Creating Accessible Events

A person with light brown skin, wearing a black mask and blue denim shirt, looking at the camera.

Background

At Homo Phono, we envision a world where disabilities are seen as the norm and universal design is applied to all areas of society. We believe in making our events broadly accessible, and we're always learning and growing with that belief in mind. The following are some things to consider and address when creating events. It's not an exhaustive list; please get in touch if you have suggestions to offer!

Disability Justice

The following content has been borrowed from the disability justice group, Sins Invalid. We’re grateful for their experience, wisdom, and guidance.

INTERSECTIONALITY “We do not live single-issue lives” –Audre Lorde. Ableism, coupled with white supremacy, supported by capitalism, underscored by heteropatriarchy, has rendered the vast majority of the world “invalid.”

LEADERSHIP OF THOSE MOST IMPACTED “We are led by those who most know these systems.” –Aurora Levins Morales

ANTI-CAPITALIST POLITIC In an economy that sees land and humans as components of profit, we are anti-capitalist by the nature of having non-conforming body/minds.

COMMITMENT TO CROSS-MOVEMENT ORGANIZING Shifting how social justice movements understand disability and contextualize ableism, disability justice lends itself to politics of alliance.

RECOGNIZING WHOLENESS People have inherent worth outside of commodity relations and capitalist notions of productivity. Each person is full of history and life experience.

SUSTAINABILITY We pace ourselves, individually and collectively, to be sustained long term. Our embodied experiences guide us toward ongoing justice and liberation.

COMMITMENT TO CROSS-DISABILITY SOLIDARITY We honour the insights and participation of all of our community members, knowing that isolation undermines collective liberation.

INTERDEPENDENCE We meet each other’s needs as we build toward liberation, knowing that state solutions inevitably extend into further control over lives.

COLLECTIVE ACCESS As brown, black and queer-bodied disabled people, we bring flexibility and creative nuance that go beyond able-bodied/minded normativity, to be in community with each other.

COLLECTIVE LIBERATION No body or mind can be left behind – only moving together can we accomplish the revolution we require.

Find the original document by following this link: Link to Sins Invalid Website

Checklists and Guides

Guidance for using these tools:

This checklist isn’t the final word on event accessibility and will need updating over time and in different contexts.
Organizers can use this checklist to understand accessibility better.
Some elements won't apply to every event or gathering.
Communicating barriers and accessibility features is a requirement for creating inclusive events.
Communicating in advance with potential attendees about what to expect is the key to creating inclusive and accessible events.

Event Accessibility Checklist & Guiding Questions

Communications

Offering as much advance notice as possible is ideal to allow for planning transit, childcare, energy, and financial considerations.
Are there multiple ways that potential attendees can learn about your event? Social media, website, posters, newsletter, etc.
Can people contact organizers through email as well as social media?
Have you included all accessibility information in the promotional materials or an indicator where people can find that information?
Is the publicly available information about your event offered in plain language without a lot of jargon and specialized vocabulary?

Transportation

Are bus tickets available for free?
Is there accessible parking?
Where are the curb cuts?

Washrooms

Is the washroom located on the same floor as your event?
Do washroom doors have an automatic open button?
Is there a large stall with handrails?
Is there a gender-inclusive washroom?
How wide is the door entrance?
Do washrooms have diaper-changing tables?

Translation & Language

ASL (option: upon request – this requires you to give participants a deadline by which to request this, and that you secure funding and interpreters well in advance)
French/other languages (options: whisper, upon request)
For low-hearing or Deaf attendees, the practice is typed transcripts projected, which requires a typist, projection set-up, and a screen.

Childcare

Childminder (volunteer/paid?) – discuss with the childminder what their needs are (e.g., knowing the ages and/or number of children that plan to attend).
Consider using a separate room for childcare, if possible.
If using the same room for childcare, develop a plan with your childminder in advance
Supplies (crafts, crayons, paper, toys)
Activities (games, art projects, etc.)

Physical Access & Orientation

Is your gathering on the main floor? If not, is there an elevator?
If no elevator, is there a safe ramp? Number of steps? Railing?
Doorway widths for entrance? Hall and the space between aisle widths.
Do doorways have automatic open buttons?
Are there support people to help orient attendees to the space? Are support people easily recognized, and has this information been communicated in advance?

Room/Space

Is low or no scent required?
Are the lights bright enough to move safely through the space? What kind of lights are being used?
Inform attendees if there will be fluorescent, flashing, and/or moving lights.
Is there seating for various body types and mobilities (chairs without arms? Mats for people who are uncomfortable seated?)
Ensure space in your seating plan for wheelchairs or other mobility devices
Are all chairs adhered to the floor? Is there room for a wheelchair to maneuver inside the room?
Is there a quiet space available if people need a sensory reset?

Remote Access/Video-recording

Will the event offer remote access or recording? Plan for if participants don’t want to be streamed or recorded.
Video/audio recording person and required equipment.
Possibility for closed captioning?

COVID and Other Airborne Illnesses

Is it possible to meet outdoors?
Are rapid tests available to participants?
Is remote attendance made possible and appealing?
Is there a separate room or space for eating/drinking?
What kind of masks are available for free and expected to be worn?
In which spaces are masks expected to be worn?
Are there HEPA or Corsi-Rosenthal filters running? Number and placement.
Will windows be open, and is good air circulation possible?
Will a good-quality CO2 monitor be used, and do organizers understand how high CO2 levels impact air quality?
For outdoor events, will the expectation of masking be communicated in advance and through signage?

Food and Beverages

Will there be food and drinks available at your event? If so, is there a cost?
Will alcohol be served?
Is there an accessible water fountain?
Do you need attendees to bring water bottles and other items?

This checklist was modified from the original created by the Punch Up Collective:

Accessibility Checklist - Punch up collective. (2023, November 13). Punch up Collective. Click this link to reach the original document

Creating Accessible Social Media Content

Ensuring accessibility in social media is essential for creating an inclusive digital space where everyone can engage with content. By adopting these social media accessibility best practices, event organizers can improve engagement while reducing barriers.

Add Alt Text to Images

Providing alt text for social media ensures that visually impaired users can understand images through screen readers. Describe the image clearly and concisely, conveying its key message.

Make Your Text Accessible

Use high colour contrast to improve readability, avoid all caps, and break up large blocks of text for easier comprehension. Additionally, structure hashtags in CamelCase (e.g., #CeasefireNow) to help screen readers interpret them correctly.

Be Mindful of Emojis

Excessive emoji use can disrupt screen readers, as each emoji is read aloud individually. Place them at the end of sentences instead of within the text to maintain content clarity.

Provide Captions and Transcripts for Videos

Captions ensure that individuals who are deaf or hard of hearing can understand video content. Transcripts offer an alternative way to access information, making videos more accessible across different platforms.

Use Accessible Fonts and Formatting

Avoid decorative or script fonts that may be difficult to read. Stick to clear, sans-serif fonts and ensure proper spacing between lines and letters to improve readability.

Ensure Clickable Links Are Descriptive

Instead of using vague phrases like “Click here,” write descriptive links (e.g., “Download the social media accessibility checklist”) so users know what to expect before clicking.

Test Content with Accessibility Tools

Use tools like screen readers, colour contrast checkers, and caption generators to test the accessibility of your social media posts before publishing.