Building truly inclusive communities starts with making our events accessible to everyone. Accessibility is not just about following rules; it is about ensuring everyone can participate with dignity. By planning ahead, we can remove barriers and create a better experience for all.
Understanding diverse needs
Accessibility covers more than just physical movement. It includes:
- Physical access: For people who use wheelchairs or other mobility aids.
- Sensory needs: For people who are blind, have low vision, or are Deaf or hard of hearing.
- Cognitive and neurodiversity: For people who think or process information differently, or who need support for mental health.
Checklist for inclusive planning
1. Venue and facilities
- Choose accessible spaces: Look for venues with ramps, elevators, and wide doorways.
- Check bathrooms: Ensure toilets are accessible and have grab rails and lower sinks.
- Keep paths clear: Remove clutter from walkways.
- Improve signage: Use large, high-contrast text and Braille. Place signs at a height that is easy to read from a wheelchair.
- Create quiet zones: Set aside a space for people who need to take a break from sensory stimulation.
2. Clear communication
- Share information early: Explain your accessibility features on your website and in invitations.
- Provide an accessibility statement or Office Access Guide: Tell people what accommodations are available. Always include a way for them to ask for specific help.
- Use simple formats: Provide documents in plain language, large print, or formats that screen readers can read.
3. Sensory and digital support
- Provide communication alternatives: Use live captioning and sign language (Auslan) interpreters for presentations.
- Improve sound: Use microphones, speakers, and hearing loops.
- Check your tech: Ensure online platforms work with screen readers and include built-in captioning. Test everything before the event.
4. Build an inclusive culture
- Train your staff: Teach team members about disability awareness and respectful interaction.
- Welcome assistance animals: Provide space, water, and relief areas for them.
- Use inclusive language: Use person-first language and avoid stereotypes or jargon.
- Collaborate: Include people with disabilities in your planning process from the start.
5. Event flow and feedback
- Plan regular breaks: Give people time to rest and avoid getting overtired.
- Label food: Clearly list ingredients for dietary needs and have staff available to assist.
- Offer seating variety: Provide reserved spots for those who need them.
- Ask for feedback: After the event, ask attendees what worked well and what could be better next time.
General guidance
About understanding accommodations: It can be a simple message after sharing what you do/don’t provide – we use this in the OZeWAI events: Please email info@ozewai.org if you wish to share any tools, communication methods or anything else we should consider to ensure you can fully participate in the session.
- Considering AV setup for hybrid events: ‘It’s also essential to check the venue’s AV setup when running a hybrid session. How is screen sharing configured? For sighted attendees, can they clearly see the presenter, and are they positioned so they’re not standing in front of the projected content? Are captions enabled and visible to both in‑person and online participants?” Vithya, VisAbility.
- “Tech setup and physical accessibility of a venue is so important. Some venues still don’t allow presenters to plug in their own computers — which is a real barrier for anyone using assistive technology. Presenters also often can’t view their speaker notes on the venue’s system, which creates another layer of difficulty. These are essential details that AV teams should communicate upfront so presenters can prepare and so accessibility isn’t compromised.” Vithya, VisAbility.
- “Having microphone holders makes it way easier to pass microphones around, especially for people who are blind or have low vision because they have something they can hold on to.” Matt Putland.
- “Social stories are good for pwd to know what to expect, for example loud noise, need to show your ticket or ID at a certain point, this is how the venue is set out etc.” Annette Ferguson
- “I went to a conference last year and there was an audio download available that explained the venue layout how to get to the dog toilet area. It was so helpful!!” Annette Ferguson