This session will cover ways that you can make your group accessible to all and how you can support and empower members from diverse backgrounds to get involved with your activities. (Presidents, Wellbeing Secretaries, Inclusivity Roles)
Key Points
Understanding Disability
- Disabilities come in many forms: mobility impairments, visual impairments, hearing impairments, cognitive disabilities, neurodivergent conditions, mental health conditions.
- Each individual has unique needs even with the same disability.
- Focus on best practices and adjust based on individual requests.
Why Plan for Accessibility?
- Accessibility benefits everyone, not just those with disabilities.
- Ensures more people can participate.
- Reduces the burden on individuals to request accommodations.
Disability Etiquette
- Listen and follow individual preferences on how they wish to be addressed.
- Focus on the person, not their disability.
- Do not assume assistance is needed.
- Speak directly to the person, not their companion.
- Be mindful of physical contact and space.
- Do not make decisions on behalf of the person.
- Place yourself at eye level with wheelchair users for extended conversations.
- Words such as "disabled" are not negative and should not be avoided.
Planning for Accessibility
Pre-Event Planning
Publicity and Communication
- Make designs accessible: use contrasting colors, large sans-serif fonts, avoid pure white/black text, use symbols, and basic language.
- Provide alternate formats: alt-text on social media, offer event info in Word documents.
Event Location
- Choose accessible locations: consider room size, location, amenities, lifts, wheelchair accessibility, and emergency exits.
Event Content
- Consider audio/visual elements, food/beverages, travel distances, event duration, and break spaces.
- Plan for necessary accommodations to enhance accessibility.
Event Registration
- Ensure forms are accessible and include a section for accommodation requests.
- Do not inquire about disabilities, only accommodations needed.
Virtual Events
- Include accessibility statements in invites.
- Allow call-in options or in-person attendance if needed.
- Enable all access technologies (e.g., live captions).
- Test mics and cameras, and provide accessible presentations beforehand.
During the Event
- Follow promised accommodations and inform staff.
- Have an accessibility coordinator present.
- Make sure attendees know who to contact for accessibility issues.
Post-Event
- Collect feedback on accessibility through surveys or direct contact with the accessibility coordinator.
Event Checklist
- Designate an accessibility coordinator.
- Choose accessible event locations.
- Ensure room setup accommodates accessibility.
- Include access statements in announcements.
- Consider attendee allergies.
- Provide accommodation request options in registration.
- Make communication accessible.
- Proactively offer common accommodations.
- Provide materials in alternative formats.
- Ensure virtual event features are accessible.
- Meet dietary needs.
- Provide communication guidelines to presenters.
- Reserve funds for accommodations.
- Include accessibility questions in post-event surveys.
- Offer multiple registration methods.
Useful Websites
Colourblind distinctiveness test
WCAG guidelines on web accessibility