Provide and share information
Increased information sharing can help people who may feel excluded from events.
Providing a guideline on how an event will run can be useful information for many diverse groups. A summary on the length of the event, when it starts and ends, and what times speakers will talk can provide guidance for diverse communities.
Event communications, invitations, and publicity
All written communication material must be accessible for the whole community. Be prepared to offer your event communications in multiple formats, both physical and digital, for diverse groups who may have differing needs.
You can find a guide on how to create accessible communication materials from the South Australian Online Accessibility Toolkit (South Australian Government)
Social media communications
Many social media platforms have inbuilt utilities to make accessing social media easier for diverse communities. Features like alt text and translation services can improve the experience of social media for diverse communities. When creating social media posts try to incorporate as many accessible features as possible to your content.
Web Content Accessibility Guidelines (WCAG) makes online content and information accessible for people with permanent, temporary and situational disability and is widely available to government agencies and local councils.
Providing attendees with information ensures an inclusive event for people with disability. For example, it is important to list whether the venue:
- has stairs and ramps
- has accessible bathrooms, and parent/child changing rooms
- is near public transport
- supports deaf and hard of hearing communities through T-loops.
Event registration needs to be available through multiple methods including phone, email or online. Ensure that participants are asked to provide information on their accessibility communication requirements such as Auslan interpreters or captioning, dietary restrictions, and any other needs so organisers can make arrangements before the event.
Guidelines for holding accessible events
This toolkit provides practical information to assist South Australian government agencies and local councils to plan and hold accessible and inclusive events with a particular focus on people with disability.
The toolkit doesn’t attempt to provide an exhaustive list for every type of event.
There are links to additional resources throughout the document. It does however include:
- information such as things to consider when planning an accessible event
- identifying potential barriers for people with accessibility needs to access events
- identifying common things that are often overlooked when running an event
- a summary checklist to prompt action
- further sources of information and assistance
- information that ensures consistent practice and positive experiences across a diverse range of events.
Whatever the size, event organisers have an obligation to ensure the event is accessible, safe and inclusive for all members of the community, including people with disability.
Best practice accessible and inclusive events successfully engage with the community and create accessible and inclusive environments where everyone feels safe and respected and able to fully participate.