Inclusive and Accessible Events on Campus or Online

Events are an integral and inevitable part of life in the post-secondary education sector involving staff, students and visitors to the institution. Events, whether formal or informal, offer an opportunity for an institution to demonstrate its commitment to inclusion and accessibility. Conferences, workshops, student orientation, sporting and cultural events and graduations, however large or small offer opportunities to model and showcase good practice in terms of accessibility.

These days events are often delivered in multiple modes such as face-to-face as well as online options (e.g., webinars, online orientations, training). Applying inclusive practice principles to event planning and deliver regardless of the format supports not only people living with disability but also those who are not impacted by disability. It is good practice and good business.

Below are a range of considerations for delivering inclusive on-campus events as well as some considerations for hybrid and online events.

Planning the Event

Area	Considerations
Planning	Do your research about accessible events! See our references section for more information. Consider including staff from your Disability Services or Workplace Health and Safety Team on your planning group. Consider including people with disability on your planning group. Ensure you consider accessibility at every stage of the planning process.
Length of sessions and overall event	We encourage you to think about the audience that you want to attract to your event and whether you need to be flexible around the length of the days and sessions times. Some participants may have decreased levels of stamina, so it’s important to schedule regular breaks.
Promotional Materials and Registration Information	Ensure that promotional and registration information is accessible and available in a variety of formats including electronic format. If your event already has key accessibility features in place make sure you advertise this upfront. This is a great way to signal that this is an inclusive event. For example, 'this event will be live captioned, recorded, and include AUSLAN interpreters' or 'this event will be live captioned'. At the time of registration, ask about any accessibility requirements that participants may have e.g., 'do you have any accessibility requirements that we should be aware of?' Ensure that participants are provided with multiple options for registration including phone, email and online. Ensure that online forms or platforms are accessible. Ensure that registration is available at no charge for carers. The Companion Card and similar services identifying carers and facilitators and should be honoured. Factor costs for AUSLAN interpreters, live captioning and other accessibility elements into your event budget.
Venue	Ensure that the planned location for the event is accessible. Check the following: is it close to public transport, car parking and a drop off point? is there accessibility parking available and clearly signposted? is there a clear path of travel to the building, ideally less than 100 metres? Is it well signposted? Easy entry? Automatic doors? are there stairs and if so, do they have handrails and appropriate contrasting? Is there an accessible lift as an alternative to the stairs? are accessible bathroom facilities in close proximity to the venue does the venue have capacity to support people with a range of accessibility requirements? are quiet spaces available nearby for participants who may require this? is there a place for assistance animals to rest, be toileted and watered? is there a variety of adequate and accessible seating options for people who need them? is there enough space for wheelchair users, users of mobility aids and other accessibility needs to navigate the venue easily? (this may include motorised scooters) is there an opportunity for people with disability especially blind and vision-impaired people to have a pre-orientation tour of the venue?
Catering	Ensure that you have considered a wide range of dietary requirements when planning your menu. Poorly labelled food can have great impacts on participants especially those with pre-existing health conditions. This includes people with allergies or food intolerances (common intolerances include lactose, nuts/tree nuts, eggs, fish/shellfish, gluten, soy) where poorly labelled food can cause serious injury or death. Inclusive catering includes: clearly labelling dishes and ingredients labelling food types such as vegetarian, vegan, Halal, Kosher, gluten free, dairy free, sugar free, FODMAP, nut-free etc labelling dishes created for specific participants carefully ensuring there is no cross-contamination of serving utensils providing plenty of water and non-alcoholic beverages ensuring table heights cater for wheelchair users, and people with mobility aids to easily access catering ensure wait staff and organisers have a full list of ingredients. You may need to increase the usual number of wait staff, or have extra volunteers at the ready, to assist participants who cannot serve themselves, including those with a physical situation or low or no vision.
Hybrid or Online events	Some considerations for hybrid or online events may include: is the platform (e.g., zoom, MS teams, Skype etc) you are using accessible? What accessibility features do they have embedded that you can access and what else might you need to consider? Is it accessible for people who use assistive technologies especially screen readers? do not presume that all participants with disability know all the required accessibility features of the platform – advertise these well in advance, and even run a demo session for registrants who will need to use these features. will the presentations be recorded for participants to view post event? how will online participants be incorporated into your event? Are they able to pose/ask questions, make comments, indicate their engagement? have you considered accessibility options such as AUSLAN interpreting, and/or captioning? will Blind or vision-impaired or people with learning disabilities have advanced access to presentation materials? Are these materials fully accessible? if participants don't have internet access can they also phone in? are the presentations accessible e.g., plain language, good colour contrast, good font size, visuals are appropriately described? do the presentations include jargon, cluttered slides or flashing, strobing animations? This may need to be altered or a warning applied. will presenters require training prior to the event in order to assist them in presenting to diverse audiences? is a roving microphone needed to help ensure that on-line participants can hear the in-venue participants and speaker If there is a virtual or online component of the event ensure you consider this aspect in all planning. Visit our inclusive teaching around online content delivery

Prior to the Event

Area	Considerations
Accessibility Requirements	Ensure that all requested accessibility requirements are arranged. This may include the following: arranging AUSLAN interpreters (look for the AUSLAN interpreting services in your State/Territory). These need to be booked as soon as the date for the event is set as they usually need more than a few days notice. arranging for any video material to be captioned arranging for live captioning services provision of written material in an appropriately accessible format prior to the event.
Maps	Ensure that participants are provided with accessible maps in an appropriate format. This may include visual, tactile, text and audio maps. Maps should include information about accessible pathways, bathrooms, parking and seating. Conduct a pre-orientation tour of the venue if possible for people with disability, especially Blind and vision-impaired people
Presentation materials	Ensure all presentation materials are accessible and appropriate. This includes: ensuring there is no discriminatory, ableist or other negative language in presentations providing copies of presentations to AUSLAN interpreters or live captioners prior to the event to ensure they can correctly spell names, places and specific terminology ensuring digital presentations are accessible e.g., colour contrast, font size and type, alt text and text descriptions when speakers show images ensure presentation elements such as videos, links to websites, audio, animations, etc are accessible or able to be described as part of the presentation If there is a virtual or online component of the event ensure you consider this aspect in all planning. Visit our inclusive teaching around online content delivery
Conference Satchels	All resources/giveaways in the satchel should have an accessible alternative for those that require this
Communication	Ensure that all participants (whether in person or online) have all the information they need about the event e.g., date, time, location, event links, accessibility information and a key contact if they have additional questions. Ensure there is a contact person available, either in person or by phone, on the day of the event for any location or technical issues that may arise for people with disability in attendance. Note – some issues cannot wait and may need an immediate remedy.
List of Registrants	Seek permission at registration for names to be shared with those attending, and email the list of registrants to all registrants – thus people will know who is attending
Hotel Accommodation	Organisers, where appropriate, need to work with accommodation providers to ensure that Emergency Protocols are in place that accommodate for the guests’ disability If the guest is blind or vision impaired: All hard copy material needs to be emailed to the registrant including room service menu, mini bar contents, etc Shampoo and conditioner bottles need to be clearly delineated etc.
Hybrid or Online events	If there is a virtual or online component of the event ensure you consider this aspect in all planning. You should still ask if participants have accessibility requirements in the same way. Visit our inclusive teaching around online content delivery.

On the Day of the Event

Area	Considerations
Signage	Ensure that venue, facilities and event signage is: clear utilises accessible and readable contrast, fonts, type sizes and colours is at an appropriate height to be seen includes raised tactile and/ or braille information where required (e.g., on doors and bathrooms) Hotel and / or Organisers may need to provide extra staff or volunteers, especially at the start of the event, to ensure people can find venues and amenities.
Maps	Ensure that participants are provided with accessible maps in an appropriate format, which indicate the location of event venues and accessible facilities. Make sure the maps are accessible via mobile devices including accessibility and/or wayfinding maps for people with disability, and that they are available and up-to-date.
Event Program	At times, Event programs can be difficult to follow. Offer registrants different formats, and have volunteers ready to assist registrants if they are confused, especially with concurrent options and differing venues.
Hybrid or Online events	If the event includes a virtual or online component make sure information about online links is accessible and that there is a contact person available, either in person or by phone, to assist with any technical issues.
Communication	Ensure that access to, and location of, venue facilities is communicated to participants well in advance. This might include: the presence of a hearing induction loop or infrared hearing assistance system the location of accessible bathroom facilities multiple areas where participants with mobility aids can sit the location of assistance animal toileting areas the location of quiet spaces the location of nearby taxi drop-off, accessible parking and transport options.
Room Set-up	Furniture should be arranged so that the direction of the speaker is clearly indicated. E.g. chairs will be facing the speaker For a standing gathering the facilitator should step away from the microphone and make an announcement using their own voice, to provide direction for any blind registrants. Electronic speakers may be located at the rear of the venue, causing the registrant to look towards the back of the venue.
Presentations	Check presentations prior to commencement of event to ensure they are readable and working correctly in relation to any audio or captioning requirements. Check lighting, hearing loops, captioning, and other assistive technologies and accessibility features are working. Ensure presenters remember to provide information and descriptions on images, videos and other audio-visual material as part of their presentation. Avoid jargon, flashing and strobing animations, good colour contrast, type font and font size etc. Provide printed or digital copies to people with disability who request this, on the day. If there is a virtual or online component of the event ensure you consider this aspect in all planning. Visit our inclusive teaching around online content delivery
Accessible Path of Travel	Ensure that clear paths of travel are provided both outside and within the venue. The venue and environs should be clear of obstacles and trip hazards such as electrical cables, must be moved or taped down.
Venue	Ensure that the venue is well lit throughout and that glare is minimised. Pay special attention to the ares where presenters are located – where will the sun travel throughout the day? Will there be glare on the presenter or registrants? Are there windows behind the presenter, as they can make it difficult for participants that lip-read. For outdoor events, ensure that shaded areas are provided for people who are sensitive to heat or who experience light or glare sensitivity. Ensure there is an adequate variety of seating for people who need to be seated, and room for wheelchair users and those with mobility aids to navigate the spaces (e.g., avoid uneven ground, or areas with multiple levels)
Catering	Generally, catering breaks will take longer when working with registrants with a variety of diverse needs – ensure you plan for this. You may need to increase the usual number of wait staff or have extra volunteers at the ready to assist participants who cannot serve themselves including those with a physical situation or low or no vision. Do not presume that registrants can just stand and eat and drink simultaneously. Provide tables and benches for those registrants that will need to eat from a plate Some other useful tips on setting out catering for an inclusive event include: ensure people have access to hand sanitiser prior to meals clearly labelling dishes and ingredients or having a full list of ingredients available brief wait staff and organisers about the full list of ingredients in case guests have questions if individual meals have been provided for people with dietary requirements make sure these are easy to find and access ensure the temperature for foods is to the appropriate standards label food types such as vegetarian, vegan, Halal, Kosher, gluten free, dairy free, sugar free, FODMAP, nut-free etc ensure there is no cross-contamination of serving utensils by keeping space between different food categories or having servers ensure participants have access to water and non-alcoholic beverages set out tables with sufficient room for people with mobility aids to navigate and ensure table heights cater for wheelchair users, and people with mobility aids to easily access.
Furniture	Ensure that the registration table is at an appropriate height for all participants including wheelchair users and people of short stature. You may choose to have 2 or more tables at differing heights – remembering that some registrants will take longer to process than others. Ensure that buffet lunch tables are at an appropriate height for all participants including wheelchair users and people of short stature. For lecture style events/sessions: reserve some seating at the front of the venue for wheelchair users, people who lip read or need to be close to Auslan interpreters, or people with low vision or decreased hearing. where practical, have multiple locations where registrants with mobility aids can choose to sit (so that not all wheelchair users have to sit together) For workshop style events/sessions: ensure that discussion tables are at an appropriate height for wheelchair users. ensure that there is sufficient space between tables and furniture for people using wheelchairs, walking frames and other mobility aids to circulate. for interactive events, ensure the furniture is not moved to block anyone who is lip-reading. For standing events, provide some chairs for people who may not be able to stand for extended periods or who may experience fatigue. For all of the above, ensure that some seating with arms is available. Use a roving microphone to assist interpreters and anyone with decreased hearing, especially where where audience participation is anticipated.
On Stage	Ensure that the presenters and any participants who need to, can access the stage or equivalent. Ramps to the stage need to comply with Australian Building Standards and the stage should contain enough circulation space for presenters using wheelchairs. Lapel microphones or adjustable height microphones should be used to accommodate people at different heights.
Emergencies	Ensure that there is an emergency plan for the event, that staff are aware of the plan and that emergency procedures address how people with disability will be assisted. Circulate the emergency protocols to registrants before the event. Offer registrants a chance to check with organisers / hotel staff about these protocols.