Making events accessible

Planning the event: Accessible information

Checklist

Ask people what format they would prefer to receive information in before the event. This could be:

Send out papers two weeks before the event whenever possible. If it is going to be later than this, let participants know when the papers are due to arrive. Only table papers at a meeting if it cannot be avoided. If this does happen, let participants know that papers will be tabled and check how to make this process accessible.

Where there are lots of papers for a meeting, it can be helpful to use different coloured paper for each document so they can be easily identified during the meeting.

Brief speakers/facilitators on accessible presentations/workshops – be particularly careful when people use PowerPoint for their presentations. Try to get copies in advance so you can put them into formats that are accessible for people with visual impairments and people with learning difficulties.

Give handouts to people who may not be able to see the screen.

If any videos are being used during the event, use audio-described, subtitled and signed versions if they are available. If you are using audio material, try to provide transcripts for people with hearing impairments.

People suggested:

Think about how people are going to access the information including any presentations on the day – so take technology in consideration.

Put up a graffiti board so people who aren't able to say what they think can write it up instead.

Ask speakers to send presentations at least four weeks before the event so they can be prepared and sent out in different formats.

Translating information into other languages can be expensive but should be done wherever possible and particularly where an event is relevant to a specific community.