Checklist for inclusive events

Also see our Accessible and Inclusive Community Events toolkit

Location and Venue

If the meeting is in a physical location, aim to use a venue that complies with Australian Building codes. Here are a few ways to check.

Choose a venue that can be accessed via a ramp, is clearly visible and accessible for public transport, taxis and cars.

Yes / No / Not applicable

Ensure entrances are clearly signed and doors, ramps, lifts, and hallways can accommodate wheelchairs and mobility scooters.

Yes / No / Not applicable

Does the venue have an automatic door? Ensure automatic doors are working appropriately and are 900 – 950mm wide. An alternative may be to have someone available to greet people and open swing door.

Yes / No / Not applicable

Is the venue aware of requirements around service animals in Australia? (Provisions around service animals: water, place to go to the toilet)

Yes / No / Not applicable

Are there accessible bathrooms? Check that the bathrooms can easily be accessed, are clean and functioning.

Yes / No / Not applicable

Check the area is free from distracting noise, such as adjacent rooms, traffic and ventilation systems.

Yes / No / Not applicable

Ensure the venue can cater for invited attendees and carers or companions (if required).

Yes / No / Not applicable

Online events and meetings

Ensure the video conferencing/webinar software you are using is as accessible as possible with features complying with the Web Content Accessibility Guidelines 2.1.

Yes / No / Not applicable

If possible, choose software that does not require attendees to download a plug-in to access the software. Some people with disabilities cannot download software without help and some attendees may not be able to download software to work computers.

Yes / No / Not applicable

Test software before the event. Make sure multiple people can access the software.

Yes / No / Not applicable

Provide an alternative if attendees cannot access the software. Can they dial in by phone, or use a chat facility?

Yes / No / Not applicable

Identify protocols for speaking at the beginning of the meeting.

Yes / No / Not applicable

Platform options for online meetings and events

Zoom – Provides some accessibility options and features.

Google Hangouts – Provides some information on accessibility features for users with a google account.

GoToMeeting – May require a plug-in download. Provides an easy to use interface and would need testing as there is no information on accessibility features or configuration.

WebEx – May require a plug-in download but is used by the W3C. WebEx accessibility features.

Skype – Requires an app or plug-in download. Skype provides information on accessibility features.

Communications and promotions

Make event information and materials available in a variety of alternative formats, such as, braille, large print, audio/video, email, Easy Read.

Yes / No / Not applicable

Promotion on social media should include accessibility, such as description of images, accessible hashtags, captioned videos and accessible formats.

Yes / No / Not applicable

Website information and materials need to be in an accessible format.

Yes / No / Not applicable

Ensure e-Newsletters and event updates sent to mailing lists are in accessible formats.

Yes / No / Not applicable

Ensure signage and onsite banners have good colour contrast and are easy to read from several meters away. Also, make sure signage is placed in logical areas.

Yes / No / Not applicable

Invitations

Ensure digital invitations are in an accessible Word, PDF or email format. Also ensure physical invitations have good colour contrast and information is easy to read. You may wish to identify the accessibility adjustments available, so attendees feel comfortable with disclosing their needs.

Yes / No / Not applicable

Provide information on how to access the venue, including, venue drop off points, accessible parking, public transport and walking directions.

Yes / No / Not applicable

For event registrations or RSVPs, ask attendees if they have any particular accessibility requirements. This ensures adjustments can be managed as a part of the event.

Yes / No / Not applicable

Provide a range of alternatives for attendees to register or RSVP for the event – by phone, email, in person or online. Many online event registration tools are not accessible and people with disabilities can find them difficult to use.

Yes / No / Not applicable

Companion card holders should be honoured for ticketed events.

Yes / No / Not applicable

Wayfinding

Wayfinding materials should be simple and easy to read with clear step-by-step directions and appropriate directional signage. (see our Accessible Wayfinding and Signage toolkit).

Yes / No / Not applicable

Do signs and elevators have braille signage? Consider having people placed outside lifts or in the lobby to help direct attendees.

Yes / No / Not applicable

If a map has been provided in physical format or electronically, ensure the type is not too small and venue is clearly marked. Further help can be provided by including the location of accessible parking, seating and restrooms. It’s also good to provide a phone number and other contact information.

Yes / No / Not applicable

If electronic kiosks are used to assist with wayfinding, ensure the height for information can be adjusted, directions are announced as well as shown on screen, captions are supplied with videos, there is good colour contrast; and, icons are clear and simple to understand.

Yes / No / Not applicable

Room set up

Ensure the room is well lit throughout.

Yes / No / Not applicable

Book Auslan interpreters well in advance to ensure interpreter availability.

Yes / No / Not applicable

Provide space for Auslan interpreters (if required). Ensure interpreters are positioned in a well-lit area at the front visible to the audience. Reserve space at the front for Deaf, hard of hearing or lip-reading attendees.

Yes / No / Not applicable

Ensure there is ample space around the entrance for people to enter and exit without disrupting other attendees.

Yes / No / Not applicable

Provide sufficient space between tables for wheelchairs and mobility scooter access and ensure their height is adjustable.

Yes / No / Not applicable

Are stages and speaking areas, including lecterns, accessible for people with limited mobility?

Yes / No / Not applicable

Is the room clear of clutter, trip hazards (For example: cables removed or taped down and secure flooring)?

Yes / No / Not applicable

Provide guests with access to a separate, quiet area to allow them to take a break or make phone calls, and adequate seating at standing events.

Yes / No / Not applicable

For smaller meetings, ensure name tags/lanyards are provided and speakers/attendees are announced at the beginning of meetings.

Yes / No / Not applicable

Prepare an Acknowledgement of Country for the beginning of the event/meeting. A large event may require inviting an indigenous elder to preside over the Welcome to Country.

Yes / No / Not applicable

The host or event organiser should provide a ‘house-keeping’ statement at the beginning of the event. This should outline the layout of the room, breakout rooms, and location of the toilets, meal areas, fire exits and emergency procedures.

Yes / No / Not applicable

Ensure the host provides an introduction for attendees in meetings. For people who are blind it helps to know who is in the room and where they are located, including attendees connecting by phone or electronically.

Yes / No / Not applicable

Technology and audio visual

Ensure a hearing loop is available and additional microphones provided for questions.

Yes / No / Not applicable

Provide adjustable height microphones, or lapel microphones.

Yes / No / Not applicable

Provide live captioning. This involves having an adequate internet connection available for attendees to connect to through their personal devices, as well as a phone line to connect the captioners.

Yes / No / Not applicable

Ensure screens can be viewed from any vantage point.

Yes / No / Not applicable

Have audio systems been tested? Are hearing loops and microphones working and ready for use?

Yes / No / Not applicable

If using a conference communication app, has it been tested for accessibility?  Are there other methods to connect and contribute such as email or Twitter?

Yes / No / Not applicable

Requirements for speakers and presentations

Some of your speakers and presenters may not have presented to an audience with different needs. It is useful to provide them with information that will help them communicate to their audience. A key aspect for presenters to think about is to deliver and provide handouts and materials in multiple formats.

All presentations should be provided in an accessible format – especially if they are to be made available to attendees afterwards. Otherwise, notes in an accessible document format are useful.

Yes / No / Not applicable

All videos must be captioned. Where appropriate, videos should be audio described.

Yes / No / Not applicable

Presenters have been briefed to describe any visual content in presentations.

Yes / No / Not applicable

Printed handouts of materials have also been provided in accessible electronic formats ahead of time if required.

Yes / No / Not applicable

Presenters should keep abbreviations and acronyms to a minimum and explain them.

Yes / No / Not applicable

Ensure speakers announce their name (and role) before speaking.

Yes / No / Not applicable

Have the accessibility needs of presenters been addressed?

Yes / No / Not applicable

Refreshments and dietary arrangements

Provide a variety of meal options, including items that are easy to eat or do not require utensils.

Yes / No / Not applicable

Ensure catering staff are briefed and available to assist attendees with serving items where required and serving tables are at appropriate heights for people of short stature or in wheelchairs. Food is positioned near the edge of tables and not in the middle.

Yes / No / Not applicable

Ensure meals cater for dietary preferences and conditions, including allergies, intolerances and diabetes and they are clearly labelled.

Yes / No / Not applicable

Is there access to the outdoors to allow people to walk service dogs during meal breaks?

Yes / No / Not applicable