Inclusive and Accessible Events on Campus
Events are an integral and inevitable part of life in the post-secondary education sector involving staff, students and visitors to the institution. Events, whether formal or informal, offer an opportunity for an institution to demonstrate its commitment to inclusion and accessibility. Conferences, workshops, student orientation, sporting and cultural events and graduations, however small or large all offer opportunities to model and showcase best practice in terms of accessibility.
Applying inclusive practice principles to event planning and realisation supports not only people living with disability but also those who are not impacted by disability. It is best practice
What should be considered when organising an event on campus to ensure that it is welcoming to people living with disability?
Planning the Event
Area |
Considerations |
Promotional Materials and Registration Information |
Ensure that promotional and registration information is available in a variety of formats including electronic format. Ensure that participants are provided with multiple options for registration including phone, email and online. Ensure that online forms are accessible. At the time of registration, ask about any accessibility requirements that participants may have. Ensure that registration is available at no charge for carers. The Companion Card and similar services identifying carers and facilitators should be honoured. |
Venue |
Ensure that the planned location for the event is accessible. Check the following:
|
Prior to the Event
Area |
Considerations |
Accessibility Requirements |
Ensure that all requested accessibility requirements are arranged. This may include the following:
|
Maps |
Ensure that participants are provided with accessible maps in an appropriate format. This may include visual, text and audio maps. |
On the Day of the Event
Area |
Considerations |
Signage |
Ensure that venue, facilities and event signage is:
|
Maps |
Ensure that participants are provided with accessible maps in an appropriate format, which indicate the location of event venues and accessible facilities |
Communication |
Ensure that access to and location of, venue facilities is communicated to participants. This might include:
|
Accessible Path of Travel |
Ensure that clear paths of travel are provided both outside and within the venue. The venue and environs should be clear of obstacles and trip hazards such as electrical cables should be moved or taped down. |
Venue |
|
Furniture |
For lecture style events/sessions:
For workshop style events/sessions:
For standing events, provide some chairs for people who may not be able to stand for extended periods or who may experience fatigue. For both of the above, ensure that some seating with arms is available. Roving audience microphones are provided where audience participation is anticipated. |
On Stage |
Ensure that the presenters and any participants who need to, can access the stage or equivalent. Ramps to the stage need to comply with Australian Standards. Lapel microphones or adjustable height microphones should be used to accommodate people at different heights. |
Emergencies |
Ensure that there is an emergency plan for the event, that staff are aware of the plan and that emergency procedures address how people with disability will be assisted. |
After the event
Area
Area | Considerations |
Follow up: Seek feedback from attendees regarding the accessibility of the event and any suggested improvements. | Ensure that any written materials from the event (e.g. conference papers) are provided to participants in appropriate accessible formats. |
Related Resources
References
Australian Network on Disability Event Accessibility Checklist https://www.and.org.au/pages/event-checklist.html (February 2022, this resource is no longer available on the AND website)
Meetings and Events Australia “Accessible Events. A Guide for Meeting and Event Organisers” https://www.meetingsevents.com.au/sites/default/files/uploaded-content/website-content/accessible_events_guide.pdf (accessed Sept 2021) (Sept 2021 - This resource is currently being updated)
July 2017