What is this? This is the checklist for event planning, but with explanations why we should do the things on the list. Don’t just believe me, understand why those things make sense.
You just want the list? It’s here.
Hybrid or Not Hybrid, that is here the question
O Check if you can make your event hybrid (do it if you can!).
Why? No matter how accessible you make your in-person event, some people cannot attend. Maybe they cannot cope with large crowds or the travel is not physically possible. Some people can also not cope with an online only event, e.g. due to some forms of neurodivergence. Offering hybrid is best practice.
O Choose good meeting software, Zoom or Teams. Do NOT use Collaborate.
Why? Zoom is widely known, that means many people are familiar with the software and its looks. It comes with the widest range of inclusion features of any popular meeting software (epilepsy protection, noise reduction, very good CC etc). MS Teams is the second best choice. UoE has licenses for both. UoE also has a license for Collaborate. Do NOT use that software, it is one of the worst softwares on the market for inclusion; it does not even have native CC.
The Venue
O You can book more than one room close to each other.
Why? We do that so we can offer a quiet room and a loud room. The quiet room is important to help people with hypersensitivity, which is often the case when someone is neurodivergent. We want that room to be quiet, no music, close to no talking, dimmed lights, not strong smells.
O Have options: chairs for sitting, standing spaces, wheelchair spaces in all spaces.
Why? Wheelchair users need a table with no chair, other disabilities require pacing or moving, or standing. That may be due to being on the Spectrum or lower back pain or knee problem, etc. The best thing to do is: offer people choices in both spaces. In the talks area, make sure the standing area doesn’t block sitting attendees’ vision. A horseshoe set-up is great!
O There is a lift, and it works.
Why? This applies to wheelchair users but also other physical disabilities. Do try the lift in the building to make sure it really works.
O There is a way in and out for wheelchair users (ideally as long or shorter than the not accessible route). Why? If you aren’t sure, take one of those wee shopping trolleys and walk the way yourself. If you have to lift the trolley, the path is not accessible.
O The venue is labelled/has clear signage (bonus if the labels are in braille, too).
Why? It can be a huge stressor for people if they are in a new place and they do not know where they are going. Good signage reduces that stress.
O If you’re hybrid: does the venue have conferencing tech?
Why? It saves you having to bring your own set-up. Preset conferencing tech, screens, mics etc make your life much easier and improve the sound and CC for everyone.
The Tech
O The audio tech in the venue is adjustable by venue staff or you (e.g. you can turn the volume up and down).
Why? Some speakers project very well naturally, some speakers are very quiet. You need to be able to adjust the volume speaker by speaker so that people with hearing aids do not end up in pain.
O The venue has screens and microphones (ideally with hearing loop connection).
Why? You need screens for captions/subtitles, and you need microphones because they feed hearing loops and they provide adjustable volume so very quiet speakers or speakers with speech impairments can be heard equally well, without working harder.
O There are plenty of sockets and/or I can safely bring extension cords.
Why? Some people need to plug in a device to access their accessibility tech. Some people need to bring a small HEPA filter. Do a Risk Assessment and make sure the cables are not a tripping hazard!
O Hearing loops are available.
Why? Some people with hearing impairments need them to hear the speakers properly. They feed directly off the microphones so background noise is minimal.
O Have roaming mics.
Why? It allows speakers to use a mic who cannot come up to the front/podium or would have to put more labour in to do so. We always want the mics to be used for attendees with hearing impairments and/or the CC.
The Loo
O There are clean toilets nearby.
Why? People need to go to the bathroom often for various reasons, from prostate conditions to pregnancy all the way to too much coffee. Make sure they can go any time without having to go far or disturb the event by having to walk in front of the speaker, etc.
O There are gender-neutral toilets available.
Why? Non-binary people exist, so do intersex people. They might not be comfortable going to the wrong toilet.
O There is at least 1 wheelchair accessible toilet.
Why? Wheelchair users need to go to the loo, too. Even if no one in a wheelchair is present, the toilet with wheelchair access has support handles that can help other people, too. That could be because of mobility issues, old age or third term pregnancy.
O There is a baby changing facility (bonus: it is separate from the women’s toilet).
Why? You might have a parent with a wee one attending your event. That attendee might be a man who would be more comfortable not having to go into the women’s bathroom to change their baby.
O There are sanitary products in all loos, both pads and tampons.
Why? Period poverty is real and can affect anyone. Someone might have just forgotten to bring products or gotten surprised by their period. Anyone who has a uterus or had a uterus but still has a cervix can bleed. That includes transmen, non-binary people and intersex people. Uni will offer the products for free, when in doubt just bring some and leave them in the loos. Men sometimes take product home for a family member who cannot afford it. Just put it there. It’s free for you and it might preserve someone’s dignity.
The Food
O Vegan/Vegetarian/Halal/Kosher/Gluten-free options are available.
Why? Some people’s religion will restrict their diet. Some people make the choice to be vegans or vegetarians for ethical or environmental reasons. Some people make dietary choices for health reasons. Some people restrict their diet because of neurodivergence related sensitivities. We want to respect all of these restrictions and offer a meal for everyone, so people can eat together and feel equally provided for.
O The caterer is willing and able to provide a meal for people with food allergies.
Why? By law, they have to be able to tell you exactly what is in the food and what the kitchen handles in which the food was prepared. If someone has a severe allergy, e.g. against peanuts, trace amounts can literally kill that person. Not all caterers are equally good at this, so if you can, choose one you had good experiences with.
O There are non-alcoholic/non-caffeine/sugarfree options.
Why? Some people do not drink, either for religious or for health reasons. Under no circumstances should they be peer pressured to drink alcohol. Diabetics and people with other health conditions will need sugarfree options.
O There is access to drinking water/bottle filling option at all times, outside of breaks and meals.
Why? keeping well hydrated is important for everyone, but even more important with some disabilities. That may be because of physical disabilities like kidney conditions or because of neurodivergent needs to time water intake.
O Brews are offered with dairy and alternatives, such as oat milk. There is a caffeine-free option.
Why? Some folk choose to go diary-free for environmental or ethical reasons, some for religious reasons, some are allergic to milk protein or lactose intolerant. Please have one alternative, and also offer a caffeine free alternative.
The Talks
O Have Captions (if you have funds, consider providers like Streamtext, if you need it at no cost, Zoom or Teams call yourself and switch on CC).
Why? People might need Closed Captions because they have hearing impairments, auditory processing disorders or they struggle with focus e.g. due to neurodivergence.
O Encourage speakers to face the audience and design accessible slides.
Why? Some people may need to lip-read. If you are concerned about accessible slides, ask your department’s Learning Technologist.
O If you have a BSL interpreter, make sure BSL users are sitting close to the interpreter.
Why? Not all BSL users have good vision, so they should be in front of the interpreter. This also allows the interpreter to see if specialist terms are understood or if they need to change their approach.
O Close the chat on online/hybrid and open it only for messages to the host.
Why? Chat messages can distract the speaker and other attendees. Introduce the chat to host function at the start and explain that people are welcome to send their questions and messages to the host if they cannot/don’t want to speak. The host will read out their question on their behalf.
O Have an alternative feedback/question system, such as cards.
Why? Not everyone can comfortably speak in front of a large audience. Consider an alternative question pack: Coloured flash cards and a pen. That copies the chat to host function in an in-person meetings. Your host can read out what is on the card. Use flash cards so the host/helper in the room can see right away that there is a new question/comment.
The Social
O Offer a quiet room and a loud room.
Why? Same as explained above in venue: some people need to retreat to a quiet room to prevent sensory overload. Some people need a space to talk and laugh as loud as they want. Offer choices.
O Avoid music in the background, unless it’s a dance/ceilidh, then offer free earplugs.
Why? Music in the background may affect hearing aid users and those with auditory processing disorders. Single use earplugs are a good choice. Your H&S department might have them already. If not, you can buy a candy jar with prepacked pairs.
O Consider a play area (fidget toys, a deck of cards or two, a simple board game).
Why? It is very helpful for people on the spectrum or those with social anxiety. Fidget toys encourage stimming and help people to focus on the person they are talking to. Bonding and interacting over a rule-based share activity (like a board game) is ideal for many autistic people.
O Make it clear that alcohol is NOT the default and both alcoholic/non-alcoholic options are offered equally.
Why? Dry alcoholics and disabled people may be ashamed to ask for a non-alcoholic option or feel pressured to have to explain themselves. Offering both options equally preserves everyone’s dignity.
O Consider a coloured cup system “Give me space”, “Happy to chat”, “Would rather just sit here and listen”.
Why? This significantly reduces social anxiety. Especially people on the Spectrum often struggle with the initial part of social interaction. I.e. figuring out if they are okay to approach a person and to talk to them. Or they feel obligated to interact socially even if they don’t want to because they don’t know how to end it/refuse it politely. Do not use more than 3 options because it will overload working memory and you’ll be out of safe colours for colour-blind people by 3. Hot tip: dark blue, bright orange, white. Or bright, dark, with dots.
Before the event
O Send out the invitation with a calendar invite (internal) or with a .ics calendar file so those who struggle with working memory can add a placeholder to their diary right away.
Why? Many neurodivergent people struggle with working memory and the part of executive function necessary to organise setting themselves reminders. If you do it for them, they are much more likely to remember and attend your event!
O Ask for accessibility needs right at the start. Physical, sensory, dietary. Make clear the event is inclusive.
Why? You cannot predict everything and some expenses, e.g. a BSL interpreter, are not always necessary. Asking people also shows them you care, that they are really truly wanted at your event and that is incredibly important.
O Offer papers digitally and as a paper copy (Accessible docs guide here). Offer a golden copy that is not editable, such as .pdf and an open format, editable copy .docx or .odt. If you have funds, offer braille on demand.
Why? Some people need software that reads the document out to them or they need to change the font e.g. because of dyslexia. An open format allows them to do what they need to do, without losing sight of your final version.
O Consider if you want to help attendees connect, offer a way for them to interact after the event, such as Zoom chat if it was hybrid. Alert them before the event and offer opt-out.
Why? We often make connection during events but some neurodivergent people struggle with names and/or struggle to understand the social rules for reconnecting with people they met. You can help everyone by offering a low pressure option to chat after the event. Nothing without informed consent, so offer an opt-out/provide instructions how to leave the chat.
During the event
O Have name badge for your attendees, ask for attendees’ preferred name (e.g. people from Hong Kong often have a Chinese and an English name) and pronoun, put it on the badge.
Why? Many disabled people struggle with working memory. Shift that labour onto a badge. Some people are face blind. They rely on voice, hair-do, clothing, etc. to identify an individual. Badges help them, too.
O Consider colour coding (such as a red frame for those who need/want 1m+ distance around them for various reasons), have max 3 different badges. E.g. “Organisers”, “Attendee”, “Attendee – give me space”.
Why? Some people need more space, e.g. neurodivergence, reducing pathogen exposure, survivor status. The emotional labour of repeatedly asking people to give one space might put people off attending. It is also important that people who need help from an organiser can recognise them by their badge.
O Have at least one “Here to Help” person on duty at all times during the event.
Why? There is always at least one thing you did not plan for and you need to have an organiser there people can ask for help. Make sure they are signaling they are approachable. Meaning: do not give them another job like handing out coffee or tech support, if you can.
O Have comfort breaks. Do not skip them.
Why? Not everyone can sit for more than an hour. Not everyone can go without using the toilet for more than an hour. Allow for people to leave the talk at any point in time, if they have to. But also stick to comfort breaks. Don’t “vote” to carry on or ask “if anyone in the room objects to skipping the break”. Imagine how you would feel if you had to tell 100 of your colleagues that you need the toilet. Protect everyone’s dignity by sticking to breaks. 60 mins is best practice, 90 mins is the limit.
After the event
O Send out a follow up with slides, links to videos, etc.
Why? It helps attendees to remember what they heard and it helps them to remember whom they want to follow up with. They may not have been able to take full notes.
O Consider asking for feedback in a simple form, act on the feedback.
Why? No matter how well you did, there is always something you can learn for the future. Sometimes that something is that you did super well 🙂
O When publishing news about the event, highlight it was inclusive.
Why? You did a good thing, you should brag. Show that inclusion is a thing worth mentioning. But also show people you are a safe organiser, so if they were unsure whether or not to come to your event, they will come next time. Show them they are wanted and they will come.
Questions? Want us to check if your event is accessible?
Email me here. Or send me a Teams message here. Or book a slot to meet with me digitally or in person here.
