Accessibility & Inclusion | Checklist
When planning an activity or event, it is essential to consider several details to ensure that all moments are inclusive and accessible to all participants. The goal is to provide an enjoyable and satisfying experience for everyone, regardless of their needs or limitations. By ensuring accessibility and inclusion, we guarantee that everyone can fully participate in each stage of the event, promoting a welcoming and engaging environment for all.
Here are some tips to keep in mind and to consider in different phases:
Preparation Phase
Accessibility of infrastructure:
- Is the location of the activities accessible?
- Is the venue easily reachable by public transport?
- Are there designated accessible parking spaces near the entrance?
- Are there accessible routes from the parking areas to the venue entrance?
- Does the venue have ramps or level entrances to accommodate wheelchair users?
- Are the doors automatic or have low resistance for easy opening?
- Ensure there is clear signage indicating accessible entrances and exits.
Accessibility of the venue:
- Choose an open space with a hard floor (e.g., wood) to facilitate wheelchair mobility, avoiding soft carpets.
- Ensure elevators or ramps provide access to different levels for wheelchair users.
- Consider how much time participants will need to move between areas when planning activities.
- Provide clear signage and wayfinding for individuals with visual impairments. Offering a personal tour upon arrival, highlighting key areas, is advisable.
- Ensure the venue is accessible for guide dogs and easy for a blind person to navigate. Include accessible restrooms with proper signage.
Accessibility of content:
- Send participants an accessible info pack (screen reader-friendly).
- Include detailed information about the venue’s accessibility features, noting what is and isn’t provided.
- Ask participants if they have any specific needs.
- Ensure digital forms are accessible to screen readers.
- Collaborate with organizations that have connections to the community of interest, or better yet, involve people with disabilities in building the agenda.
- Include audio descriptions for activities and images for individuals with visual impairments.
- Hire one or two sign language interpreters, depending on the length of the activity. Send them materials in advance so they are prepared.
- For promotional videos, ensure they include subtitles, sign language, or audio descriptions depending on the target audience of the workshop.
Implementation Phase
Accessibility of infrastructure:
- Ensure there is adequate space between furniture and fixtures to allow for maneuverability.
- Avoid high obstacles (low doors, hanging lamps at inappropriate heights).
- Ensure well-lit spaces to enhance visibility.
- Have evacuation plans and procedures that consider the needs of individuals with disabilities.
- Ensure there are accessible emergency exits and evacuation routes.
Accessibility of content:
- Know the characteristics of your group and adjust the activities accordingly.
- For blind participants: describe the space and introduce yourself in a descriptive manner.
- For deaf participants: introduce your sign language name. If you don’t have one, ask them to give you one.
- Provide information in multiple formats (braille, large print, electronic) for individuals with visual impairments. It’s advisable to ask them in advance how they prefer to receive information, notes, etc.
- Be flexible and use alternative ways to communicate, using simple language where possible.
- Adapt activities to meet the needs of the group involved.
- Include facilitators trained in disability awareness and assistance or those with prior experience. Even better, include individuals with disabilities in planning and delivering the activities.