Event Accessibility Checklist

When organising an event, whether it’s a board meeting, an annual conference, or the team Christmas party, there are a few small considerations to make to ensure it can be enjoyed by everybody.

The information below is an overview of considerations that should be made to accommodate people with certain disability. It is by no means exhaustive, but it a good place to start when planning your event. Always remember to ask each attendee about their unique requirements; never assume.

Before the event

  • Ask attendees to advise of any accessibility requirements when registering so that these adjustments are managed as a part of the event.
  • Ensure that guests and participants can register for the event in a range of ways, including by telephone, by email or online. If using an online form or third party booking service, make sure it is accessible.

General

  • Ensure that your event venue is accessible. Is there parking available? Do the elevators have Braille signage?
  • Book Auslan interpreters as needed, and reserve seats in front to enable a clear view for people who are deaf and hard of hearing
  • Choose a venue that can be easiily accessed by public transport
  • Avoid strobe lighting or flashing lights
  • For ticketed events, Companion cards and similar services should be honoured
  • Make sure your venue understands the laws surrounding service animals in Australia.

Accessibility for people with reduced mobility

Ensure:

  • Entrances, lifts, ramps and corridor widths comply with Australian Standards
  • Automatic doors at entrance
  • Wheelchair ramp to stage (if required) complies with Australian Standards
  • Adjustable height microphones, or lapel microphones if required
  • Wheelchair accessible bathrooms
  • Sufficient space between tables for wheelchair access
  • Table height accessible to wheelchair users
  • Refreshment tables/buffets accessible to wheelchair users
  • For standing events, provide some chairs for people who may experience fatigue.

Accessibility for people who are deaf or hard of hearing

  • Hearing loop installed
  • Auslan interpreter provided
  • Live captioning of the event
  • All videos captioned.

Accessibility for people who are blind or have low vision

  • Written material available in alternative formats, as required, before and after event (e.g. Braille, large print, audio, electronic)
  • Braille signage, for example on doors and bathrooms
  • Even lighting throughout venue
  • Signage, presentations and written material have accessible contrast levels
  • Guide dogs are accommodated (this includes having an easily-accessed grassy area nearby for breaks)
  • Venue is clear of obstacles and that trip hazards such as cables, etc, are moved or taped down.

Access for people with mental illness

  • Guests have access to a separate, quiet area when needed
  • Ensure stressful situations are avoided (for example, overcrowding, loud noises, stressful activities)

Access for people with intellectual disability

  • Written material available in plain English/Easy English alternatives
  • Wayfinding materials are simple and easy to read (clear directions, appropriate signage)