Checklist for organising accessible meetings and
events
Even if disabled people are not a specifically targeted group there might be disabled
people in the audience of your event or meeting. If the needs of potential delegates
are accounted for at the planning stage of an event it is more likely that the event will
be genuinely accessible. This diminishes potential problems for the planning staff.
Confirming the access requirements for a closed meeting of invited participants
should be straightforward as the group is usually drawn from a known cohort of
people. However, it’s always a good idea to check beforehand and ask if there are
any additional requirements.
Addressing access requirements for an open meeting requires advanced planning.
Participants’ needs are to be identified for a better chance of meeting those needs.
Take into consideration the extra time some adjustments may take to organise.
Please note that this is a simple checklist and cannot substitute a full access
audit when required. If you feel you need an access audit do contact Maria Zedda,
Wideaware at: mzedda@wideaware.co.uk
Items
Notes and Comments
Access

Venue accessibility audit undertaken and
summary feedback given.

Entrances to all used areas must be wide enough
(80cm min).

Wheelchair users need to enter a space wide as
above and able rotate out by using a space of
1.5m diameter.
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
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
Doors easily opened with one hand.

Catering and other areas where food is served are
near the main event.

Proximity of facilities (for example, toilets) to event
rooms.

Disability awareness of venue staff if they’re
involved in the event.
Car parking



Accessible designated spaces (2.4m width
minimum with 1.2m space transfer space next to
it)
Car park to venue route accessible and step-free
no more than 50m away.
If car parking space is further than 50m, warn the
participant and offer assistance.
Please note about parking at the Houses of Parliament:
there are no parking facilities on the Parliamentary
Estate for visitors except in extremely special
circumstances. If you need to be dropped off by vehicle,
you should contact the Sergeant at Arms office on 020
7219 3030 and they will endeavour to make
arrangements for you.

Parking is available in Abingdon Car Park, which
has disabled bays. Alternatively information on
disabled parking bays can be found on the Blue
Badge London website.
Planning the programme


Time to move between sessions.
Rest breaks for interpreters and palantypists and
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware

audience.
Regular refreshment breaks.
Speakers, facilitators & exhibitors




Guidance provided regarding expectations both in
writing and verbally.
Full brief regarding venue and delegates.
Presentation techniques advised (for example
speakers should not move around the room too
much and they should face the audience at all
times).
Speaker requirements checked.
Budget

Allowances considered for support arrangements.
Publicity





Clear event description including outcomes.
Range of formats used (for example: electronic
format available in pdf, rtf, word, large print, Braille
print on request, audio tape or mp3 audio file on
request.
Equalities statement included (see example at the
bottom of this document).
Early information provided about the venue: any
difficulties made clear so that people have a
choice. For example if toilets or parking facilities
are more than 50m away from main event.
Use plain English, jargon-free language as much
as possible.
Registration arrangements
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware






Individual requirement information requested.
Alternative registration options.
Individual requirements clarified.
Difficulties with arrangements communicated.
Advance requests for workshops choices.
Alternative format information available if
requested.
Venue details





Reserved accessible parking.
Clear maps, directions and building plans or
access routes.
Local transport information.
Assistance dog toileting available if event lasts for
more than 2 hours.
Early information provided about the venue: any
difficulties made clear so that people have a
choice. For example if toilets or parking facilities
are more than 50m away from main event.
Booking confirmation



Confirmation in advance in appropriate format.
Opportunity to request further additional
requirements.
Confirm additional arrangements made.
Supply of additional support





Facilitate Comments
Alternative formats if required
Electronic copies of presentations.
Alternative format provided.
After event information provided accessibly on
request.
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware
Hire of extra equipment

Booked in advance and budgeted for.
Induction loop system and Public
Address







Availability checked or hire arranged.
Signage indicates induction loop availability.
Loop system checked for electronic interference.
Public address and loop system functioning
checked.
Microphones work.
Roving microphone booked and staff allocated to
role.
Height adjustable microphone for presenters.
Signage provided (event specific)



Clearly printed in appropriate size, font and colour
contrast, for example blue on yellow, black on
white, black on pink or yellow, etc.
Use non-reflective boards or paper
Display height appropriate.
Registration staff



Staff aware of disability equality issues
Staff briefed about their duties in relation to
disabled delegates.
System in place to hand out alternative format
delegate packs.
Seating
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info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware


Choice of seating (seats with back rest, armrests,
etc.) and location of seating
space in gangways etc. so that a wheelchair user
can get through (width 80cm minimum).
First Aid or medical support by Venue


First aid contact details are confirmed and easily
obtainable and advertised.
Medical requirements of delegates checked.
Refreshment areas






Layouts are wheelchair navigable (space of 80 cm
minimum for chair to get through and 1.5m
diametre rotating space)
Furniture moveable but firm and steady.
Table a height that includes a table no higher than
90cm.
Variety of seating available for buffet style
refreshments (see above under ‘Seating’)
Serving points accessible.
Menu information accessible or someone present
to offer assistance.
Food and drink




Food choices accessible (include soft sandwiches
with soft fillings that do not require a lot of chewing
such as tuna and sweetcorn. Also: pates, short
pasta and rice, soft bread rolls, etc.)
Dietary dishes labelled clearly and presented
separately.
Range of beverage options and cup types
(glasses, straws, cups with handles)
Assistance available if required.
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware
Emergency evacuation
Fire Evacuation arrangements clarified and fire marshalls
assigned to safe evacuation of disabled people.
Some lifts are specifically designed to allow safe
evacuation even during a fire. There may also be refuges
within the building where it is safe to wait if disabled
people cannot immediately exit the building. There may
be staff trained in Evac Chair use if the event is not on
ground floor of building and lifts cannot be used in the
event of a fire.
Ensure all attendees are briefed at the beginning of the
event of the Fire Safety arrangements.
Travel
Post event taxi booking service and make sure that they
are trained in safely transporting disabled people.
In the event of needing to supply personal assistants and
support workers (this is for open events, events by public
authorities, and events aimed specifically at disabled
people)





Suppliers of specialist services identified
(Personal Assistants, Palantypists, Interpreters,
etc.)
Support workers booked.
Copies of presentations provided to support
workers in advance.
Event badges and information for support
workers.
Timings take working practices and support
worker role into account.
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware


Seating reserved, and power sockets and tables
provided.
Support workers briefed.
Assistance dog provision if required


Toileting arrangements confirmed.
Drinking water provided.
Stewards and Technical Support


Stewards and technicians arranged.
Stewards are trained and briefed.
Toilets







Accessible toilets that are uncluttered and kept
clean
Door opens outwards with a width of 80 cm
minimum
Contrasting colour accessories if possible
Transfer bars functioning (try to lower them and
bear some weight on them to make sure they’re
sturdy)
Transfer area uncluttered (no rubbish bins in the
way)
Emergency cord reaches the floor.
Reset Alarm button well visible and near WC or
emergency cord.
Lifts


Lifts doors that are wide enough (80cm min.).
Lifts with tactile controls that can be operated from
a wheelchair level, especially the alarm button.
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware

Lift type 2, where at least 1 wheelchair user and a
companion standing next to them can fit in (car
dimensions minimum 1.1m x 1.4m).
Even if disabled people are not a specifically targeted group there might be disabled
people in the audience of your event or meeting. If the needs of potential delegates
are accounted for at the planning stage of an event it is more likely that the event will
be genuinely accessible. This diminishes potential problems for the planning staff.
Confirming the access requirements for a closed meeting of invited participants
should be straightforward as the group is usually drawn from a known cohort of
people. However, it’s always a good idea to check beforehand and ask if there are
any additional requirements.
Addressing access requirements for an open meeting requires advanced planning.
Participants’ needs are to be identified for a better chance of meeting those needs.
Take into consideration the extra time some adjustments may take to organise.
Please note that this is a simple checklist and cannot substitute a full access
audit when required. If you feel you need an access audit do contact Maria Zedda,
Wideaware at: mzedda@wideaware.co.uk
Producing accessible event information
Notes and Comments
Print Material






Ensure left aligned text.
Use sub headings and short paragraphs.
Use bullet points and lists.
Do not underline URLs.
Use short, concise single idea sentences.
Structure paragraphs coherently.
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info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware



12pt size minimum
Clear font such as Ariel or Verdana
Do not use BLOCK CAPITALS
Language




Use clear, straightforward language.
Avoid unnecessary or complex words.
Ensure consistency of terminology.
Avoid slashed constructions, for example ‘a and/or
b’.
Electronic format materials




Obtain all relevant documents electronically.
Schedule time for production of alternative formats
in organizational plan.
Screen reader cannot read PDF; include a copy of
the document in Word or RTF.
Include a caption or description of illustrations and
photographs
Other alternative formats




Ensure capacity to provide pre-event information
in alternative formats. Examples are: Easy Read
versions of documents, audio formats, large print
or Braille.
State availability of alternative formats.
Ensure opportunity during registration to request
alternative requirements.
Know alternative format suppliers and their
production timescale. Suppliers are provided here
below.
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware
Take into consideration the extra time some adjustments may take to organise.
Please note that this is a simple checklist and cannot substitute a full access
audit when required. If you feel you need an access audit do contact Maria Zedda,
Wideaware at: mzedda@wideaware.co.uk
An example of an equality and diversity statement
“We are working towards being fully inclusive. We endeavour to arrange events in
fully accessible locations. However, we would appreciate your co-operation in
meeting specific requirements and ask that you inform us immediately if you require
additional facilities (for example a loop system, BSL interpretation) or any other
personal requirements.”
The Aimhigher West Area Partnership
Please note that the organisations listed below are examples of suppliers. As this list
can quickly go out of date, it would be essential for each service provider or
organisation – including MPs’ constituency offices - to put together their own list of
local suppliers (contact your local disability organisation for help).
Organisations listed below are categorised by type.
Alternative formats and other services suppliers
Braille, information in large print and other advice on accessibility for
visually impaired people:
Royal Association for Deaf People
RAD Interpreters Service, St Mark’s Centre
Cottage Place, Chelmsford, Essex CM1 1MC
Tel: 01245 284 953
Web: www.royaldeaf.org.uk
Accessible formats (audio tapes, Braille, large print)
UK Association for Accessible formats
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware
Directory of local services:
http://www.ukaaf.org/directory-of-services
Deaf and hearing impaired: services in relation to British Sign Language
(BSL) interpreting, video interpreting, speech-to-text services
Please note, it’s important to check that the interpreters are qualified. A checking
tool is here: http://www.nrcpd.org.uk/
REMARK!
An Award Winning Specialist Language and BSL Communication Company
18 Leather Lane
London
EC1N 7SU
Tel: 020 7269 2620
Web: http://remark.uk.com/
The Sign Language Bureau
Middlesex University, Queensway
Enfield EN3 4SF
Tel: 020 8292 1091
Web: www.bslbeam.co.uk
Web: www.mdx.ac.uk/slb/index.htm
City Lit Interpreters
Centre for Deaf People, City Lit
(Connaught Hall Site)
16 Stukeley Street
London WC2B 5LJ
Tel: 020 7387 9705
Web: http://www.citylit.ac.uk/courses/deaf_education
Action on Hearing Loss (ex RNID)
19-23 Featherstone Street
London EC1Y 8SL
Tel: 020 7296 8064
Web: http://www.actiononhearingloss.org.uk/
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware
Sign language interpreted videos
British Deaf Association
Lucy Franklin, 1 Workship Street
London EC2A 2AB
Tel text: 020 7588 3528
Tel voice: 020 7614 3142
Email: lucf@bda.org.uk
Web: http://www.bda.org.uk/
Crèche providers
Comprehensive local lists of providers found on Netmums
http://www.netmums.com/local-to-you/childcare/creches
Translation and Interpreting Services
World Accent (Translation)
30 - 31 Great Sutton Street
London EC1V ONA
Tel: 020 7865 8319
Email: roger@worldaccent.net
Web: www.worldaccent.net
Language Line
Swallow House, 11-21 Northdown Street
London N1 9BN
Tel: 0800 169 2879
Fax: 020 7520 1450
Email: info@languageline.co.uk
Web: www.languageline.co.uk
41/3 Colinton Road, Edinburgh EH10 5EN  Phone: 0131 608 0006
info@wideaware.co.uk  www.wideaware.co.uk  Twitter: @wideaware