Inclusive event planning checklist
Considerations to ensure events and activities have inclusivity embedded throughout the planning process
Representation
Is the planning committee diverse, with representation from a range of protected characteristics and underrepresented groups, including gender balanced?
Does the planning committee include stakeholders from the communities the event is targeted at / is relevant for?
Is the programme of contributors (speakers / facilitators / presenters) representative of a diverse range of protected characteristics and underrepresented groups, including gender balanced?
Timing of the event
Is the timing appropriate for those with caring responsibilities? if not, ensure the event is advertised with enough notice to allow those wanting to attend to arrange cover for caring commitments.
Does the date/timing conflict with religious/cultural celebrations, festivals or rituals? Check out our Cultural Calendar if you're not sure.
Have you considered making the event available online either during or after the event, for those unable to attend?
If the event will run longer an hour, has time been allowed for scheduled breaks?
Choosing a venue
Is there is adequate lighting?
Is it wheelchair accessible?
Is the space large enough to accommodate Covid considerations?
Is there accessible parking available?
Are the lifts and accessible toilets situated close to the event?
Can catering services accommodate for dietary allergies, intolerances and cultural/religious requirements?
Promotion / marketing
Are promotional materials provided in a diversity of formats to ensure accessibility to community members with disabilities?
Is the event being promoted far enough in advance to allow for those with caring responsibilities to make necessary arrangements?
Has a named contact (phone and email) been given for those with accessibility requirements / concerns relating to the event, including dietary requirements?
Do the written promotional materials use high contrast colour (e.g. dark text on a light background) and easy-to-read fonts, such as Arial size 14pt or larger?
The main event
Are materials being provided in advance (hard copy and / or electronic) for those that need them?
Are tables, displays, information and refreshments arranged in an accessible way, easily reached by everyone (including those in wheelchairs)?
Is seating provided close to the speakers for those with hearing and visual impairment?
Are microphones / sound systems in place for speakers?
Are hand-held / roaming microphones available for Q&A sessions? Is there a designated person responsible for this?
Are hearing loops provided for those with hearing impairment?
Is the food clearly and correctly labelled to identify allergies, intolerances and cultural/religious requirements?
If serving alcohol, is there a variety of non-alcoholic drinks available as well?
For online events, is captioning provided?
Is there clear signage for lifts and accessible toilet locations?
Presentations
Have you given your speakers / facilitators / presenters the following inclusivity guidelines?
Speaking
Use inclusive language, avoiding stereotypes, jargon, and acronyms where possible.
Use descriptive language.
Speak slowly and clearly and use a microphone.
Check that attendees can hear you at the back of the room and adjust the microphone as necessary.
Slides
Text on slides should be at least 18pt.
Ensure there is a strong colour contrast between the background and text. Keep in mind some attendees may be red/green colour blind.
Allow enough time for everyone to read the slides. Keep in mind that some attendees may have hidden disabilities or be neurodiverse and need more time.
Text should not overlay an image. If necessary, ensure the colour contrast between the text and image is strong.
Describe images used on slides and / or include a caption that describes the image (at least 18pt).
Videos
All videos should use captioning (at least 18pt).
Video content should be described.
