Best Practices for Any Event

Digital Promotion or New Media considerations

• Make sure file types are accessible (for example most screen readers will not read a PDF) 
• Any audio content should be captioned. 
• If using a Poster/Image/Graphic make sure that it is high contrast and that image descriptions and Alt Text are used (for more tips on social media and web accessibility check out our Social Media best Practices Blog).
• Make sure links are well defined (like the one right above!) 
• Vary where and how you are sharing (email, newsletters, websites, social media)

Physical Promotion or Old Media considerations

• Vary where and how you are sharing (vary posted heights and sizes of print materials, balance visual and audio mediums)
• Keep accessible design principles in mind: some options are the Clearing our Path guide, or this AccessAbility 2 Graphic Design Handbook (download)
• Consider including alternative formats (braille your handbills, provide transcripts for radio ads)

Registration

• Make sure the platform for registration is accessible and easy to understand
• Offer other options (for example offer a phone number/email someone can use for help registering) 
• Present the accommodations/accessibility features you will be providing, list the accommodations people can request that you will provide, ask if there are other ways you can accommodate and outline any barriers you’re aware of but don’t have control over. 
• Here are examples:  
  • (In-person) We have made every effort to ensure the venue is accessible as possible (link to venue website). The doors to the bathrooms are not automatic and are heavy so we will have them propped open during our event for easy access. ASL and CART will be provided. Arrangements can be made beforehand to waive admission for an attendant/aide, special meal requests and/or seating preference. Please let us know if we have missed anything that would improve your access and enjoyment of this event by emailing: info@accessibleevents.ca 
  • (Online) ASL Interpretation and Cart Captioning will be provided. Relevant materials will be sent ahead of time by request. Please let us know here if we can provide other accommodations to improve your access to the event: [text box]

During the Event

• Be flexible: Some requests might come up last minute, if it’s within your power to make an accommodation, do. 
• Schedule appropriately- ensure everyone has ample time to present and for breaks
• Ensure Presentations are accessible- Check the Accessible PowerPoint Guidelines
• Have Sign Language (typically ASL and/or LSQ in Canada) Interpreters.
• Have Communication Access Realtime Translation (or CART) captioning available.
• Consider how the atmosphere might impact others at your event examples include, 
  • Is intentional background noise (example: music) interfering with hearing aid use? What about for those who rely on their hearing to know their surroundings
  • Are things placed in a way that provides enough space? Does it make sense?
  • Is it too bright or too dark? 
  • Are there or will there be sudden loud noises or flashing lights?

Post Event

• Ask for feedback, specifically on accessibility. It is not enough to ask how someone enjoyed the event: check this Sample Event Feedback Survey
• Provide lots of opportunities for this feedback, have open text box options and scales, do it during a break, after the event, in the follow up communications etc. 
• Read the feedback and implement it for your next event. 

Hosting an in-person event? In-person Checklist here

Is it an online event? Online Checklist here

More resources: 

Planning Accessible Events, so everyone feels welcome– Government of Ontario, 2016

Measuring Up: Accessible Public Events Guidelines– 2010 Legacies Now, Province of British Columbia

Still haven’t found what you’re looking for? Contact us here: accessibility contact form