Accessible Events

Are you planning an event? Here are some tips to help you increase attendance and community inclusion!

General planning

 

The People

  • Include persons with disabilities or accessibility experts in event planning

  • Try contacting a disability organization for input and advice

  • Try to include them on tours of potential event locations

Promotional and Event Material 

  • Consider using plain English or Easy Read for event materials

  • Try to ensure that event websites are digitally accessible

  • Event materials should indicate that the event will be accessible

  • Use text of at least 12p and in easy to read font such as Tahoma, Arial, Helvetica, and Calibri

Venue selection

 

Accessible Parking and Transportation

  • The venue should have an accessible entrance reachable by bus, HandyDART, and taxi

  • Accessible parking spaces should be clearly indicated by the International Access Symbol

  • Ensure there is clear access to accessible transportation and pick-up spots

 

Venue Exterior​

  • The route to the building entrance should be stable, firm, and slip-resistant

  • If the route crosses a curb, there should be a curb ram

  • There should be an entrance route accommodating wheelchairs and scooters

 Venue Entrance and Doors

  • Entrances should be wide enough for people using wheelchairs and scooters

  • If there is a separate accessible entrance, its location should be posted on a visible sign

  • Have staff or volunteers to be at entrances to help persons get to the meeting room

  • Check if doors can be opened without too much force (5 pounds max for interior doors)

  Elevators 

  • Elevators should be located close to the event space

  • Elevators should have Braille buttons and auditory signals for visually impaired persons

  • Elevators should be large enough for people with mobility aids or service dogs

   Washrooms  

  • Washrooms should be equipped with an automatic or push-button opener

  • Washrooms should have a stall with space for a mobility device and/or support attendant

  • There should be an accessible washroom on the same floor as the event

  • Washroom accessories should be positioned so that persons using mobility devices can reach them

On-site operations

 

Seating

  • Ensure that tables have enough room between chairs for wheelchair users 

  • Do not have separate seating that segregates persons with disabilities

Tables

  • Ensure there is room between tables for persons with mobility devices or assistance dogs to pass between

Food and Drink

  • Give participants the opportunity to indicate dietary needs ahead of time

  • If there are menus, make them available in braille

  • Ensure food is placed in locations accessible to people in wheelchairs or scooters

  • Someone should be available to assist persons who need help serving themselves

  • Make bendable cups and lightweight straws available

Staff, Volunteers, and Attendees 

  • Ensure that staff and volunteers are aware of potential accessibility issues 

  • Ask staff and volunteers to speak loudly, slowly, and clearly

Presentations

 

  • Ask presenters to speak loud and clear

  • Ask presenters to describe any visual info on their slides and announce slide transitions

  • Prepare captions for videos

  • Try to arrange sign language interpretation 

  • Ensure any accessibility needs of the presenters have been addressed 

  • Read more tips on accessible presentations here

After the event

  • Include questions about accessibility in post-event evaluations

  • Incorporate feedback into future events