[Event Name] Accessibility Information

Last Updated: [Date]

Quick Summary

  • Venue: [Venue Name]
  • Dates: [Event dates and times]
  • Accessibility Contact: [Name and email]
  • Registration Accommodations: [How to request captions, interpreting, formats during registration]

Venue Physical Access

For detailed information about the venue building’s physical accessibility (parking, entrances, lifts, toilets, navigation), see:

Venue Name Building Access Guide (Replace # with actual link to venue’s building access guide)

The venue guide covers:

  • Arrival by transit, taxi, and car
  • Accessible entrances and doors
  • Lifts and navigation
  • Accessible toilets and Changing Places
  • Permanent facilities and quiet spaces

Event-Specific Accessibility

This section covers accessibility features specific to this event that build on the venue’s baseline accessibility.

Registration and Communication

How to Request Accommodations:

  • During registration: [Checkbox/form field/contact method]
  • Advance notice required: [e.g., “2 weeks before event for interpreting”]
  • Accessibility contact: [Name, email, phone]

What We Can Provide:

  • Live captions (CART)
  • Sign language interpreting (specify languages: [ASL, BSL, etc.])
  • Materials in alternative formats (large print, electronic, braille)
  • Dietary accommodations
  • Other: [specify]

Session Accessibility

Captioning:

  • All sessions will have live captions displayed on screens
  • Captions available via [method: streaming URL, dedicated screen, etc.]
  • Post-event transcripts available at: [link or timeline]

Interpreting:

  • Sign language interpreting available for [main sessions / all sessions]
  • Interpreter positioning: [describe location and sightlines]

Audio Quality:

  • All speakers will use microphones
  • Microphones will be used during Q&A
  • Room audio systems have been tested
  • Hearing loop: [Available / Not available]

Visual Presentation:

  • Speakers have been instructed to describe visual content
  • Presentations must not rely on color alone
  • Videos must be captioned (uncaptioned videos will not be shown)
  • Slides will be available: [before/during/after sessions at: link]

Seating and Sightlines

Wheelchair Accessible Seating:

  • Main Hall: [Number of spaces, specific locations]
    • Sightlines to: Stage, screens, interpreters, caption displays
  • Breakout Rooms: [Number of spaces per room, locations]
  • Meal Functions: [Accessible seating arrangements]

How to Reserve:

  • [Process: specify during registration / email contact / first-come basis]
  • Companion seating available: [Yes/No, details]

Photos: [Include or link to photos showing wheelchair seating positions with clear views of stage, screens, and interpreters. All photos must have alt text. See Photo Guidance]

Event Layout and Wayfinding

Changes from Standard Venue Layout:

  • [Describe any temporary room configurations, dividers, or layout changes]
  • [Note any temporary signage or wayfinding aids specific to this event]

Route Management:

  • All aisles and walkways will be kept clear
  • Cables will be covered or secured
  • Steps and obstacles will be marked with high-contrast tape
  • Width of main aisles: [measurement]

Temporary Signage:

  • Event signage will not obscure venue’s permanent wayfinding
  • Accessible format signage at: [registration, key decision points]

Quiet Space

Location: [Specific room/area for this event]

Hours: [When the space is available during event hours]

Rules:

  • [e.g., No phone calls, limited capacity, quiet conversation only]
  • [e.g., Not for meetings or group work]

Note: The venue’s permanent quiet space is [available/not available] during this event.

See Quiet Spaces Framework for more on purpose and design.

Food and Dietary Needs

Dietary Accommodations:

  • Request during registration: [Yes/No, method]
  • Common accommodations: [Vegetarian, Vegan, Gluten-free, Allergen-free, etc.]
  • Labeling: [Ingredients and allergens will be clearly labeled]

Meal Seating:

  • Accessible seating available at all meal functions
  • Process: [First-come / pre-assigned / request during registration]

Breaks:

  • Break duration: [e.g., 15 minutes between sessions]
  • Water stations: [Locations]
  • Seating available: [Yes, in hallways/break areas]

Volunteer and Staff Support

What Our Staff Can Do:

  • Provide directions to accessible facilities
  • Assist with accommodations requests
  • Answer accessibility questions

How to Identify Staff:

  • [e.g., Wearing [color] vests/badges with “Staff” or “Accessibility” label]

Service Animals:

  • Service animals are welcome in all areas open to attendees
  • Relief area: [Location if applicable]
  • Water bowls available: [Yes/No, locations]

Asking Before Helping:

  • Our staff are trained to ask “How can I help?” rather than assuming
  • All interactions are respectful and consent-based

Emergency Procedures

Evacuation Plan:

  • [Describe the emergency protocol for disabled attendees]
  • Assembly point: [Location]
  • Staff will assist with evacuation

Personal Emergency Evacuation Plans (PEEP):

  • To request a PEEP: [Contact person/method]
  • Advance notice recommended: [timeline]

Refuge Areas:

  • [Locations of safe areas for wheelchair users who cannot use stairs]
  • Marked with: [Description of signage]

Alarms:

  • Visual alarms: [Yes/No, locations]
  • Audible alarms: [Type]

What Is Not Available

Honest transparency about limitations.

  • [Feature/Service]: [Explain what is not available and any workarounds]
  • [Feature/Service]: [Explain what is not available and any workarounds]

Schedule Considerations

Session Timing:

  • Sessions begin: [time]
  • Sessions end: [time]
  • Breaks: [duration and frequency]

Pacing:

  • [Note any extended break options for mobility considerations]
  • [Describe whether sessions are recorded for later viewing]

Late Arrival Support:

  • [How to join sessions in progress without disrupting]
  • [Materials available for missed content]

Post-Event Access

Recordings:

  • Sessions will be recorded
  • Recordings will be captioned
  • Available at: [link, timeline]

Materials:

  • Slides: [link or timeline for availability]
  • Transcripts: [link or timeline for availability]
  • Alternative formats: [method to request]

Feedback

We are committed to improving accessibility at our events.

How to Provide Feedback:

  • During event: [Contact person, method]
  • After event: [Survey link, email]

Your feedback helps us improve future events.

Questions?

If you have questions about accessibility at [Event Name], please contact:

Name: [Accessibility Coordinator Name]
Email: [email]
Phone: [phone number, if applicable]

Resources

This event accessibility page is based on guidance from: