What will make your event accessible, and who is it accessible to? So many things determine who shows up for an event, and who isn’t able to, including free time, money, childcare, transportation, availability of interpreters, wheelchair access, use of fragrances, food options, and more.
This guide is intended to help organizers think through ways to include a spectrum of people (with and without disabilities) in your public event. Please note, these suggestions are not comprehensive! Each guideline will hopefully prompt folks to think through the multitudes of access barriers in the world and how we can best disrupt them to create “liberated zones” — areas where we aren’t constantly suffering from disability oppression.
General Guidance Regarding Access
Access for all community members takes time as well as commitment.
If we want our gathering to be more accessible to more people, then think ahead! The longer in advance we consider these issues, the more likely we can address them. Remember that improving access is always a work in progress and we all have to start where we are! So wherever we are at is a great place to start – we hope organizers will incorporate what they can from these suggestions, and then next time incorporate a little more. This is how we grow together.
We live in a capitalist, ableist world.
That means that, unfortunately, there is often a price tag that goes along with access. Individuals with disabilities should not be responsible for this cost. If you’re an organization with a budget, pay attention to what gets prioritized. Know that some access needs can be expensive so create a plan to ask for financial support if needed, and find creative ways to make things work.
It’s important to be non-defensive when receiving feedback.
We often reinforce and replicate ableism even when we are trying hard not to. Apologize, and work on finding solutions. Defensiveness creates unnecessary barriers. Sometimes people leave movements or communities, or stop attending events when they’re met with defensiveness, so please be receptive to feedback and give thanks for the gift that it is.
Include access information on promotional material.
Access information is as important as information about the cost of tickets. Our promotional material should state what access needs have been addressed (i.e. ASL interpretation, wheelchair access, etc) and ask people to write or call to inquire about specific accessibility concerns. Asking people what they need to participate is a great place to start!
Everyone has access needs, and they can be talked about without shame.
It’s okay, for instance, to verbalize a need to have a running heater, or a meeting location close to public transit. Practicing speaking up about our own access needs increases the likelihood that our needs will be met.
Access support can be shared.
Although some access needs, such as ASL interpretation, may require someone skilled in a particular field, other forms of access support can be done collectively. This can look like tag-teaming note-taking or taking turns preparing plates of food. Think about our own needs while also thinking of how we can help others with theirs.
Designate an Access Committee.
Also designate at least one or two Access Coordinators to address needs at the event. The larger the group of attendees, the more important this becomes, because it gets harder to meet everyone’s needs as they emerge. Have designated volunteers who can trouble-shoot and find creative ways to respond to challenges that arise.
Try to avoid isolating disabled people from our friends and communities.
If there is an accessible seating section, assume that not only people with disabilities will want to sit there, but our friends will as well. If there is a shuttle or van to help disabled people get from one place to another, assume that we will likely be in a group, and it’s possible there will be more than one wheelchair-user in the group. Try not to let an access plan rely on the assumption that only one person will need an accommodation. If there is limited space, perhaps ask people to identify their party size ahead of time.
Have disabled people on the organizing team.
This makes accessibility a more organic process, identifying potential pitfalls early on, and shifting the idea that disabled people are only recipients of accommodation. Disabled people can create accessibility for each other.
Reflect on our own access needs.
Even if we have never thought of ourselves as disabled, we can think about our own access needs and how they impact our experience of events. We can use our experiential knowledge as useful clues of what might be supportive for others.
Hold compassion for ourselves and everyone else in the process.
Sometimes, even with the best planning, some access needs go unmet. A little humility goes a long way in addressing the frustration that ableism creates.
Specific Access Items to Consider
Outreach
How are people going to learn about our events or gatherings? Some people respond best to visuals, some to text, some to audio, some to face-to-face interactions. Email and Facebook are useful, but perhaps we can incorporate phone trees, texting, and face-to-face invites. Organizers should plan to include an entire section in their outreach materials about access, and invite people to correspond with them with any additional questions.
Written materials
For visual accessibility, use plain sans serif fonts (like Arial or Helvetica), at least 14 point font, black ink on matte off-white paper. There are also fonts that are specifically easier for dyslexic and neurodiverse people to read, including OpenDyslexic and Comic Sans. Create large-font (16 point or larger) and Braille versions of programs or handouts that can be available upon request. For colored text, make sure the text and background have high value contrast, instead of using bright colors of equal intensity (to check the contrast, try changing it to grayscale and see if you can still read it). Be aware that text reader software is unable to read some PDFs, so make text-only versions of materials available online as well.
Image descriptions
Text reader software is unable to read images, so make sure to create image descriptions for all photos, drawings, or graphics in online communication. These can be included with other text, inside of brackets with the label [Image Description]. Many platforms have the option of “Alt Text,” which are short descriptions that text readers pick up on. If you are doing a Power Point or other type of presentation with visuals, describe all images verbally for participants. Image descriptions can include composition, style, colors, number and appearance of people, clothing styles, emotions, surroundings, and placement and transcription of text.
Audio Description
Audio describers narrate what is happening in a performance or film or work of art, for folks who are Blind or visually impaired. There are trained audio describers who can be hired to do description for events. If a trained audio describer is not available, find someone to describe the action without commentary, in order to provide informal description.
ASL and CART
Building relationships with Deaf community takes time and intention. Arrange for ASL interpretation and/or CART (live captioning), and include that information in all promotional materials. It’s great to have both; while ASL can convey more nuance and feeling, CART captures what is said in text and can be useful for people who process information best in writing, or for D/deaf people who don’t know sign language or have been systematically denied access to knowledge of their own language. Get recommendations to make sure the interpreters/captioners are trusted by the community, and provide interpreters/captioners with as much text ahead of time as possible, including spellings of names. ASL and CART are skills that require a good deal of training, so build it into the budget as an expected expense.
Microphones
If there will be more than 15 people in a room, plan to have a microphone and PA (public address) system so that people who are hard of hearing are able to follow what’s happening. We know microphones can be intimidating to speak into, but they are very helpful. Remind people to wait to speak until the microphone is in front of them, and speak directly into it.
Bathrooms
Folks will need to use the restroom during your event. Trans and nonbinary people are often harassed or put in danger when they go into bathrooms. Folks with mobility impairments often cannot access bathrooms due to architecture. People with chemical injuries can become ill from scented soaps and cleaning products common in bathrooms. If possible, go to the site of the event, see the bathroom and speak with the management. Is there a toilet in a bigger stall that is lowered and/or with a grab bar for folks with mobility impairments? If not, see if there is a shop nearby with an accessible bathroom that will let people use it, and/or let folks know in advance of the event so they know to use the bathroom at home. Also understand that for some people, lack of accessible bathrooms will mean they cannot attend the event. Is there a gender neutral bathroom? If not, hang a sign on at least one bathroom that says “Gender Neutral” or “All Gender Bathroom.” Does the site use unscented soaps and cleaning products? If not, bring scent-free soaps to the event (Dr. Bronners is great), and offer to provide the venue with unscented cleaning products for them to use, preferably starting a week before the event.
Scents and chemicals
We can make events safer for people with environmental illness and chemical injury by asking people to come to the event scent-free. This means avoiding all scented products, including commercial detergents, shampoo, soap, perfume, deodorants, lotions, fabric softeners, etc., before the event. Check out the space ahead of time to make sure it is free of air fresheners, scented soaps, and other scented products.
Knowing that it is very difficult to assure a 100% scent-free environment, it can be helpful to create a scent-free area with hepa filters and fans helping to clear the area of scents, and then don’t let people sit there if they are not scent-free. There are a number of online guides to help people become scent-free. Know that it is a process that takes some work before-hand, and offer as much education as possible. We like this resource because it is fairly simple and clear with lots of options of scent-free products: http://bit.ly/being-fragrance-free. Leah Lakshmi Piepzna-Samarasinha also has a great piece called “Fragrance Free Femme of Color Genius” that is searchable on-line.
Wheelchair and other mobility-related access
We’ve all seen the little blue wheelchair symbol, but that doesn’t help to break down mobility needs. Good things to consider include: Is there a working elevator? Make sure you know where it is and can direct people to it. Are there steps or a steep slope in the building so that access may be limited? Is there carpet? (Carpet can be difficult for wheelchairs.) How far is Point A from Point B? Tell people how many steps there are, whether they are steep, whether there’s a railing. If there are doors to open and close to enter the site, are they heavy? If there is a bell or buzzer, who will or won’t be able to reach it? It can also be helpful to let people know about the terrain near the event. Is it at the very top of a very steep hill? Is there cobblestone or boardwalk? Is there a particularly pronounced crack in the sidewalk that people are likely to trip over? It is better to be honest and let people decide not to come, than to have people show up and then leave because it’s not accessible.
Seating
Are there enough chairs for people? Are there wide, sturdy chairs without arms for fat people? What about chairs with arms for people who need that support to stand up? Are there spaces for people in scooters or wheelchairs to sit? Will these spaces allow chair users to sit with their friends and attendants? Is it possible for people to sit or lie on the floor if needed?
Food options
If food is part of the gathering, it’s great to have multiple options – vegetarian, vegan, high protein (including meat), gluten-free, sugar-free, etc. Invite people to share their food allergies or dietary restrictions. Post ingredients somewhere visible and read them out loud before people start serving. If possible, let people know in advance if there will/will not be food for the group so people can plan accordingly.
Directions, Transportation, and Parking
How will people get there? If there’s a rideshare list, make sure there’s a space for access needs to be communicated. Is there public transportation? Share the specific bus or train lines and arrival times. Is the event during paratransit hours, and is there enough notice for people to be able to arrange for paratransit or other rides? Include the address of the event and clear directions in your outreach materials, including parking instructions, and put up clear signage at the event directing people to the most accessible parking spaces, pathways, entrances, etc.
Lighting
Fluorescent lighting can cause headaches, trigger seizures, and make spaces inaccessible for people with sensory or neurological disabilities. Consider bringing lamps to the space in order to create more accessible lighting. Remember also that ash photography and strobe lights can trigger seizures. Tell people ahead of time if there will be any flashing lights in a film or performance, and give clear instructions to photographers that they not use a flash.
Quiet Space
It is helpful to have a low-stimulation space where people can go if they need to get away from the action. Designate a space where people can take a break if they are getting overstimulated or tired, and let people know how and when they can access it.
Video Conferencing or Livestreaming
Sometimes even with all your efforts to make a space accessible, there will be people who are not able to make it to the event in person. Make an effort to include people either by using video conferencing (Zoom is our current favorite), or livestreaming (Facebook Live is free). You can also hire people to do captioning for livestreams. Be sure to include a link for those who need it!
Schedules and Time Management
Be aware of time. It’s important that people know the schedule and that you try your best to stick to it (with flexibility). Attention and information processing needs, pre- scheduled transportation, attendant care, childcare and more can impact people’s ability to stay for the event. We can never assume people can stay an hour later if we’re running late! If there has to be a schedule change, let people know and be as clear about it as possible.
Language
Everyone communicates in the way most familiar to them. When inviting people to the gathering or having a discussion, think about who will understand what’s being said. Are the words being used familiar to most people in attendance? Explain your terms. Check in with folks, ideally in advance – are interpreters (e.g. ASL, Spanish, Tagalog, etc) needed for the event for community members who prefer to participate in a language other than the one(s) being used at the event?
Names, Pronouns & Access Check-ins
If it’s a small enough group to do a full go-around, ask people to share their names, pronouns (if they wish), and access needs. (If people don’t have specific needs they want to share, invite them to say “my access needs are currently being met”). If it’s a large group, ask people to share their names when they speak. Offer name tags and invite people to write their pronouns along with their names. We can’t assume what pronouns people use (he/him, she/her, they/them, or other non-binary pronouns) just by looking. Likewise, we cannot assume that people are able-bodied just because they look that way to us. Offer opportunities for people to identify their access needs and don’t expect people to disclose their disabilities or diagnoses to you.
Transparency
Be upfront about remaining known barriers and stay in conversation about access as you learn more information.
As you can see, this is an ever-evolving process, and we learn and get better as we go. Mistakes are opportunities for growth! Now is the time to start expanding. Good luck, and we welcome reflection.