Planning barrier-free events Accessibility checklist

Accessibility considerations are a part of the event planning process just as budgets, scheduling and security requirements are. All events at the University of Ottawa events must be accessible to individuals with physical, sensory, cognitive or mental disabilities.

Accessibility must be taken into consideration from the beginning of the event planning process.

Know your participants, give them the information they need and make your event barrier-free

Planning

• Identify any accessibility requirements of participants
• Allocate a portion of the budget to accessibility to ensure all those who wish to participate can do so
• Provide training to staff and volunteers on accessibility and adaptive measures so they can assist participants and provide information, as needed

Communication and content

• Become familiar with how to create accessible documents (Word, Excel, PowerPoint, etc.)
• Create clear and easy-to-read materials and information for all media (e.g., website, social media, email, paper documents, ads, signage)
• Ensure material presented at conferences is available in an accessible format
• Ask for feedback on accessibility on the participant evaluation form

Location and site set-up

• Consider how participants will get to the event and the various activities
• Assess site accessibility, inside and out (getting to site, access to building and rooms, parking, sidewalks, hallways, elevators, meeting rooms, washrooms, eating areas and security measures)
• Check whether hotels and routes to the site are accessible
• Visit the site the day before the event to confirm whether any accessibility elements have changed

Participants

• Ask participants to identify any accommodation needs they have
• Take dietary needs into consideration (e.g., allergies, special diets)
• Provide access to food
• Consider all potential accommodation needs and create a list of resources (e.g., attendant, wheelchair, interpreter, braille equipment)

Registration

Ensure staff, volunteers and speakers are aware of any adaptive measures and accommodations in place

Customer satisfaction

Forward any complaints related to accessibility to the Human Rights Office and the faculty or service involved

Resources:

• Access Service
  Request services related to a disability or accessibility needs
• Human Right’s Office
  1. File a complaint
  2. Get information on accessibility and inclusion
  3. Get training on creating accessible documents and Web content
• Facilities

Get a list of accessible indoor and outdoor venues on campus

Sample messages

If you have any accessibility needs related to this event, please contact Marie-Claude Gagnon or 613-562-5800 (extension 7452) no later than MONTH DAY, 2015.

If you require any adaptive measures in order to attend this event, please send an email to Marie-Claude Gagnon so that we can make the necessary arrangements.