Accessible public events: planning and organization

For many communities, the hosting of an accessible public event, such as a community forum or workshop, is a central element of completing their Measuring Up community assessment. As part of making this process successful, it is important to consider how you can make your public event as accessible and inclusive as possible to ensure a full range of your community feel both comfortable and welcome. Here are some key points to consider:

Advertising and Outreach

Provide ample notice - this gives people a chance to organize transportation options, aides or other supports they may require
Provide space on any registration forms for people to identify accommodations they may require. Make sure to follow up with these individuals in a timely manner to let them know if these accommodations will be available
Include accessibility information about the building on any advertising material for the event
If you are serving food, provide a range of options to meet a variety of dietary needs (ex: vegetarian, wheat-free, low-fat, etc.)
Choose a time for the event that is outside of working hours so that as many people as possible will be able to attend

Transportation

If possible, make sure your venue is on an accessible bus route
Locate your event near accessible parking
If possible, make sure that wheelchair access is via the main entrance
Post clear, legible signs directing participants to the event room
Arrange for greeters to meet participants who may require extra assistance at the entrance of the building

Setting up the Room

Allow for easy movement of wheelchairs, scooters, or other mobility equipment by arranging any furniture appropriately
Leave plenty of space around tables and other gathering points
Provide bright lighting, without glare, that can be adjusted if necessary
Choose a room with good acoustics
Make sure an accessible washroom is within a reasonable distance
Set up any projector screens in a spot easily viewable from all points of the room
Cover electrical cables or cords when they run along the ground so that wheelchairs, canes or other devices do not get caught
Post clear, legible signs showing the location of accessible washrooms, elevators, phones, and other amenities
Try to eliminate or reduce background noise
Make the venue smoke-free and, if possible, scent-free
Make sure that organizers, facilitators, and participants are aware of accessible emergency evacuation routes

People Power

Train any volunteers or event facilitators how to respectfully assist people with disabilities and how to respond, or seek help, for any issues that may arise
Make sure volunteers are easily identified with nametags, t-shirts, etc.
If needed, book Sign-Language Interpreters or any other aides well ahead of time to ensure these services are provided. Provide any translators or aides with an agenda or presentation outlines in advance of the event. At the event introduce the people providing these services and make sure their role is clear
If needed, think about providing child-care at your event to allow as many people as possible to attend

Effective Presentations

Remind presenters to remain on schedule. Many people with specialized transportation arrangements have little flexibility in extending their time
Produce handouts, transparencies, Power Point presentations, or other related materials in large print font (14 point or larger)
For presenters, make sure lectern heights, computers, or other controls are easily reached and adjustable
Presenters should verbally describe the contents of any Power Point slides, written materials, or other resources that may be shared

While these are only some of the many details that make an event accessible, the most important factor is to be welcoming and open to all of the participants, regardless of ability. A change in attitude is often the most important step in building an inclusive community - it’s not always what you do but how you do it!

This document builds upon materials developed by Dale Hall and retrieved on November 20, 2007.

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