When hosting events, it’s essential to consider who might attend. With 22% of Canadians identifying as having a disability, it’s very likely that someone with a disability will want to participate. Accessibility is not just about compliance—it enhances the experience for all attendees and improves the overall quality of your event.

This section provides tips, checklists, and resources to help you plan and host accessible events. We strive to be as comprehensive as possible and will update this guide as new tools and insights become available. However, every individual’s experience is unique, so the best way to accommodate your guests is to communicate with them directly.

Let’s begin with some foundational considerations.

Key Considerations

No matter the size or type of your event—from a small staff meeting to a large public conference—these core principles apply:

1. Start with Accessibility in Mind

Accessibility and inclusion should be embedded into every stage of your event—from planning and promotion to delivery and evaluation.

• Consider this: If you ask registrants whether they need accommodations but then fail to provide them, you’ve created a barrier instead of removing one.

• Similarly, asking speakers to describe themselves for blind or visually impaired guests is thoughtful—but not if your marketing materials weren’t accessible in the first place, preventing those guests from knowing about the event at all.

2. Ask, Don’t Assume

While many universal design measures can—and should—be applied upfront, individual needs vary.

• Always list the accessibility features you’ve included (e.g., ASL interpretation, wheelchair access, scent-free policy).

• Provide opportunities for guests to request additional accommodations.

• During the event, check in to ensure accommodations are functioning as intended.

• Afterward, ask for feedback to improve future events.

3. Keep It Simple and Thoughtful

Intentional, inclusive design goes a long way.

• Use plain language and avoid jargon in all communications.

• Ensure visuals are high contrast, with clear fonts and uncluttered layouts.

• Provide agendas in advance and allow adequate time for activities.

• Build in breaks and offer alternatives for participation (e.g., written vs. verbal input).

4. Feedback is Fundamental

This point is worth repeating: always ask for feedback.

• Include multiple ways to provide it—both during and after the event.

• Feedback helps identify broken links, malfunctioning tech, or accommodations that may have fallen short.

• When people are invited to share their experiences, you empower them to help you make things better for everyone.

You’ll find feedback forms and contact details at the end of this guide. Please use them—we’re always learning and improving.

We have taken the time to get some lists together to help you out, no matter the event. Che   ck them out here: 

General Event Accessibility Checklist

Best Practices for in person events

Best Practices for Online Events

Still haven’t found what you’re looking for?  Contact us: vad@vadsociety.ca