Accessibility checklist for campus events

• Ask the participants in advance for any accessibility requirements rather than making assumptions. This can be done via an accessible registration form for the event, which allows potential participants to request reasonable accommodations.

• Send accessible email invitation: Use accessible fonts, headings, links, and alternative text. Avoid images or images with text.

  • Remind all attendees and participants/presenters

  • Where possible, send all presentation documents to be used during the event, including the event schedule, at least a day before the event.

  • Provide presentation documents in an accessible format, including documents, presentations and any handouts.

  • Prepare large print or braille documents upon request from a participant

  • Ensure documents are prepared using simple and understandable language

• Please provide information about the venue, along with a Google map, in advance

• Ensure there is signage providing directions from the gate/parking to the main venue and facilities using contrasting colours and large fonts for easier visibility.

• Include information in the invite on what accessibility services are provided, for example, ‘Irish sign language interpretation provided’ or ‘free campus parking available’.

• Provide information on etiquette, including disability etiquette, for presenters, organisers, volunteers, and support staff. 

• Use accessible and inclusive name tags (e.g., font, contrast, pronouns)

• Make sure that any main sessions, icebreakers, training games, competitions, and other activities within the event are also designed to be accessible and inclusive.

• While events should be accessible to all and as such have interpreters as standard, it is best practice to only put this in place where required in acknowledgement of the low supply and to avoid taking the resource from where it may be needed. Please check with procurement for UL’s designated provider for interpreters. Interpreters should be provided with all documentation and presentations in advance, including lists of complex terminology.

• Provide information in advance on accessible entrances.

• It is good practice to do a physical inspection of any potential venue as sometimes can be listed as accessible when they are not due to changes infrastructure or temporary works.

• Provide information in advance on designated accessible parking spaces.

• Walk through the following criteria before selecting the venue to ensure:

  • The entrance gate or internal pathways are wide enough for any wheelchairs, including larger power wheelchairs, to pass through

  • The entrance gate has a ramp or no stairs

  • An accessible podium or the availability of a ramp to reach the podium

  • Accessible toilets are not too far from the event hall

  • The availability of an elevator if the event hall is on the upper floors

  • The use of gradual (no steep) ramps with handrails where required

  • Facilities with non-slippery floors.

  • The availability of some low-level chairs, tables, and counters 

  • The availability of accessible dining places (e.g., seating, menus, access)

  • Don’t corner off sections unnecessarily or unnecessarily usher people to specific sections, such as the front.

  • Participants can leave and enter the event with minimal noise disruption

• Provide an accessible contact information point or area where possible

• Provide sufficient lighting in the hall for people with low vision or those requiring sign language.

• Use high contrast for physical barriers such as seating and bollards.

• Check if projection screens are visible for people with low vision and assign seats according to their requirements.

• State the location of the accessibility facilities, and safety protocols (mobility issues)

• Provide a verbal orientation of the hall, washroom, and other important places at the beginning of the event. When providing orientation, avoid using words like ‘here’ and ‘there’; instead, use terms like ‘left’ and ‘right’.

• Use audio descriptions and captions for all video and audio content where possible. 

• Use verbal image descriptions where required (subjective)

• If a participant has not brought their personal assistance, assign some volunteers

• Always use a microphone. If there are no roaming microphones, ask the speaker to repeat the question that was asked by a participant. If you are requested to wear an additional microphone by a person who is hard of hearing, please use it.

• Be aware that some participants may lip-read, so speakers should be asked to avoid speaking with their backs to the audience. 

• Use auto captions where available or add a human captioning service if required at registration.  

• Place sign language interpreters at the front of the venue near the stage. Speakers should be mindful not to speak too quickly to facilitate time for signing to occur.

• Allow extra time for participants to respond to questions asked during the event.

• Provide ear defenders for participants if required (especially for loud audio)

• Provide a quiet space / sensory space where possible. 

• Collect feedback from event participants on whether they were able to participate fully and what improvements would be needed in future events.

• Understand your audience: Before planning your event, take the time to understand your audience's needs. Include additional requirements options, such as sign language and alternative formats for notes/slides in the registration form.
• Create accessible agendas: Design meeting agendas with multiple breaks and consider the duration of each break, e.g., a 10-minute break time (be aware that it might not be enough time to take adequate rest). Agendas should be provided in an accessible Word format. 
• Record and share sessions: Ensure all meetings are recorded and made available afterwards, allowing attendees to catch up on missed content and review sections at their own pace. 
• Evaluate platform accessibility: Consider the accessibility features of the platform you intend to use and ensure that all participants are familiar with the tool. It’s helpful to announce these features at the start of the session so that everyone is aware of what’s available.
• Test all accessibility features before a live webinar: Check that the captions work, that screen readers can properly read the slides and that all interactive features (for example, polls, chat, and navigation) are fully accessible using just the keyboard. To my knowledge, Vevox used at the University of Limerick is accessible. 
• Offer alternative dial-in options: Ensure that you provide an alternative dial-in method, such as a phone number, for participants who do not have access to a computer or the internet. This also provides a backup option for those with poor connectivity. 

• Clear communication: Provide clear, detailed, and easy-to-understand information about the event, including its accessibility features. Use Plain English and avoid jargon.
• Accessible materials: Ensure all promotional materials and event resources are accessible to all participants. Remember to check for an appropriate colour contrast, that alternative text is present, and ensure that the font and text size are suitable for use. 
• Posters: Please be mindful when emailing event posters or infographics, which are difficult to encapsulate in an alternative text description. Please offer plain text versions of posters or infographics.
• Multiple formats: Offer information in various formats, such as Braille, large print, and audio, to meet different needs. It is easiest to provide this on request, which should be included in the registration form. 
• Event details: Make sure your event invitations and pre-event communications include information about the venue (if applicable), agenda, timings and any required resources. Please share this information as soon as possible to allow participants to plan accordingly. Also, provide advanced notice of any group work or exercises. 

• Sign language interpretation: If possible, provide sign language interpreters for participants who are deaf or hard of hearing, ensuring they are visible to the audience. Due to a shortage of ISL interpreters in Ireland, they should only be provided upon request, as specified in the registration form. Please note that the University of Limerick has a designated ISL company. For details of the provider, please contact the procurement department. Speak slowly when working with interpreters. You may need additional interpreters depending on the time required. You should also provide the interpreter with any available material prior to the event, e.g., slides, notes, speeches, etc.
• Clear presentation setup: If you are presenting, ensure you have clear lighting on your face and a microphone that allows you to be heard clearly. Test the microphone's quality prior to the event.
• Live captioning: Provide live captioning for all spoken content. This benefits not only those with hearing impairments but also non-native speakers and those in noisy environments. If you present using PowerPoint 365 online, participants can utilise a translation function to another language if needed. How to: Translate with PowerPoint Live.
• Human-created captions: Human captions can provide more accurate transcriptions and may be required by some attendees, especially when presentations include complex terminology and acronyms. Premier Captioning & Realtime (PCR) provide captions in Ireland. However, please note that at the time of last checking, these could not be provided via Teams, but only on a secondary monitor.  They can seamlessly integrate with Zoom. 
• Responses: Allow more time for responses to questions - 30 seconds to a minute, even if you suspect no one will ask a question, it is good practice to build short pauses into your presentation. Participants, regardless of whether they have a disability, may need time to articulate a question or gain the confidence to speak up. Repeating questions that are asked can also be helpful. 
• Monitor feedback: Keep an eye on the chat for accessibility-related issues and be responsive to requests for assistance.

Feedback: Gather feedback from participants on the event’s accessibility to inform future improvements. It’s also a good idea to follow up with participants who requested accommodations to ensure their needs were met, providing another opportunity to gather feedback to improve future meetings. 

Recordings and transcripts: Provide recordings and transcripts of the event for those who were unable to attend or need to review the content.