It is important that any event is accessible to everyone, and that we meet the requirements of the Disability Discrimination Act 2005 (DDA) in holding an event.
It is not usually practical to wait until you know you will have delegates or speakers with particular access requirements before you make suitable arrangements. Assume from the outset that you will need to accommodate a full range of access needs.
Once you know that attendees have particular requirements make arrangements as soon as possible to meet these requirements. For more information see Attendees with particular requirements.
The following checklist will help you to ensure that your event is accessible, but if you are unsure on any part of this, please speak to a member of the Events Team.
Your venue should meet certain basic accessibility criteria, such as ease of wheelchair access. All meeting rooms in the Devonshire Building are fully accessible. If considering alternative venues, please seek advice from the Events Team as to the accessibility of the venue.
Where necessary, we will arrange to visit the venue on your behalf to assess its suitability, or may recommend an alternative venue for your event.
You will also need to consider the accessibility of the information that your delegates or speakers will be presented with, both in terms of the language used and the way in which it is presented. This will have particular significance for events involving several speakers, each of whom is preparing their own presentation.
Your registration form must ask attendees for details of any particular access requirements that they have: this may include physical access requirements or special requirements for accessing information (e.g. meeting requirements for colour-blindness or visual impairment; meeting requirements for deaf or hearing impaired users). The Events Team can help you to prepare a registration form that covers all of the necessary pieces of information.
Even those who do not consider themselves to have a disability may have particular requirements, and there are certain recognised ‘best practices’ relating to:
that will enable you to meet the needs of the majority of your attendees.