Event Checklist.pdf

Venue Site Visit

Accessible parking with visible signage near an accessible entrance
Entrance door with a clear opening of at least 32"
Automatic door or pull force of five pounds or less
Accessible public transportation nearby
Disability drop-off area close to the entrance
Accessible entrance with prominent signage
Grassy area for service animals
Registration area with a 36" or lower counter
Elevator access to upper floors
Accessible emergency exits with audible and visible signals
Room signs with raised or Braille characters
Accessible meeting rooms and routes
Comfortable room temperature and adjustable lighting
Wheelchair-accessible stage or elevated speaking area
Movable seating for wheelchairs and assistive equipment
Adequate lighting for low vision or sign language interpretation
Accessible restrooms with clear signage and grab bars

Planning

Involve people with disabilities in planning
Create a site map and signage highlighting accessible facilities
Ask participants about accommodation needs
Provide CART transcription and sign language interpreting
Allocate funding for accommodations
Inform presenters about accessible presentation practices
Consider assistive communication technology and quiet spaces
Provide food options for dietary restrictions and allergies
Assess hotel and guest room accessibility for overnight stays
Provide accessible transportation and caption video content
Schedule breaks and provide space for movement

Promotion

Use inclusive language and promote accessibility features
Provide contact details for accessibility inquiries
Offer promotional materials in plain language and accessible formats
Provide a list of accessible transportation options
Make website and digital materials accessible
Make event schedules available in advance

Day of the Event

Ensure clear pathways and visible presentation areas
Provide accessible seating and sign-in tables
Use nametags and provide adequate seating
Position food and drinks for accessibility
Display site maps and signage for wayfinding
Provide microphones and remind attendees about accessible materials

After the Event

Prepare surveys with accessibility questions
Make event materials and video recordings available online
Offer hard copy materials to attendees without email
Debrief and prioritize improvements for future events