Accessibility is supposed to be pragmatic! This is a checklist of things you should explicitly ask if people need in surveys before hosting events:

Before the Event

• Create a strategy/method to ask people if they have needs before the event
• If you don’t know how to accommodate someone’s needs, ask them how they’ve been accommodated in the past
• Schedule events around religious holidays
• Outline physical requirements and dangers so people can decide if they can partake
• Check and send a copy of the floor plan
• Send itinerary well in advance so people understand which events they’re able to partake

Don’t Forget Backups

• If you are accommodating someone’s needs, make sure you have an alternative for if (and when) things are no longer available, including people finishing special food or escalators stop working.

Environment

• Fragrance-free
• Regulated temperature

Spaces

• Quiet room (could be a sleeping room)
• Feeding and changing rooms available to all genders

🚫 Avoid

• Large crowds and low roofs. This creates poor ventilation.
• Events too late or too early for people who travel from far. Otherwise, help arrange group accommodations

Access to Space

• Escalators/elevators/ramps if there are events/washrooms on multiple floors/steps/stages/podiums
  • Contact escalator/elevator companies and ask them to collect data on reliability
• If you are subsidizing transportation, such as a bus, ensure it is accessible or make available subsidies for people to come by their own means
• Bookable parking spots closer to the entrance
• Make sure stages have a ledge so people in wheelchairs don’t roll off

Access to Information

• Caption typists
• Are sign-language interpreters needed?
• Bookable seating at the front of the room (even requiring glasses is a disability)
• Allow remote attendance
• Speech at beginning pointing out facilities like garbage disposal, water, washrooms for those unfamiliar with the territory
• Figure out the languages of people attending and get translators or access to automatic translations if needed that are available to everyone

Washrooms

• High toilets
• Do special washrooms have closing times within the time of your event?
• Clear policy to let people choose their restroom or make available gender neutral restrooms
• Feminine hygeine products and disposals in washrooms
• If faucets are not accessible by people with wheelchairs or require 2 hands to be used, ensure hand sanitizer stations are available close to or outside the exit. Be weary if patrons require access to sanitizer that is not alcohol-based

Dietary Accomodations

• Alternative food choices for people with dietary restrictions, such as allergies
• Transparent menu (when confirmed) for people with dietary restrictions
• Have small snacks and water available at all times

Religious Accommodations

• Ask about people who are fasting for religious purposes. If there’s enough people, consider having food-free tables
• Are prayer breaks needed? Prayer rooms?

After the event

• Survey the guests to find if they were accommodated appropriately

If you are an event organizer and still need help strategizing how to accommodate a need, let us know and we’ll find an expert.

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