

• The exact way in: which door, where the ramp or the lift is, and the street name.
• How to get there: the stop, the exit with a lift, the minutes on foot, and whether the last stretch has a kerb or a step.
• A name and a mobile number for access questions. A shared inbox gets read on Monday; a mobile gets read at the door.
• The real start time of the talks, plus the margin you're leaving for people who need longer to arrive.

How to write the menu and the captions into the same link

Write the menu with ingredients, not labels. “Pumpkin soup with seeds and olive oil” is information. “Veggie option” means someone messaging you on the day to ask what's in it. Same with the talks: say whether they're captioned and on which screen the captions appear. Finding that out from the third row is too late.

Add the quiet parts too. “Room 2, ground floor, no music from 16:00 to 17:00” is a sentence a guest can plan around. If there's space for a pram or a guide dog, say where. This is a couple of lines, and it saves you five messages.

If a guest has to ask where the ramp is, the invitation hasn't finished its job.

Why digital invitations suit an accessible corporate event

One link, one QR code, one message to the whole company. Confirmations land inside the invitation in a tidy list, so you know how many chairs you need without chasing replies in a group chat. If guests are flying in, the site runs in seven languages and you can set the invitation content per language. And if the room changes two days out, you edit the invitation and the link stays the same: nobody opens the old version, because there is no old version.

What a digital invitation doesn't do

It doesn't print. If your director wants a copy for the file, print three and send the link to everyone else. It doesn't scan tickets or control capacity either: the count comes from the confirmation list, and the door works the way it always did. Guests still need a phone, a tablet or a laptop with a connection. For anyone without one, give them a number to call or a colleague to travel with.

Before you publish, open the invitation on a phone that isn't yours, with the large-text setting on, and check the ramp, the menu and the captions are visible without much scrolling. Then send it: one link, one QR, one message. A digital invitation costs 29.99 EUR as a one-off payment, and you can try a design free before you pay.