Accessible Events

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1 The Venue

Wherever you plan to hold your meeting, it is important to do a thorough check of the physical site before booking the venue. Visit the site to establish whether access to the venue will meet the access needs of all participants.

1.1 External Ramps

Is there an external ramp leading to the principal entrance?

No more than 1 in 12 for building access, and 1 in 20 for approach pavements.

Step-free entry is now preferable, using a ramp if necessary.

Is there a handrail to both sides of the ramp?

Is the ramped approach clearly signed if it is not readily apparent?

Can the ramp be accessed by an independent Wheelchair User?

1.2 Entrance

Obstructions: Check there are none within the venue.

Make sure that there are no loose objects on the floors and stairs causing an obstruction.

Information Boards: In the entrance

Make sure that these are positioned correctly so as not to cause an obstruction.

Information Boards: In the meeting room

Are the doors open, or easy to open, or automated / power-assisted.

Entrances should have anti-slip flooring.

Remove any loose flooring.

Doors can be held back.

Are the doors wide enough?

1.3 Reception

Is there a lowered section at the reception desk?

Wheelchair Users require a lowered section at the reception desk.

If there is not a lowered section consider a separate table to use as a reception desk.

Administration, signing-In and identity badges.

Ensure that a member of staff is available to help people sign-in or to pin on badges.

Please remember that some people will not be able to sign themselves in.

1.4 Signage

It is important that attendees can locate the Venue.

External signage: visual information / A-boards.

These can be made by you.

Think about sharing resources with other groups, for example A-boards.

Do not obstruct the pavement.

Ensure advertising for the meeting can be logically placed outside the venue.

Clear directions indicating the facilities of a venue are essential.

These signs can be made by you.

Directions must be given verbally to Blind and Visually Impaired People.

Ensure that the room for the meeting is appropriately signed.

These signs can be made by you.

Ensure that the Accessible Toilet is adequately signed.

These signs can be made by you.

Signage locating the Lift

Clear directions are required. Text accompanied by tactile text and the international symbol for Access.

2 Facilities

2.1 Seating

Is there a mix of seating? E.g. chairs with arm rests should be available.

If a person requires a different type of chair, this can be established via the Invitation (it may be as simple as an office chair).

Is there enough room for a Wheelchair User and a Companion to sit together?

Ensure that Wheelchair Users and their companions are seated together.

Is there room for a Guide Dog / Assistance Dog to rest? Ensure that water is available for the dogs.

Make sure that a Blind Person has room for their Guide/ Assistance Dog, for example under a table.

Ensure there are no obstructions, e.g. plants

Make sure that there are clear access routes within the meeting room.

Lighting

Check lighting quality in the meeting room beforehand.

Hearing Loop System

Is it clearly signed?

Ensure that the Hearing Loop System is ON.

If the Hearing Loop System is Infra Red, line of sight, ensure that ‘necklaces’ are available at reception and advise if there are seating areas not covered by the Loop System.

2.2 Accessible Toilets

Is there an accessible toilet(s) i.e. provision of unisex facilities?

There must be an accessible toilet(s). Do not book the Venue if there is not an accessible toilet(s).

Is there sufficient space outside of the toilet for manoeuvre?

Remove obstructions, for example cleaning materials such as mops and buckets.

Are the door widths adequate?

At least 926 mm single-swing door for a unisex WC compartment.

Wheelchair turning space 1500 x 1500 mm. (BS 8300: 2009)

Is there an Assistance Alarm, and is the cord (Red) hanging freely?

If tied-up release.

Check to see if the Visual and Audio alarm are working.

These points can be ascertained when viewing the Venue before booking.

2.3 General Toilets

Are there separate-gender toilet facilities.

This point can be established when contacting the person re booking the Venue.

Ensure that there will be enough toilet rolls and hand towels.

The responsibility for toilet rolls and paper towels can be established when contacting the person re booking the Venue.

Is there a suitable bin for the disposal of Pads and Catheters?

These points can be ascertained when viewing the Venue before booking.

3 Getting There

3.1 Routes

Are there level routes to the principal entrance or to an accessible entrance?

Are the routes sufficiently wide enough for a Wheelchair User?

Are the routes clearly defined?

Way finding includes clear, direct routes and signage.

Way finding may include symbols to help everyone find their way.

Are the routes free from planting and hazards?

Are there dropped kerbs between the parking area and routes to the principal entrance, for example using Tactile Paving?

Tactile paving is to give access to Wheelchair Users, Blind People and Visually Impaired People.

Tactile paving is a detectable warning sign to assist Blind and Visually Impaired pedestrians.

3.2 Transport

Note the meaning of ‘Fully Accessible’: To be accessible to disabled people, including Wheelchair Users.

Is there an accessible public transport system?

Often the staff at the Venue can provide this type of information – check with them.

Identify whether transport is fully accessible.

Is there a dropping off point close-by the venue?

Identify the timetable, e.g. will the public transport arrive and leave at appropriate times for the meeting.

Is the venue located near a bus route?

Research

Is the Bus Stop located on the level i.e. not on a hill or steep incline?

Research

Is there an accessible train service?

Identify whether the train station is accessible, i.e. level access.

A number of Railway Stations located in the High Peak have an Iron Victorian Bridge, which is often not accessible for either the outgoing or return journey.

How far is the railway station from the venue?

Research

Community Transport: Glossop Community Transport can be used to transport a number of disabled people, for example, Wheelchair Users.

This allows Wheelchair Users to travel safely.

Must be booked in advance to ensure availability of Community Bus.

Check how many people the bus can hold.

Community Car Scheme is for people without access to a car.

For people who are unable to use public transport due to accessibility or timetable restrictions.

Must be booked in advance to ensure availability.

Some Volunteer Centres have car transport schemes for people with mobility problems.

Must be booked in advance to ensure availability.

3.3 Parking

Are there accessible designated parking bays?

Signage: Should incorporate International symbol of access.

Are there sufficient accessible designated parking bays?

Consider staff parking areas as an alternative.

Consider sending text and a map with the invitation, of the venue to all attendees, highlighting where the accessible car-parking bays are located.

Is the information clear concerning the availability of free parking for disabled motorists.

Are the accessible designated parking bays close to the Principal entrance?

Are disabled people permitted to drive closer to the venue than other visitors, particularly on a sloping site?

Is the surface material firm, durable and slip-resistant in all weather (such as tarmac)?

Loose stones can be a problem for disabled people with walking aids, Wheelchair Users, Blind People and Visually Impaired People.

Are the routes adequately lit? (Night-time meeting).

Are the wayfaring signs clearly indicated to and from the principal entrance?

4 Information

4.1 Invitations

We suggest that your registration form includes all access needs to help you plan ahead and avoid any omissions.

Are invitations available in different formats on request

Invitations can be via letter, email, or personal phone call if needed. Use both A5 and A4. For people with Learning Difficulties use images.

Ensure all language is clear and accessible as possible.

Does the invitation include:

Map of venue location.

Website links can be included to give information on location and facilities available at the venue if these have been set up

Contact details.

Details of contact for more information if additional support needed.

Clear programme and timetable for the event.

When planning the event, consider whether the start time could be too early for people with carer support and the distance that will have to be travelled to the venue.

Allow sufficient notice of the event to ensure maximum participation.

Statement that Large print / different formats available

Details of how to respond to invitation.

Provide generous space for writing to be put on any response forms.

Information on transport if it is to be provided on request.

Request for any special dietary information if food is to be provided

Return slip for booking should include a space for details of any additional needs to be identified by the delegate e.g. sign language required.

Some delegates will require Personal Assistant support at the event so this should be allowed for in total numbers attending.

Information about the venue

Handheld maps are tactile maps that can be used by both Blind and Visually Impaired People when navigating around the Venue.

4.2 Attendance Details

When final attendance details are sent out to delegates the following information should be included:

Travel Information including public transport.

Parking arrangements for Blue badge holders.

Dropping off points.

Map of venue layout.

Location map.

Final programme for the meeting.

Taxi service.

Consider sending a map/tactile map of the venue or a written guide and information.

Maps can also be sent prior to the meeting for orientation purposes.

4.3 Signs

Signs should form a part of an integrated communication scheme that gives clear directions, information and instruction.

Solutions: If Signage is absent or not clear, temporary signs can be provided for the day. Remember to use plain language, large print, Arial font, black text on a white background, or preferably black text on a yellow background.

For Signage: ensure that you use suitable text style:
Font Type: Bold, Sans Serif e.g. Arial, Helvetica, Verdana.

For example, the size of lettering, symbols and their reading distances.

These can be made by you.

Signs for disabled people should incorporate the international symbol for Access, for instance, accessible entrances and accessible toilets.

Access symbols can be located in the Reference/Documents section or at the back of the Toolkit document.

Visual signs should comprise simple words, clearly separated from one another, in short sentences.

Sentences should begin with an upper case letter and continue with lower case letters.

Make sure that the signs are easily identifiable against their background.

Directional signs should identify and easily distinguish accessible routes, such as escape routes.

4.4 Written Material

It is important to ensure that all information is accessible, for example, Braille, Audio or Large Print, you need to find out peoples’ requirements about their preferred format. Blind and Visually Impaired People have the right to information just like other people.

No single medium can communicate information to all those who may need different formats, thus, thought must be given to a variety/duplication of options; for example, the simultaneous use of audible and visible cues.

Information in different accessible formats must be made available on request, for example, Braille, Large Print, Easy Read, CD-Rom, Electronically (email) and Audio (including Audio description online) are all considered to be alternative formats. Offer the information at least one week before the meeting. It is recommended that as much information as possible be made available in electronic format. This will allow disabled users to adapt the information to a format which is suitable for them to access.

For written material there should be a good contrast between the font colour and background colour. Using cream paper can increase the readability of a printed document for Visually Impaired People. White text on a black background can appear thinner, than the same weight of font in black on a lighter background. White text on a dark blue background is particularly legible for many people.

Provide meeting materials in advance for those who need more time, or quietness, to gain better comprehension.

There may be a need for a Note-taker i.e. for Blind People, or People with Learning Disabilities.

All information must be clear and concise – keep it brief, as too much information can cause people with Learning Difficulties stress and anxiety.

Interpreters are in high demand and require advanced booking. For any event that is longer than an hour you may have to book a minimum of two Interpreters, as they will need to have regular rest periods.

Website – is your website accessible? It has been a legal requirement for UK websites to be accessible since 1999.

If an individual with a disability (e.g. a Visually Impaired Person) cannot access information on your website, it could be discrimination.

For example, colour contrasting and formatting of text will help to make the website accessible to some visually impaired people.

Website images or graphics cannot be seen by Blind and Visually Impaired people.

It is essential that all images are described by the ‘Speaker’ or there is an audio transcription.

If an image is incorporated into a document, it must have a short note describing the image in full.

Website: Usable by people with learning disabilities.

Ensure that the information is clear and precise.

Video

If you are showing a Video, allow yourself one week to get it captioned.

DAISY: is designed for use by Blind and Visually Impaired People, and those with Dyslexia.

DAISY: is designed to be a complete audio substitute for print material.

Screen reader: assisted technology, which, is useful for Blind, Visually Impaired People, and people with Learning difficulties.

Screen reader is software that attempts to identify and interpret what is being displayed on screen. There are two ways that a screen read can provide feedback to the user: Speech and Braille. A screen reader uses Text-To-Speech (TTS) engine to translate on-screen information to speech, which can be heard through earphones or speakers.

Electronic information – using a variety of software to access information.

Sending information: Enlarge Font, and use appropriate Font Type when emailing to Visually Impaired People.

Large Text: Is used by Visually Impaired People.

For Large Print: 14 - 22 Font Size

Font Type: Bold, Sans Serif (such as Arial, Helvetica or Verdana).

Use left alignment.

Confirm numbers using words.

Print off copies.

Printing Paper – uncoated, for example Matt Paper.

Avoid using coloured paper.

Use Black text on cream, white or yellow paper.

Print on one side only.

Layout and structure.

Avoid using long blocks of continuous text – break it up with small paragraphs and headings.

Where appropriate use bullet points and lists instead of large volumes of text.

Use short concise sentences of less than 20 words – more readable. Single sentences improve clarity.

Telephone Services.

Are contact numbers clearly identifiable?

Is there a Textphone?

Easy Read: Is used by people with Learning difficulties/disabilities.

Provides information in a clear and simple format.

Uses plain English.

Use Verdana or Arial font.

Use of pictorial images.

Use your own photos or use packages like Photo Symbols. Do not use Clipart or cartoon drawings.

Braille: A number of Blind and Visually Impaired People will required this format.

Almost all information can be put into Braille.

Consider the time scale to Braille documents.

Approximate cost of Braille?

Braille documents must be sent to the people who require this format before the meeting, preferably two days beforehand.

Handheld maps: can be used by both Blind and Visually Impaired People when navigating around the Venue.

They can also be sent prior to the meeting for orientation purposes.

Accessible images (Printed).

Image description is essential for Blind and Visually Impaired people. An image should be accurately described in a few words.

Are photographs and illustrations suitably sized?

Digital: USB Sticks/ CD Rom would be of benefit to Deaf and Hearing Impaired People, Visually Impaired People, People with Cognitive Impairments and People who have had Strokes and other Brain Injuries. CDs are a useful aid for people with a Learning Disability.

Information can be downloaded onto a USB Stick or a CD Rom. The information can be sent to the disabled person before the meeting to digest.

Electronic Tablets and Pads: Touch screen keyboard; Portability; No mouse; Pens can be used instead of a mouse.

Apple’s iPad screen reader has accessibility features that make it easier to use for people with Arthritis, Blind and Visually Impaired people.

The IPad also has a VoiceOver Screen Reader, which allows simple gestures to physically interact with items on the screen. The VoiceOver also provides information about the device i.e. battery level, network signal level, time of day, whether landscape or portrait, locked or unlocked.

4.5 Safety

Provide essential information regarding health and safety to the attendees at the beginning of the meeting.

It is important to ensure that all participants know how to evacuate safely if an emergency occurs. Discuss evacuation plans and procedures with the facilities manager at the planning stage.

Information.

Must be given audibly, using a Microphone (Spoken).

Please be aware that you must actually say where the Fire Exits are located, for example on the right-hand side of the room/left-hand side of the room.

Means of escape, for example, Fire Exits.

Are these exits accessible to Wheelchair Users?

Describe the direction to Blind and Visually Impaired People, and offer Guides in the event of an alarm.

Where is a place of safety or a Refuge located (if there is one).

Directions to be given audibly.

Does a designated person need to shout 'Fire, Fire'?

Think about a ‘Buddy’ system.

Escape from upper floors.

Is the lift fire protected? If not, how would you evacuate a Wheelchair User?

Obstructions.

Is the route to the Fire Exit(s) clear of obstructions?

Blind and Visually Impaired People.

Don’t forget that Blind and Visually Impaired People will not be able to see a Visual Alarm such as Flashing Lights. Highly reflective floors can confuse appearing wet and slippery for Visually Impaired People.

Deaf and Hard of Hearing People.

Hard of Hearing People will not be able to hear an Audible Alarm. Therefore, both Visual and Audio feedback should be provided to indicate when the alarm has been activated.

5 Communication

5.1 Presentations

Speakers.

Speakers need to talk plainly, avoid the use of jargon, or complex words and acronyms.

Speech-to-Text: Translation of spoken words into text i.e. typing the text to screen. Operators use the QWERTY keyboard.

Expensive to employ. Interpreters are in great demand and short supply. This should be the first service you book to ensure accessibility to your event.

Speech-to Text is cheaper to use than Pallantype. If cost is an issue – think about ensuring that the ‘Speakers’ literature is available before the meeting – ideally downloaded onto a USB Stick or in large print if requested.

Pallantype: Provides Deaf and Hard of Hearing People access to Talks/Speakers.

Highly trained operators use a special, short-hand keyboard designed to let them ‘type’ phonetically. The sounds are then converted back into text by a computer software program.

Power Point.

There must be large print copies of the Presentation available. Easy Read and Braille if required. This need can be established via the Invitation.

Not all people can see or understand a Power Point Presentation i.e. Blind and Visually Impaired People.

Graphics must be tagged (described).

British Sign Language Interpreters: allow communication to take place between Deaf and Hard of Hearing People and hearing people.

Not all meetings will require an Interpreter. The need for an Interpreter can be established via the Invitation.

Are any of your staff trained and/or qualified to provide BSL?

Communicating with people with a learning difficulty: Think about what works for them.

Listen.

Speak clearly.

Help, but do not take over.

Give people time to speak.

Do not patronise.

Positively invite feedback and challenge.

Note-taker: required by people with a Learning Difficulty and Blind People.

Is there an internet connection? Is this WiFi?

5.2 Audio Systems

In public buildings and in buildings where services are provided, people who are Deaf or Hard of Hearing will need an audible communication system.

During meetings background noise is a problem for Deaf People and Hard of Hearing People – reduce or eliminate.

Public Address System: can be used in small venues.

Should be clearly audible and, where practical, supplemented by visual information.

Test before the meeting.

All participants should be given instruction on the use of the microphone so that it works effectively including distance of mouth from microphone and where hand-held microphones are used how to hold the microphone.

Hearing Loop Systems: use of Induction Loop or Infrared.

Must be installed in room(s) where the meeting is to be held.

The system must be linked to the Hearing Loop or Infrared System, so that the same microphones can be used with both systems.

Microphone / Amplifier: Individual (body worn) or hand held microphones can be more effective.

Microphones may be used to feed other sound systems, such as PA Systems.

Induction Loop System: a relatively simple, economical system.

The hearing loop can be restricted to a small area of the meeting room as long as it is properly indicated by a sign so that hearing aid users can sit in the designated area.

Induction Loop systems are used for transmission and reception of communication signals.

The signal is received when the sound signal to a person’s hearing aid is switched to the ‘T’ position.

Induction Loops will only benefit people whose hearing aids have induction pick-up, or who have a listening aid facility.

Ask someone who uses a Hearing Aid to test for volume and interference.

Infrared System: is very beneficial for people who are severely hard of hearing, who require higher levels of sound.

An infrared hearing system is an assistive audio system to aid communication with Hearing Impaired people and is a popular alternative to an Induction Loop System.

The infrared receiver can be coupled to a person’s own hearing aid by means of a small induction loop worn around the neck.

Roving Microphone: essential for Deaf and Hard of Hearing People.

A Roving Microphone - is a small microphone, with or without a wire, which can be moved easily around an audience for questions and answer sessions. It is essential for meetings.

It is often better for the roving microphone assistant to hold the microphone for the participant in the correct position whilst they speak, perhaps using a short microphone extension stand if it is difficult to reach the participant.

5.3 Publicity

Reporters.

.Book Reporters.

6 Event Extras

6.1 Refreshments

Refreshment areas should be located on level access.

It is important to maintain scheduled meal times. This helps people who are diabetic, and those with chronic pain and fatigue.

The menu needs to be explained before the meeting.

Ensure that there is/are a clear route for a Wheelchair User to manoeuvre.

Are there any obstructions, for example, plants? If, there are, remove the obstruction.

Buffet meals can create problems for some disabled people, as they will not be able to carry their own tray.

Think about arranging table service to avoid frustration and exclusion, or have staff available/willing to help with food/refreshments.

Ensure that food is labelled, and there is somebody available to let visually impaired people know what is available, and to help with serving.

Make sure that there is a variety of furniture: Disabled people require a mix of seating and tables.

Consider: is there enough room for a Wheelchair User and a Companion to sit together?

A number of high-backed chairs with arm rests.

Some tables should be provided with a clear height (750mm) to accommodate Wheelchair Users.

Ensure the following are available: Jugs of water throughout the meeting; Cup-holders for hot drinks; Bendable straws.

Check if these items are available when viewing the premises beforehand.

Some medication makes people thirsty.

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