Making your event accessible
Tips for making your event accessible and inclusive for our disablility community.
So you’re planning an event and thinking about accessibility and disability? That’s great!
Making your event accessible ensures that all people are able to take part regardless of their accessibility needs. It gives your event a wider appeal and shows disabled people that they have a place there. If you do a good job, it will encourage people to come back next time and recommend your event to others.
With 1 in 6 New Zealanders reported as being part of our disability community, it makes sense not to make them miss out!
There is so much you can do to make your event accessible. Some steps are simple, while others require more planning, preparation, and resources.
Use the tips below to help plan your next event.
Early considerations
Plan your event for a time when public transport is operating. If that’s not possible, think about ways you can make it easier for people who can’t drive to attend.
Consider the needs of support people who may be accompanying disabled people. Giving support people free entry is a nice gesture if your event isn’t already free.
Organise microphones, loudspeakers, and New Zealand Sign Language (NZSL) interpreters for your announcements and presentations. NZSL interpreters often need to be booked well in advance, so get on to that early. Find out more about booking an NZSL interpreter here.
Communications and promotion
How you promote your event is your first signal to the disability community that you value their involvement, and you’re committed to an inclusive, accessible event.
Create accessible promotional materials and communications. Use a variety of formats, including large print, Easy Read, braille, and video with audio and subtitles/NZSL.
If you’re asking people to fill out an online registration form, make sure it’s in accessible formats and can be accessed by assistive technology users.
If you’re using a registration form, ask people what kind of accessibility needs they have or support they might need. Everyone’s needs are unique, so it’s good to get this information directly from people instead of making assumptions.
Use plain language.
Provide a few different options for people to contact you, e.g. phone, email, text message.
If your event has tickets, offer a physical ticket option for people who cannot access a mobile device.
If your event is at a big venue, it’s a good idea to make a venue map available beforehand, with accessible toilets clearly labelled.
Venue
Find a venue that is accessible to all people. This includes how they get there. Consider a location close to accessible public transport and include links to public transport info in your communications.
Have clearly marked accessible parking spaces and attendants to direct people around your event.
Provide spaces for people to sit if they’re unable to stand for a long time.
Ensure the entrances, exits, and pathways are accessible and clear of any obstacles.
Check if there are accessible toilets that are easy to lock and open, and the sinks are at wheelchair height.
Have signage in large font, high colour contrast, and Braille. Audio recordings for people who are vision impaired are great additions, especially ones that describe displays and exhibits. This all requires a lot of work, so give yourself plenty of lead in time to get this done.
Identify any hazards, and if you can’t remove them, put up signage to alert people.
Check if people can easily leave the venue in an emergency. Determine who will assist anyone who needs help evacuating. Brief your guests on emergency procedures and how they can be assisted if need be.
Service Dogs
There are steps you can take to make your event accessible for people who are supported by their furry friends.
Firstly, find a venue where service dogs are welcome.
Let the venue staff know if you’re expecting guests with service dogs.
Identify an outside grassed area for the dogs to use as a toileting/exercise space.
Give event staff a friendly reminder not to disturb service animals while they’re working.
After the event, it’s good to follow up with disabled people who attended to ask how they found the experience. Also ask if there is anything that could be done differently to make the event more accessible in future.
Information sourced from expert advice thanks to Whaikaha – Ministry of Disabled People, Ministry of Social Development, Sport New Zealand, and Ara Taiohi.
See Ministry of Social Development’s accessible meetings and events checklist here
See Sport New Zealand’s accessible events tips here