Disability Services Commission: Accessible events planning guide
Accessibility needs to be considered early in event planning as it can be difficult and costly to change
details at later stages.
The aim of this guide is to outline principles which can be applied to event planning and increase
access for people of all abilities at events. These principles form the basis of event planning best
practice.
Invitations and promotion
In all event literature and promotional materials, access implications need to be considered.
Making information accessible
When providing written information, it is important to consider the following:
 Use plain English, clear headings, short sentences and no jargon.
 Font should be a plain, sans serif font (such as Arial, Helvetica or Univers) in a minimum 12
point size.
 There should be significant colour contrast between text and background and avoid using
uppercase, underlining and italics.
 Text should be left justified and uncluttered with no background graphics, patterns or
watermark behind the text.
 Information is printed on matt or satin non-reflective paper.
 Provide people with the option of information in alternative formats.
Written information for the event, such as agendas, hand outs and programs, should be offered in
advance to attendees. Advance copies should also be provided to the Auslan or foreign language
interpreters wherever possible.
When asking people to RSVP or register for an event it is important to allow different ways of
responding, such as telephone, email, fax or post. Also allow people to advise of any dietary or
access requirements, this will assist with planning.
An example of an accessible invitation and RSVP form is included in Appendix 2.
Name tags should also meet accessible guidelines:
 All text should be left aligned in plain, sans serif font.
 Names should be minimum of 26 point size and both names where possible are on the same
line.
 When using organisations or titles, ensure there is a line between the name and organisation.
Venue
When choosing a venue, there are generally set criteria to meet the event’s needs. These include:
 location
 attendance capacity
 budget
 break out rooms.
Venue considerations should also consider the needs of attendees, such as entry, parking, toilets,
staging, intended participation in the event and general accessibility.
While this list is not exhaustive, the questions below will assist in identifying accessible features at a
venue:
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Is there access for everyone, with no steps or other barriers from the arrival point, through the
main entrance and to all other areas used by participants?
Are the floor surfaces even and slip resistant?
Is there a reception desk? Is it a height that is accessible for people using wheelchairs? Or can
an alternative desk be provided?
Are there steps or barriers to other facilities that delegates will be using such as break out
rooms, dining rooms, workshop areas or exhibition areas?
Are there accessible toilets close by?
Is there clear signage to all facilities?
Are there lifts? If so, are they large enough for wheelchair users to access comfortably? Are
the controls at a height that can be accessed by wheelchair users? Do the control buttons
have brail information?
Is there fixed seating at the venue? If so are there wheelchair-accessible spaces at various
locations throughout the venue?
What are the acoustics like? Will it be easy to hear the presenters?
Is the venue large enough to allow people with disability to move around freely when all
participants are present?
Is there a stage? If so, ensure ramp access with a clear turning circle for any speakers who
may require it.
Are the doors to the venue automatic? If not can they be left open for attendees on arrival?
Getting there and away
A venue’s location can influence an event’s success. Getting to and from a venue is important for
participants.
Parking
Points for consideration:
 Does the venue have a car park or is there free or low cost parking available close by?
 Is the car park clearly signed?
 Are there accessible bays close to the entrance and can these be reserved?
 Is there a level path of travel from the accessible bays to the venue’s main entrance?
Public transport
If there is public transport close to the venue, you should endeavour to find out how accessible this is
for people with disability. If information on public transport is going to be published for delegates,
accessibility levels should be included.
Drop off points
Is there an area where cars or taxis can drop passengers off close to the entrance of the venue? If
there is a kerb, check if there is a kerb ramp.
Seating
Seating should be flexible to allow people to choose where they would like to sit (eg. seating all the
people using wheelchairs at the back of the room is unacceptable). With a theatre style configuration,
removing every second aisle seat allows for more choice and inclusion. Central or side aisles should
be a minimum of 1500mm.
At a tabled function, a minimum 900mm gap should be left between all tables and provide 710mm –
840mm leg room to allow a wheelchair to fit comfortably underneath.
People who are deaf or have a hearing impairment will potentially prefer seats at the front of the
room, where they have a good view of the speakers, interpreters and what is happening on the stage.
In addition, if there is more than one assistance dog at the event it is important to seat delegates with
assistance dogs well away from each other to reduce the risk of the dogs becoming unsettled.
Communication
If there are interpreters being used at the function the following points should be considered:
 Is there a position where the interpreter will stand that ensures visibility of the interpreter’s
hand movements to audience members? And is there a clear line of sight to the presenter?
Are the interpreters well lit?
 Does the venue have an audio loop? Audio loop signage should be displayed to clearly mark
loop area, this should be at the front of the room
 Send all presentations and speech notes to the Auslan interpreter prior to the event to allow
for preparation.
 If using an audio visual supplier, provide them with all presentations, running sheets and audio
visual items in advance and schedule a run-through or rehearsal prior to the event start time.
Catering
When self-serve or cocktail style catering is being used the following factors should be considered:
 Table heights should be low enough to be accessed by people using wheelchairs.
 If hot food is being served consider the height that bain maries will add onto the table height,
as delegates will have to reach to this height to access food.
 If the catering is served in a cocktail style, occasional seating and tables should be available
and staff should be on-hand and offering food to guests on platters.
 Drinking straws should be available to all guests.
 Mugs should be available in addition to cups and saucers wherever possible.
 Ensure that dietary needs (collected from RSVP form) are catered for and labelled clearly.
 Ensure additional catering is taken into account (e.g. carers accompanying attendees).
Presentations
The following points should be considered:
 minimum of 24 point font size in Helvetica or Arial
 avoid text over graphics and other busy backgrounds
 keep to a maximum of six dot points per page
 photographs and graphics are clear and relevant to the story/presentation, not just for
decoration.
Checklist
Appendix 2 is a quick reference guide that will assist in creating accessible events for people with
disability.
Appendix 1
Logo or graphic
Event title
Description of event
Date:
Time start:
Time finish:
Venue:
Address:
[Include additional information as required, transport/parking/drop off points.]
To register for this event, please forward your RSVP by [date] to [contact details] using
the form included.
Please note: It is important you advise us of access and dietary requirements.
A map displaying [location] is included on the second page.
Logo or graphic
Event title
RSVP
Please respond by [date].
Name: ______________________________________________________________
Organisation (if
applicable):___________________________________________________________
Contact number:____________ email address: ______________________________
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I will be attending
□
I have access requirements and the details are:
_____________________________________________________________________
_____________________________________________________________________
□
I have dietary requirements and the details are
_____________________________________________________________________
_____________________________________________________________________
□
I am unable to attend
□
I delegate my place to:
_____________________________________________________________________
□
My delegate has access requirements and the details are:
_____________________________________________________________________
_____________________________________________________________________
□
My delegate has dietary requirements and the details are:
_____________________________________________________________________
_____________________________________________________________________
Please reply to:
Name
Fax:
Phone:
Email:
Post:
Appendix 2
Venue
Is there an accessible path of travel from entry to function area?
Is the reception counter low enough for a wheelchair user?
Are the facilities in the venue well signed to the toilet/function rooms?
Is the venue well lit?
Are there any areas of high reflection or glare?
Is there a unisex accessible toilet?
Is the accessible toilet convenient to the function area?
Are the lifts large enough for people in a wheelchair to use?
Are the lift controls at an accessible level for a wheelchair user?
What are the room acoustics like?
If there is a stage, is there ramp access?
Is the doorway automatic, or can it be left open for attendees on
arrival?
Getting there and away
Is the car park clearly signed?
Are there accessible parking bays, how many?
Can the accessible bays be reserved?
Is there a level entry from the accessible bays to the main entrance?
Is there a set down area? Is there a kerb ramp?
Is public transport close by?
Invitations and promotion
Have you used a plain font (Univers, Helvetica or Arial)?
Is the text a minimum of 12 point?
Has the information been printed on matt paper?
Has the information been printed in contrasting colours
Is the text uncluttered with an absence of background graphics?
Did the invite include transportation information?
Did the RSVP ask for accessibility and dietary requirements?
Did the RSVP have alternate ways of communicating attendance?
Have copies of all promotional materials been provided to Auslan
interpreters?
Are alternate formats available?
Seating
Are there sufficient aisles in the function room?
Are all aisles 1500mm or wider?
If seating is fixed, are there places for wheelchair users?
If theatre style, can seats be removed for choice of seating?
Are assistance dog users seated separately?
Communication
Is there a prominent visual position for the interpreters?
Does the venue have an audio loop?
Catering
Are serving or buffet tables low enough for wheelchair users to
access?
Are there occasional tables and seating available?
Are food service staff available with platters?
Have you provided drinking straws?
Has caterer been informed of dietary requirements?
Are all special meals labelled clearly?
Is all additional catering accounted for (carers etc)?
Presentations
Is the font a minimum of 24 point in Arial or Helvetica?
Is there text over graphics or other busy backgrounds?
Are all headings and text in strong contrasting colours with the
background?
Is there a maximum of six points per page?
Are photographs and graphics relevant?
Other