Appendix D – Accessible Event Planning Checklist

When planning an event, please consider the following to ensure it is accessible to all attending.

Give ample notice for your upcoming event – this allows people to arrange for transportation, assistants or other supports they may require. Indicate both start and finish times.
Provide space on your registration form or on the event notice for people to identify their accommodations or accessibility needs. If you are serving food, give participants a chance to indicate dietary restrictions.
Include contact information (e.g., phone number and email address) so that attendees can contact you with their requirements.
Follow up with people who request accommodations in a timely fashion to inform them whether or not these will be available.
Indicate whether there are any fees for admission or materials, note that fees should not apply to any accompanying support persons.
On posters or information sheets, include international accessibility symbols indicating accessibility (e.g. wheelchair access, captioning, sign language interpretation).
Promote a scent-free practice for all events.

Train event personnel on how to respectfully assist people with disabilities and to respond to any accessibility issues that may arise.
Make sure that event personnel are easily identified (use name tags and/or other identifiers).
Book any access supports being provided in plenty of time to ensure availability. (e.g. Sign Language interpreters, real-time captioning, note-takers, attendants).
Provide interpreters, captioners and note takers with agendas and presentation outlines in advance of the event.
At the event, be sure the interpreters and/or captioners are introduced and explain what they will be doing during the event.
Remind participants as well as volunteers and service providers of the scent-free practice.

Allow for easy movement for wheelchair and scooter users (you may need to rearrange furniture). For example, choose a room with wide aisles and plenty of space around tables.
Include accessible seating areas interspersed throughout the room where possible – front, middle and back.
Good lighting (bright, without glare and allows for adjustment).
If a stage is being used, ensure it and any projection screens are easily visible.
Good acoustics. If possible, arrange for provision of Assistive Listening Devices (e.g., an FM system).
Provide for seat reservations for people who are deaf, deafened or hard of hearing.
Make sure accessible washrooms are available within a reasonable distance.
Cover electrical cables or cords that cross over aisles or pathways so wheelchair users as well as people who use canes and walkers can traverse easily and safely across them.
Wherever possible, try to eliminate or reduce background noise during proceedings.
Ensure that all parts of the event are smoke-free.
Make sure organizers, presenters and volunteers are aware of emergency evacuation procedures.

Make sure transportation options for getting to the venue are accessible to people with disabilities.
Determine the location and approximate distance for nearest accessible parking.
Make sure that wheelchair access is via the main entrance. Alternatively, post clear, legible signs at the main entrance showing alternative, safe and accessible entrances.
Make sure people with disabilities can reach all areas used at your event independently or with assistance from your volunteers, e.g., the registration desk, auditorium, breakaway rooms, stage, etc.
Preferably, elevators should have low buttons for wheelchair users, Braille/raised number markings or audible floor announcements for people who are blind or with low vision, and visual floor indicators for people who are Deaf, deafened or hard of hearing.
Post clear and easy-to-read signs showing locations of accessible washrooms, elevators, phones, etc.

Remind presenters to end meetings or presentations on schedule (important for people making advance transit arrangements and for pre-booked support people).
Produce materials in large print (16-point type or larger) and have available electronically in case of a request for such a format.
It is always good to have a few print copies on hand. Encourage and support presenters to offer copies of their material in different formats and distribute them before their presentation starts.
Ideally lectern heights and audio visual controls should be adjustable to meet the needs of different speakers.
During the session, presenters should verbally describe contents of videos, or any written materials, including overheads or chalkboard notes for audience members with vision loss.
Encourage presenters to use captioned videos.
Organizers or presenters should check with the audience about the need for breaks.

Set aside funds early in the planning stage for accessibility and in the event of requests for communication supports and accessible formats.

Be sure evaluation forms are accessible and include a section about accessibility of the event. This can provide valuable information for use in planning future event plans.

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