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Event Accessibility

There a number of steps that you can take when organising an event to make it universally accessible. The checklist below (in draft form) considers the factors to take into account, communication and what to ask of participants in advance. It also should help you consider the accessibility of the venue and the presentation(s) to ensure an inclusive event will take place.

Please also bear in mind that all events held on University of Galway campus must be planned, managed and delivered in accordance with the University's Event Management and Event Safety Policy (QA123).

You should also consider the accessibility of remote meetings by consulting this thorough guide from the W3C, and for hybrid/blended event mangement, read this excellent guide from AHEAD during the planning phase. Our thanks also to the staff of the Centre for Disability Law and Policy in helping to compile the lists below.

Planning Stages

  • Budget for accessibility requirements such as Irish Sign Language (ISL) interpreter, live captioning etc.
  • Consider transport factors include transport links [WIP]
  • Research accessible accommodation in Galway, as near as possible to campus. Bear attendees' individual circumstances in mind. 
  • Complete the event management forms and checklists on the Buildings & Estates website. This includes the Event Management Plan Pack and Personal Emergency Evacuation Plans (PEEPS) for the event venue. 
  • Inspect the venue and consider the suitability of:
    • accessible entrances
    • lifts
    • bathrooms (note that they may not be situated in the event building)
    • parking
    • catering facilities.

Communications

  • When circulating the initial invitation or 'save the date', include a welcome message to let invitees know they can contact the event organiser regarding accommodations or to request additional supports.
  • Provide alternative options for formal registration:  e.g. online (screen reader compatible/accessible form), by phone, by email etc.
  • Include a checklist for details of any individual requirements e.g.:
    • Assistive listening device
    • Captioning
    • Irish Sign Language (ISL)
    • Reserved space and opportunity to collect attendees' preferences (e.g. front or back of the venue, near an exit etc)
    • Large Print
    • Advance copy of presentations or other materials to be projected
    • Wheelchair access
    • Gender-neutral bathroom
    • A quiet room nearby
  • Provide clear maps, directions, routes, parking details and local transport information in the event marketing materials and invitation. 

Logistics

  • Leave enough time to move between sessions and allow for sufficient rest breaks and refreshments.
  • Refer to the individual requirements checklist in the venue and ensure that all are present and clearly signposted.
  • Make sure all signage is clear and succinct (identifying location and directions), printed using sans serif font (minimum size 24) with good colour contrast. Signage should be positioned for maximum accessibility (between 1400-1700mm from the ground).
  • The projection screen(s) should be visible from all seating, with suitable seating near the presenter for lip-reading. The presentation space, including that of the ISL interpreter, should be well-lit.
  • Ensure staff are trained in using technology aids as requested, with sufficient power sources for charging assistive devices.
  • Microphones for both speakers and audience questions should be sourced and tested, with adjustable-height microphone stands where possible.
  • The layout of the area should be wheelchair accessible with moveable furniture whenever possible. The table height should be appropriate for different audiences with different seating options available.
  • Dietary options should be clearly labelled and served separately.