Accessibility at EPIC.LAN Events
We pride ourselves in making EPIC.LAN a friendly, safe and accessible event for our community. This page explains some of the measures we go to in order to make that happen.
With nearly 1000 people in attendance and in venues that don't belong to us, we can't necessarily cater for every specific scenario, but we'll try our best and if we can't, we'll work with you to make your experience at our events as enjoyable as possible.
This page is our first attempt at publishing our accessibility measures and is an ongoing work in progress, we would value feedback from our community on how we can improve this information over time.
Kettering Leisure Village
The majority of our main EPIC.LAN events take place on the ground floor of the venue for our July and October events we also use the 2nd floor of the venue which has 2 lifts available to access the 2nd floor. The entrance to the event is level access from the car park.
The venue has lots of parking with disabled spaces for blue badge holders near to the entrance. Note that the venue is shared with other users for sports and theatre use so parking is not always occupied by EPIC.LAN guests.
DoubleTree by Hilton Coventry
The EPIC.LAN Tabletop and LUX events take place in the ground floor function room of the DoubleTree by Hilton Coventry with level access from the car park.
Wheelchair / Mobility Scooter Hire
There is no wheelchair or mobility scooter hire available at our venues.
EPIC.LAN offers complimentary spectator tickets for carers accompanying those with care needs at the event. BYOC tickets are not offered on a complimentary basis, however the equivalent spectator ticket cost can be applied as a discount. Please contact us through our support portal to arrange carer passes manually at this time.
We are currently investigating the Access Card scheme to simplify this process in the future.
The only time EPIC.LAN has long queues is during the first couple of hours of the event opening while we allow for the initial security checks to get everyone in to the event. This peak is around 16:00-18:00 and then calms down. We would always recommend avoiding this peak time if you do not wish to queue.
There is a waiting area in for the theatre bar should you wish to sit during this period until the queues have calmed down.
Due to required security/bag checks unfortunately we are unable to offer a process to bypass this queue at the current time as the queue system physically takes up all of the space available to us in the check-in area to the venue.
Assistance dogs are welcome at our event, but please note that we do not have specific feeding/water facilities available.
Other dogs or pets outside of assistance dogs are not permitted at the venue for long periods of time (e.g. the whole day/event) due to the potential risk of other guests having allergies or fears of animals.
If you are bringing a dog for short periods to visit, you should be courteous to guests around you and ensure that they are comfortable with visiting dogs and don't have any allergies before bringing the dogs in to the venue. All visiting dogs should be kept on a lead at all times.
We operate a seating picker to indicate your seating preference when booking your ticket, but we do reserve the right to move people to ensure that we maximise seating capacity and keep groups together. You can read the full explanation of why we move people in our FAQ section.
If you have specific seating requirement based on physical or mental health needs, you can contact us through our support portal to let us know and we will do our best to accommodate you, but we may not be able to honour exact seating requirements due to the complexity of seating so many people at the event.
We provide all guests with a wristband to manage security at the event which should be worn at all times and presented to security when you enter the building.
If you are unable to wear the wristband around your wrist for genuine reasons, please contact us in advance of the event so we can discuss alternatives with you that suit your individual circumstances but still allow us to manage the event's security.
All bags are subject to search on entry to the event and at any point during the event, this process may not be bypassed for any reason.
However, if you are required to bring items with you for medical reasons which may be potentially dangerous or sensitive, please contact us in advance of the event so that we can brief our operations team and if necessary provide a more private and discrete bag search arrangement for you with our security team.
We hope to introduce a system for recording medical conditions that we need to be aware of on your profile shortly which will be made available to our event duty management team.
While that system is in development, please contact us in advance of the event to let us know.
We obviously do not need to be aware of all medical conditions, only those that our event management team may find useful, e.g. in the event of a first aid incident, severe allergies, severe diabetes etc.
Note that we do not have refrigerators available at the event for medication that needs to be kept chilled. If you have a medical need for chilled medication, you may bring a powered coolbox/mini fridge with you, however we would ask that this is plugged in with our staff teams either in the event office or duty manager office so that it is both secured and not plugged in to the main LAN power which has to be carefully managed for power use. Again please notify us in advance if you need to bring this with you.
The venue does not have dedicated/private rooms available for prayer and other religious practices at this time.
Kettering Leisure Village
Catering is not managed directly by EPIC.LAN, however we do work closely with the venues to shape the catering offer at our events.
We ask each vendor to ensure that they are providing alternative dietary requirements and they are also required to provide their allergen information to you in an accessible format. We may not always be able to make this available to you online in advance of the event, but as a minimum each vendor should have this available to you at their outlet on site so that you can make informed choices before ordering.
DoubleTree by Hilton Coventry
Catering is offered by the hotel restaurant who can provide full allergen details on request.
Both Venues
In addition, our events also allow you to bring in food from off site (note that at our Coventry venue, this can only be consumed in the gaming room or your own hotel room, not in any public areas), so if you are unable to consume food from the official caterers for dietary, religious or medical reasons you are able to bring in your own suitable alternatives.
If you do encounter any issues at our event relating to your accessibility needs or encounter any form of harassment, bullying or intimidation, we encourage you to report it straight away to a member of our Duty Management team or to reporting@epiclan.co.uk.
You can also report any adult or child safeguarding incidents to us at epiclan.uk/safeguarding
Kettering Leisure Village
Disabled toilets are located on both floors of the venue next to the main toilet areas on each floor. Please ensure that you are only using these facilities if you need to do so, however do not judge those who are using these facilities, remember that not all disabilities are visible.
DoubleTree by Hilton Coventry
Disabled toilet facilities are located on the ground floor near to the event hall. Similarly as this is a hotel venue where most people stay on site, you may also request an accessible hotel room on booking with our agency.
The main LAN hall at our Kettering events can be a noisy atmosphere and in particular the stage area makes use of flashing lighting, moving heads and occasionally haze and other special effects. The stage is separated from the LAN area to some extent using a heavy wool serge drape which provides some sound dampening effect, but does not eradicate it entirely. The stage is marked on the seating plan should you wish to select a seat further away from this area to minimise the impact on you.
In addition at key times, particularly in the evenings, the Lakeside hall in Kettering is also subject to loud music, crowded spaces and additional crowd noise, e.g. during Karaoke.
Some events may have additional rooms available, subject to capacity, the seating picker page will offer an explainer on each of the spaces available and the event crew can provide additional advice through our Discord server on where to sit if you have not attended before.
Kettering Leisure Village
The availability of a quiet room varies from event to event at our Kettering venue, for our smaller events, it is not always possible to provide a dedicated quiet room, however due to the size of the venue there are always spaces where you can decompress and get away from the LAN noise should you need time out.
Where we have a dedicated quiet room, it will be identified on event maps, however our event crew on the help desk or Discord will always advise on alternative locations you can go from event to event if you need a quieter space for a while.
DoubleTree by Hilton Coventry
As you have your own hotel room at these events, we recommend using your own hotel room for any quiet down time throughout the event.
Kettering Leisure Village
EPIC.LAN has a minimum of 2 mental health first aiders at our main events on duty along with traditional first aid support as required, please speak to the helpdesk if you require support from our first aid team.
DoubleTree by Hilton Coventry
This event has smaller staffing levels, however we endeavour to have at least 1 mental health first aider at these events along with traditional first aid support through the event crew and venue team.
Please note that first aiders and mental health first aiders are not medical professionals, they are there in both cases to provide the first level of support and signposting to professional care. They may recommend to you that further professional services are required e.g. through hospital support, they are not able to diagnose and treat medical or mental health conditions.
If we have not addressed your specific needs here, that does not necessarily mean we cannot help you have the most enjoyable and comfortable time at our events. Please do contact us with any additional needs and we will always try our best to help as long as we know in advance.
19th
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22nd February 2026
Kettering Leisure Village
27th
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29th March 2026
Coventry