Event Accessibility A to Z Road Map
A. Establish a policy that all events will be accessible. Include disabled persons and marginalized groups in planning to ensure diversity, equity, inclusion, and belonging.
B. Consider and communicate the theology of inclusion. Work to avoid ableism (see Anti-ableist Liturgies).
C. Designate an Accessibility Coordinator (see job description).
D. Develop or adapt an accessibility checklist to use throughout event planning (see Event Accessibility Planning and Set-up Checklist).
E. Select a site with accessible meeting spaces and lodging. Complete an on-site review before contracting.
F. Publicize the event via accessible media and an accessible website.
G. Provide accessibility information in the registration packet.
Ask about accommodation needs.
Ask how participants can assist with inclusion.
H. Communicate with participants who request accommodations to clarify what works best.
I. Request that all participants avoid fragrances/scented products. Work with the venue on environmental accessibility. Ban strobe lighting and flash photography.
J. Locate sources and funding for interpreters, assisted listening systems, captioners, Braille transcription, accessible transportation, and rental mobility devices.
K. Ensure caterers can meet dietary needs and communicate ingredients (gluten, dairy, etc.).
L. Develop emergency procedures based on local risk factors and participant needs.
M. Plan inclusive activities accessible in multiple ways. Use universal design for learning. Ensure field trips are accessible and provide accessible transportation.
N. Communicate with presenters and worship leaders on accessibility. Train event staff on accommodations (see Event Accessibility Guide for Speakers and Leaders).
O. Review materials for non-ableist, inclusive language before publishing (see Anti-ableist Liturgies).
P. Provide schedule, handouts, and program information in advance in requested formats (electronic, large print, Braille).
Q. Recruit and train volunteers to:
Greet and orient attendees
Provide audio description of visuals
Carry trays, take notes, operate lifts, etc.
R. Set up spaces for full accessibility. Remove temporary barriers where needed.
S. Designate a sensory-friendly room (noise-free, fragrance-free, low lighting). Provide fidgets, coloring sheets, and manipulatives (sanitize after use). See Creating Safe Sensory Spaces.
T. Post clear signage (parking, accessible entrances, shuttles, restrooms, meeting/dining rooms, exhibits).
U. Welcome participants at entrances. Orient them to the space and event, including areas for service animals. Welcome ASL interpreters and accommodation providers.
V. At the opening session, announce general accommodations, accessibility plans, and contact info for further needs.
W. Implement person-specific accommodations as requested.
X. Monitor effectiveness. Check in with participants. Adjust as needed.
Y. Evaluate accessibility via feedback, surveys, and coordinator reports.
Z. Compile recommendations for the next event while fresh.
Resources
This roadmap is supported by guides and checklists from: