Making events accessible

To ensure that information and events are as inclusive and accessible as possible, this page contains practical guidance to assist staff involved in all aspects of event planning.

As event organisers, it is our responsibility to make events as accessible as possible by removing any barriers that make attendance difficult, uncomfortable or stressful. More than this, we can help our attendees feel welcome and enhance their engagement and enjoyment of events by taking time to understand their needs and how best to meet them.  

Top tip:  

When planning your event, be mindful that many disabilities are not obvious (such as chronic pain). Don’t be afraid to discuss specific requirements with your attendees and be up front about what you can and can’t offer. Share these requirements with your venue to make them aware and discuss procedures around this such as emergency evacuation etc.

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The University’s Equality and Diversity Unit has compiled a calendar of equality and diversity dates, including significant religious festivals, which may assist you in setting dates. Please note, this is not an exhaustive list.  Please consider your audience and do some research using trusted sources to explore appropriate dates when planning events for a group that may have protected characteristics. 

Select event timings, based on who your target audience is, e.g. if it is all-staff, your event should fall within core working hours of 10am-3pm, to be accessible to most staff. 

Announce your event in good time. Some people may have to make more complex arrangements in order to attend.

Make sure your publicity material is available in multiple accessible formats. Web pages should comply with the Web Content Accessibility Guidelines (scroll down the page).

If you are sending your invitations via Outlook, be sure to switch your accessibility tracker on (available on Office 365 via Review tab). This will highlight any parts of your email that you need to change to make it accessible. If you are using Adestra, ensure that you have your ‘alt tag’ for alternative text for images turned on.

  • Use software that creates an accessible registration form, e.g. Microsoft Forms, which is University approved, and has an immersive reader facility that is also suitable for screen readers.  

  • When producing a registration form it is imperative to ensure delegates have an opportunity to tell you of any specific individual requirements. For example, personal support, access or dietary requirements. Let guests know what will be available and  ask if there are any other ways that you could meet their needs. 

  • Provide a range of alternative registration options. For example, online, telephone, text and email.   

  • Once a delegate has informed you about their requirements, it is appropriate to contact them to talk through their specific requirements for the event. This is usually welcomed and eases anxieties. 

  • Inform participants in good time if difficulties are encountered making individual arrangements.  

Use joining instructions to set the scene for attendees, giving them relevant information to prepare them and reduce any anxieties, communicating that this event is open to them: 

  • Provide relevant information on venue facilities, including car parking, hearing loops, quiet spaces etc. 

For guidance on booking speakers and moderators at online events please refer to the planning and running an accessible virtual event guidance.   

Book a briefing call with your speakers and moderators on run through best practices for accessible presenting;  

  • For those who are lip reading, it is important for the speaker to be facing the audience without any obstructions so that attendees have a good view of the speaker. Seat those attendees at the front. 

  • Brief speakers to fully describe images and diagrams and to read out any quotes etc – rather than inviting attendees to read them  

  • Ensure the use of high contrast slides to aid attendees with colour-blindness, visual impairments or neurodiversity.  

  • Ask your speakers to use large fonts and minimise the amount of text on each slide.  

  • Speak slowly, but not too slowly – keeping an even pace where possible. Control the speed of animations to ensure adequate description is possible.  

  • Ensure videos are captioned. Consider live captioning; there are a variety of companies that can do this. 

  • Ensure that the Q&A is audibly accessible. It is best practice to use a microphone(s) for Q&A, so brief the speaker or the host to ensure attendees use the microphone when asking a question.   

  • Provide an alternative method via which participants can ask a question i.e. via Slido at the event or at registration pre-event. 

  • Think about transcribing the session(s) in addition to, or instead of, a full film or recording. Again, think about consent and the speakers involved. GPPR policies prevail, and the toolkit above should be consulted.   

  • Keep in mind that your presenters may also have accessibility needs. Let them know in advance about the resources at the venue and talk through their needs, preferences and comfort with the facilities available.

You can view details of most University venues and their accessibility.

What to look out for:

Venue accessibility –

Book a site visit to view the spaces your guests will use and be sure to walk the route your guests will take so that you can check this and explain in the joining instructions.

Look at the availability of accessible toilets, lifts (and lift size), hearing loops, and adequate access to function rooms. Wherever possible ensure that all attendees can access the same entrance, independently, with entrance ramps if necessary. Check with the venue that all accessible facilities are currently working.

Room sizes – ensure all rooms are easily accessible to attendees, with ideally enough room to accommodate your guest numbers comfortably. Think about wheelchair users, personal space and potential latecomers. Include all rooms in your consideration, including lecture rooms, break out rooms and areas for networking, breaks, lunch and dinner. Irrespective of the styles of seating you are providing, ensure there is a choice of seating location and sufficient space in gangways and between rows for wheelchair navigation or guiding blind delegates. Remember, not all disabilities are visible, therefore ensure that there is adequate space, fresh air and place to sit and rest.

Car parking – University venues are usually unable to offer car parking facilities to your attendees but may be able to offer parking facilities for those with specific requirements. Always include details of car parking facilities, where appropriate on your website, or in joining instructions, so that attendees can adequately plan ahead. Communicate any potential major obstacles between the car parking space and the venue.

Accommodation – When booking blocks of bedrooms, book at least one accessible bedroom before you send out your invitations, and make it clear in communication that accessible rooms are available.

Children at events – If you wish to allow children or babies on site, check first with the venue to ensure that this fits with their health and safety policy. Ensure that your risk assessment includes child safety. If children are allowed to attend with your attendees, ensure that you book a quiet, private room for breastfeeding mothers, and a suitable room for baby changing (not the toilets).

Service animals – Ensure onsite staff and the venue are aware of any requirements for service animals to attend, and reserve suitable space in seating areas (and water). Communicate the expected presence of service animals in joining instructions, in case of allergies, but noting we cannot exclude service animals on the basis of an allergy.

Quiet room – Wherever possible, book an accessible room that people can use. Attendees may want to eat alone or be away from other attendees for periods of time. Provide seating and if possible, make it possible for them to continue their participation in the event in the room (e.g provide a screen for joining a session online).

Where possible, factor the following support into your event budget and plans, and communicate this when advertising the event.  

  • Note taker 

  • British Sign Language (BSL)  interpreter (more than one singer may be required, depending on the length of the session/event) 

  • Carer or personal assistant to accompany guest or help seat a guest who is blind 

  • Ramps for accessing entrances or stage 

  • Staging and height adjustable lecterns and chairs/stools 

Many services, such as note takers, or personal assistant can be arranged through your own staff and will not cost anything apart from time.  

Endeavour to provide all your attendees with the full event experience, e.g. providing BSL interpretation, live captioningand hearing loops to ensure those with hearing or visual impairment are not missing out. Work with suppliers in advance to brief them on the event content and language. 

Consider use of colour and contrast on slides – view web accessibility guidance on the Digital Communications page.

Avoid strobe stage lighting which can be a trigger to photosensitive epilepsy – talk to your AV supplier about alternative LED solutions.

Make sure that signage to lifts, rooms, toilets as well as general information signage is clear. Ensure that signage is produced with a dark font, and white/light background to ensure visibility to those with visual impairment. Provide stewards to welcome and guide guests in addition to signage. Clearly mark reserved seating for those who need it and make them aware where in the room this will be set out for them. 

To support guests using wheelchairs, place signage at a lower level and check table height for dining and receptions are comfortable.

Ensure there is good ventilation in the event space, throughout your event. The Government's  guidance on ventilation and air quality for school buildings  suggests a daily average of 1000ppm for mechanically ventilated and 1500ppm for naturally ventilated spaces. This is key to help any guests with airborne pathogens feel comfortable attending the event. Speak to the venue to see if they have ways to measure this. 

At dinners and receptions, consider the volume of background music to enable easy conversation. 

At exhibitions, consider offering a timeslot for those that may struggle with crowds/noise/access. 

An increasing number of people are changing their diets due to allergies, intolerances or personal choice.  Remember to delete any recorded dietary requirements, after the event, for GDPR reasons.  

  • Collect dietary and access information at the point of registration so that you can incorporate this into your event planning. 

  • The caterers by law have to know the ingredients in their food and be able to advise staff and guests. 

  • People with specific mobility issues, or those with visual impairment, may need extra support in collecting food and drink and identifying food.  

  • Allergens must be clearly labelled.  Discuss with your caterer how special diets will be accommodated and communicated at the event, considering sit-down dinner service vs large receptions or buffets.  Ensure there is a variety of feed for all diners, and not just one option for anyone with a dietary requirement. 

  • Offer alcohol-free and caffeine-free options. Ensure clear labelling.  

  • If any attendees are observing Ramadan, it is necessary to respect their needs. If breakfast and/or dinner isbeing provided, offer the opportunity for these attendees to eat at a later or earlier time.  

Consider the individual requirements of your attendees and make appropriate plans, both in your risk assessment andincident planning. Please refer to Health and safety guidance | Communications Hub (ox.ac.uk) for guidance on incident planning and communications.

These guidelines have been produced by the Events Office, Public Affairs Directorate, in collaboration with the Equality and Diversity Unit.

These guidelines have been produced by the Events Office, Public Affairs Directorate, in collaboration with the Equality and Diversity Unit. 

Guidelines for running accessible online events are also available.

You may also want to refer to the School of Geography and the Environment Best Practice Guide to Inclusive Conferences. This practical guide to making conferences and events more inclusive covers things such as the diversity of speakers, but also the ways in which participants are welcomed, respected and involved.

Contact us

Events Office

events.office@admin.ox.ac.uk

 

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