Below are tips to assist you with hosting a successful accessible event. 

1. Planning the event

Plan your event with accessibility in mind:

• Register attendees’ access needs.
• Consider options like NZSL interpretation.
• Book interpreters early.
• Factor in Health and Safety measures for managing mobility issues.
• Provide volunteers or staff as support or sighted guides if possible.
• Schedule the event considering public transport availability.
• Allow ample transition time between sessions.

2. Publicity

Ensure your event is easy to find and understand:

• Include key details: date, time, venue, purpose.
• Host event page on your main website if possible.
• Ensure third-party apps are WCAG 2.2 Level AA compliant.
• Provide alternate contact methods (phone, email, SMS).
• Include nearest public transport and timetable link.
• Use simple, concise language for promotion.

3. Registration

Make the registration process smooth and inclusive:

• Warmly welcome guests.
• Explain name badge or welcome pack to visually impaired attendees.
• Speak directly to attendees, not their support person.
• Ask about specific needs (service animals, format preferences, interpreters, seating requirements).
• Check that online registration can be accessed by assistive technology users.
• Ensure in-person registration is accessible. Eg table height works for people in wheelchairs.

4. The Venue

Ensure the venue is accessible:

• Access: Clear entrances, pathways, and common areas. Adequate space for wheelchairs and pushchairs.
• Facilities: Ensure there are accessible information desks, food counters, and performance spaces, slip-resistant surfaces, unobstructed ramps, and entrances.
• Signage: Label accessible toilets, entrances and exits.
• Emergency Procedures: Clearly describe procedures and ensure venue attendants are available for assistance.
• Amenities: List accessible local amenities and medical resources.
• Tech Support: Ensure there are sufficient charging points for assistive technology and Wi-Fi.
• Comfort: Consider a quiet zone for attendees who may need it during the event.

5. Seating and Support

• Arrange seating for tactile interpreting, such as sign language interpreters so they are sitting across from the person they are signing to.
• Accommodate specific seating needs for disabled persons for optimal sight or hearing. Eg front row or close to the speaker.
• Provide extra space for wheelchair users.
• Provide tables for assistive technology, if requested.
• Offer a variety of seating options, including chairs with and without arms.
• Check if attendees need assistance with coffee, power outlets, meeting friends, etc.
• Offer to orientate the attendee to the room.

6. Service Animals

• Identify toileting/exercise areas when booking a venue.
• Remind staff not to disturb service animals while they’re working.
• Ask the handler if they’d like their animal exercised.
• Inform the venue that service animals may be present.

7. Ticketing

• Offer a physical ticket option for those who cannot access a device or need a paper ticket.
• Provide free entry for support people.

8. Presentations

• Create your presentation using a simple template with clear formatting and uncluttered design.
• Use a sans serif font (eg Arial) in minimum 24-point font.
• Limit the number of bullet points and total quantity of text per slide. We recommend 5 words per bullet and no more than 5 to 7 bullets per slide.
• Verbally describe images in your slides and use signposts to signal to the audience where you are at in the presentation, and when you are moving to the next slide.  
• Pause occasionally for interpreters to catch up.
• Use a microphone where possible, especially in larger rooms.
• Provide advance copies of presentations to interpreters or those who may need to prepare in braille, large-print, etc.

9. Q&A Sessions

• Use an MC to ensure event all attendees can participate in Q & A and other interactive sessions at your events.
• When responding to a question from a Deaf person, look at the person and speak directly to them.
• Use mic runners to ensure questions can be heard by those using hearing loops or online.

10. Alternative Formats

• Consider an easy read version of presentations.
• Provide alternate formats for event material.
• Ensure brochures, schedules, menus, and maps use at least 12-point font and 16-point font for vision impaired attendees. You may also want to consider APHont (a font developed specifically for low-vision readers).
• Consider providing Braille versions of key information, particularly Health and Safety.
• Consider live audio description and/or touch tours.
• Include descriptions of accessible features and facilities in your advertising, website content, and on-site materials. Be transparent about areas where improvements are ongoing.

11. Online or Hybrid Event Accessibility

Pre-Event Checks

• Ensure that the audio-visual equipment is working properly before the event starts.

Moderation

• Assign a moderator to handle questions via the chat function.
• Provide an alternate contact for the moderator, as the chat function may not be available or accessible for all attendees.

Engagement

• Make a conscious effort to keep online attendees engaged throughout the event.

Communication Protocol

• Establish a clear protocol for the use of chat and microphones. This will help maintain order and ensure everyone’s voice is heard.