Event Accessibility Planning and Set-up Checklist Get the Printable PDF Planning, Pre-Registration, and Preparation Select an accessible venue and lodging (confirm with on-site visit). Offer a virtual option whenever possible. Appoint an Accessibility Coordinator (or team for larger events). Include an accommodations request form in registration. Arrange accommodations as needed: ASL interpreter team (2+ for events longer than an hour). Assistive Listening System (integrated with sound). Captioned videos and slides (good contrast, legible fonts). Live (real-time) captioning. Accessible transportation (golf cart or van with ramp/lift & tie-downs). Universal menu (gluten-free, high-protein/low-carb options). Large-print and/or Braille materials; send digital files in advance. Route accommodation requests to the Accessibility Coordinator for follow-up. Recruit and train volunteers. Share travel, parking, wheelchair/scooter rental info in advance. Communicate restrictions early (fragrance-free, peanut-free, no strobe lights). Provide maps showing accessible parking, entrances, and restrooms. Facility Physical Layout Incorporate ramp to platform in podium design (primary access). Provide and mark at least one gender-neutral, accessible single/family restroom. Set up aisles (36" minimum), wheelchair spaces, companion seating, and tables with 27" clearance. Designate a quiet room with low lighting and comfortable seating. Accessible Parking, Mobility, and Registration Ensure sufficient accessible parking near entrances. Post signs to accessible entrances at parking and unloading areas. Station greeters at entrances to welcome and guide attendees. Staff an Accessibility & Accommodations table at registration. Post shuttle schedule; mark pick-up locations; provide seating at stops. Share contact phone number for shuttle/assistance. Post signs along accessible routes between meeting spaces. During opening, provide verbal and visual orientation to accessible features. PA System, Communication, Print, and Vision Support Announce location of assisted listening devices; check and stock extra batteries. Provide roving microphones; remind participants to use microphones. Orient ASL interpreters to schedule, space, and participants using the service. Provide transcripts, names, agendas, liturgies, etc. to captioners and interpreters. Project and read aloud all motions, amendments, and announcements. Provide audio description for visual content, skits, and projected text. Dietary Needs Provide gluten-free communion bread (or announce its location). Post ingredient information at meals to ensure dietary needs are met. Offer assistance for people who cannot stand in line or serve themselves. Checklist revised 07/27/24. Permission granted to copy and adapt form. Get the Printable PDF
