Beginner's guide to event accessibility checklist (download)

Written By Laila Makled

Beginner's guide to event accessibility (virtual and in-person)

Compiled and written by Laila Makled & Designed by Angie Cibis.

Creating pathways for inclusion and accessibility is an ongoing practice of care, service, and accountability.

Organizing accessible gatherings requires conversations with community about how we can co-create safety and comfort. 

Centering access needs can also take time and resources, so try to be kind to yourself as you're learning!

This list on its own won't provide you with all the information and education you may need, but it will give you a place to start!

Lineage of knowledge includes generous feedback from attendees of events I have
hosted, feedback folks gave on my first round of this checklist, my own lived experience, Roll Mobility, DC Dyke March organizers, Noemi Gonzalez Rocha, Carly Kol, and the many disability justice advocates and friends whose paths, in person and online, that I have been lucky to cross.

If you'd like support in integrating accessibility into your gatherings, contact me!

Text version:

Accessibility Checklists 

Bathrooms

  • All gender bathrooms

  • Fragrance-free soap and lotion

  • Poo-pourri or similar 

  • Private space for chestfeeding

  • Size and number of bathrooms

  • Squatty potty

  • Tampons, pads, and wipes

  • Toilets vs. urinals and how many

—----------------------

                                      

Programmatic

  • Check for holidays

  • Encourage/model centering needs

  • Know-before-you-go email

  • Option for questions/requests at RSVP

  • Space for feedback after the event

  • Sliding scale or NOTAFLAF (no one turned away for lack of funds)

  • Start and end time

  • Time to review educational materials

  • What to bring (warm clothes, water bottle, etc.)

  • What to expect and when

—----------------------

Sensory/Auditory/Visual

  • Alt text + photo IDs for digital materials

  • ASL Interpreters

  • Captions

  • CART (live) transcripts

  • Earplugs

  • Fragrances, lights, sounds to expect

  • Language Interpreters

  • Post-event transcripts 

  • Sufficient color contrast on materials

  • Screen readable presentation

  • Shade structures, umbrellas, sunscreen

  • Speaking slowly and clearly

  • Wired headphones for online events

—----------------------

Airborne Disease Protection

  • Air quality (HEPA purifiers, windows, etc.)

  • Groups kept small and consistent 

  • Meaningful online options (fully online;
    not just hybrid)

  • Outdoor space or outdoor event

  • Plan for notifying attendees of exposure 

  • Requests to avoid high-risk activities five days prior to the event, stay home if ill and/or notify organizers if contracting flu/COVID 3-5 days after event

  • Testing and masking (N95/KN95/KF95) indoors or crowded outdoor spaces five days before/at event

—----------------------


Neurodivergent/Trauma Informed

  • Built in movement & grounding

  • Color coded system to communicate boundaries

  • Clarity around what topics or processing the space is/isn't for

  • Considerable breaks

  • Creating various ways to participate

  • Drawing & coloring materials

  • Fidget toys

  • Participate by choice

  • Photo consent policy

  • Print-outs

  • Quiet room/low sensory space

  • Reminders to drink water; breathe deeply

  • Space for questions/clarifications

—---------------------

Food/Water

  • Always have water and snacks available

  • Electrolytes

  • Food preferences/allergies (“The Big 9”, Low FODMAP diets, vegan, gluten free)

  • Info on types of food expected at venue

  • Labeled food with ingredients

  • Sanitary safety (serving utensils, etc)

—----------------------

                                                                                 

Physical/Spatial/Travel

  • Comfortable seating for all types of bodies (quantity, size and type)

  • Coordinating rides, childcare

  • Clear signage for where/what things are

  • Entrance info (floor lips, door width, etc.)

  • Extra seat policy for airplanes

  • Map of space

  • Mobility equipment availability/types

  • Parking (lots, distance, cost, etc.)

  • Pathways (distance, flatness, width, etc)

  • Photos of venue, area, and entrances

  • Public transportation availability

  • Push/pull weight of doors

  • Service animals if allowed

                                                                                  

—----------------------

Physical/Spatial/Travel (cont.)

  • Stairs and elevators (quantity; destinations)

  • Transport vehicles between event points

  • Wheelchair access specifics (turn space, sink access, water fountains, etc.) 

                             

Roles  All require training; some more than others

  • Care bears (emotional support, snacks, etc.)

  • Greeters (greet/welcome attendees, speakers, volunteers, etc)

  • Medics (basic medical supplies and support with medical crisis)

  • De-escalators (supports if colonial, white supremacist, transphobic, etc. violence occurs)

  • Accessibility (accessibility requests)

—----------------------

Additional Resources

Event Planning Guide
tinyurl.com/OutThereEventGuide

Bathroom Accessibility
tinyurl.com/BathroomAccessibility

People's CDC Event Guide
tinyurl.com/PeoplesCDCGuide

Adobe Contrast Analyzer
tinyurl.com/ContrastAnalyzer

Impactful Agenda Structure
tinyurl.com/ImpactfulAgenda

@AngieCibisDesign

Graphic Design for the Greater Good




Laila Makled
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