How to Host Accessible Events

This course looks at considerations for making in-person and virtual meetings and conferences accessible. Topics include planning, marketing and promotions, site selection, technical requirements, accommodations, and content.

Who should take this training?

• Anyone who organizes meetings, conferences or festivals
• Anyone who presents virtually or in-person at events/meetings
• Anyone who manages a site used for meetings/conferences

Benefits

• Grow your audience
• Make everyone feel welcome and included
• Sustain lasting client relationships
• Position your organization as an accessibility leader and champion
• Help you to meet your legal obligations for accessibility

Module 1: Understanding your audience

Get clear on why, and how, your events need to be accessible.

It is important that everyone in your organization understands why accessibility is important and their role in making your meetings and events as accessible as they can be. This starts with understanding the seen and unseen diversity of your audience.

Topics covered in this module:

• Our shifting demographics
• Understanding your audience
• Identifying barriers

Handouts

1. Accessibility Language Primer
2. Self-Assessment Checklist

Module 2: Event Planning

Reviewing your current event planning protocols and practices

People with disabilities all have different needs so a two-pronged approach is needed – 1) Proactively build accessibility into all aspects of your meetings and events ahead of time, and 2) Respectfully and responsibly respond to in the moment requests.

Choosing the right location for your event, whether virtual or in-person, is the foundation upon which an accessible event is built. And, communicating with your event participants ahead of time to clarify their accessibility needs will go a long way towards easing any stress and frustration.

Topics covered in this module:

• Event Location (In-Person and Virtual)
• Registration
• Event Access
• Scheduling + Agenda
• Room Set Up

Handouts

1. Checklist- Accessible Virtual Meetings
2. In-Person Event Planning Checklist
3. Location Selection Assessment

Module 3: Event Communications

Ensuring that everyone knows about your event and can participate fully.

What do you need to put in place in order to ensure that everyone can understand your promotional information, the event materials, and post event follow up? Access to the event materials and presentations in accessible formats or with communications supports is essential.

In this module we will look at how to make information about your event accessible and how to ensure your event participants can all fully participate.

Topics covered in this module:

• Marketing
• Promotional Materials
• Communication Supports
• Feedback

Handouts

1. Clear Print Guidelines
2. Communication Supports
3. Accessible Graphic Design Handbook

Module 4: Presentations

Ensuring that your event speakers present their information in an accessible manner

Have you ever been at an event where you had trouble hearing the speaker because they didn’t have a microphone? Or, their PowerPoint presentation had font that was too small to read easily from where you were sitting?

Topics covered in this module:

• Presentation Slides
• Presentation Materials
• Event Presentation

Handouts

1. Moderator and Presenter Checklist
2. Making meetings accessible for people with vision loss