Beginners Guide to Event Accessibility: 8 Checklists (download)
Square graphic with a notebook with a heart on it on the top write corner. The graphic says “beginner’s guide to event accessibility” (virtual and in-person). Download at outtherecommunication.net
I compiled my 12+ years of working in events, being disabled and being a student of disability justice into this resource. It's eight checklists that offer you things to consider when creating a space that centers accessibility, accommodations and care.
Designed by Angie Cibis.
There’s a lot here ♥️
My hope is that you won’t let perfectionism of doing it all get in the way of trying to do more - little by little! I’m on this journey with you too.
The guide in no way covers the totality of what is needed to embody accessibility and care during a gathering, nor does it cover every aspect of what would be accessible to all people.
BUT I hope it gives you a place to start, to have conversations, and to do your own research. Look at it before, during and after planning your events as a guide!
Try one or two new things the next time you plan something :)
What’s something you wanna try or already do that has been super well received?!
Text only version and PDF version available on my website 💻
I’d love to support you in bringing accessibility & care to the forefront of your next gathering. HMU 😁
Big thank you to Angie Cibis Design for making it so clear and easy to read in all its versions!! ✅
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)* credit: Poetic Old Soul; IG @poeticoldsoul; Venmo: @APoeticArtistOutdoor 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
Graphic Design for the Greater Good