This checklist can be used to ensure that most areas that need to be considered in your project planning are done from the outset - as always with access, embed from the start, don't bolt on at the end!

Budget – identify what funds are available, for example in core budgets, and what funding you will need in addition to this

Project management – identify who will take on this role

Target participants – understand who you want to work with and why

Target numbers – take into account possible funder requirements

Timescale – planning, fundraising, recruitment, delivery and evaluation

Aim, objective and indicators – start this process and then continue it with participants and stakeholders

Participant recruitment – establish who to communicate with and how

Artist recruitment – set the criteria to get the balance right between skills and experience

Access requirements – find out what requirements staff and participants have and meet these requirements

Training – provide training if necessary for project and gallery staff

Locations for activities – research how accessible locations are, including getting to and from them

Feedback – develop accessible and inclusive methods of feedback for all involved

Photographic consent – create accessible ways to get decisions on consent

Photographer – ensure they are included in planning meetings and that they meet people before photographing them

Photography – be clear about what images are created and their intended use

Support workers/carers – meet and brief support workers separately; discuss roles and expectations

Staff/participant ratios – avoid having too few participants and too many staff

Roles and responsibilities – make sure all project staff understand their own and each other’s roles and responsibilities

Materials/equipment – research, adapt and purchase materials and/or equipment appropriate to participants’ requirements

Activity/content – design this first and then adapt it to participants’ requirements

Age appropriate – design activities that are appropriate to participants’ age range

Desired outcomes – discuss and agree what the participants, artist and gallery would like to create

Feedback and review – set up ways for everyone to feedback on and review progress as part of a shared evaluation process

Contingency and diversion – respond to participants’ choices and preferences, and to support workers’ input

Complaints – adapt your standard complaints procedure into an accessible format

Continuity – equip all project staff with information about further opportunities for participants in your gallery and beyond

Celebration – if required, design accessible celebratory events with participants

Sharing – produce and distribute accessible evaluation reporting and share positive outcomes


You should read this article in conjunction with accessible events


You can download this article as a PDF by clicking here.  If you would like it in another format please contact us.


For more resources please click here

To contact the team or make a training enquiry please email training@shapearts.org.uk or call 0207 424 7330


Banner image: Shape team and artist Juan delGado at MIA, Doha, Qatar