You can adapt this short guide to suit your audiences and to fit in with your organisation’s communication style.  

Checklist for making your event more accessible

In planning your event, you should consider the following:

  • What do you need to do to ensure the people you’re working with can physically access your building?
  • What communication access requirements do you need to address?
  • What do you need to do to ensure access to information and interpretation?
  • Do you need to organise accessible transport or pay for taxis for those who can’t access public transport?
  • How much budget is available for making this accessible?
  • If you have a car park, how many accessible places are there; can you reserve them in advance of your event?
  • Do you have wheelchair accessible toilets? Can they accommodate the wheelchair user, a portable hoist and a PA? Does the red alarm cord work and is it in the right place?
  • Is your signage clear and compliant with RNIB guidelines?
  • Have you checked how many wheelchair users are allowed in the building and space at any one time?
  • Do you need to liaise with your local council and/or fire officer about a venue licence?
  • Do you need to adapt the lighting and room layout to accommodate sign language interpreters (SLIs)?
  • How much circulation space do you need to allow for in the room layout?
  • How many breaks do people need; can you provide a ‘quiet space’ for people to use?
  • Do your comfort breaks need to be a bit longer than usual because of physical access issues?
  • Have you got a hearing loop or infra-red system? Is it working? If you are hiring a loop and using microphones, who will check they don’t interfere with each other and cause noise feedback?
  • What’s the plan in the event of the fire alarm going off? How will you let deaf participants know what is happening? Have you carried out a risk assessment?
  • What feedback methods are you planning? Do you need to provide a range of formats?
  • How are you going to brief reception and front-of-house staff?
  • Is there an outdoor space for assistance dogs to use?
  • Is your catering clearly labelled and will there be assistants on hand to help serve food and drinks?
  • Are you providing mugs instead of cups and saucers, and straws?
  • Are there sufficient tables for people to eat at?
  • Can you provide chairs with backs?
  • Can you offer information about local accessible accommodation?
  • Can you provide printed notes of plans, presentations etc, to circulate beforehand?
  • Can you provide all speakers, contributors and presenters with information about what you expect from them regarding access and inclusion?
  • Who is responsible for ascertaining consent to be photographed?
  • Are you and your photographer or filmmaker aware of the issues regarding the creation and use of images of disabled people?
  • If you have information to give to people, can you provide bags with handles to carry this in?
  • If you are providing name badges, is the font large and clear enough?

You should read this article in conjunction with marketing your accessible event.

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

To contact the team or make a training enquiry please email [email protected] or call 0207 424 7330

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Banner image: Visitors viewing the Shape Open 2014 exhibition at Shape Gallery, Westfield Stratford