Accessibility is not one checklist: Ask participants and facilitators what they need. Avoid assuming that one person can speak for everyone with a similar identity, diagnosis, or disability.
Communication before the event
- Describe the event purpose, format, schedule, location, cost, and intended audience clearly.
- Provide a named contact for accommodation and access questions.
- Ask about access needs in a respectful, optional way.
- Share what participants can expect, including noise, lighting, movement, group work, food, and breaks.
- Use readable digital materials and plain language whenever possible.
Physical access and arrival
- Confirm accessible parking, entrances, routes, restrooms, seating, and evacuation procedures.
- Use clear signs and provide arrival instructions before the event.
- Keep pathways wide and free of bags, cords, and furniture barriers.
- Offer seating choices and space for mobility devices, support people, and service animals.
- Identify a quieter arrival or waiting option when possible.
Sensory and participation choices
- Reduce unnecessary background music, flashing visuals, strong scents, and harsh lighting.
- Provide a lower-stimulation area or a clear way to step out and return.
- Allow different ways to participate, communicate, move, and take breaks.
- Make sensory tools or protective headphones welcome rather than stigmatized.
- Avoid requiring eye contact, public speaking, physical touch, or immediate verbal responses.
Facilitation and belonging
- Use names and language people use for themselves.
- Explain instructions verbally and visually when possible.
- Build additional processing time into questions and transitions.
- Address disrespectful behavior without singling out the person affected.
- Tell participants how they can ask for help during the event.
Follow-up
- Ask what supported participation and what created barriers.
- Offer materials or next steps in an accessible format.
- Document changes that should be made before the next event.
- Thank participants for access feedback without expecting unpaid consulting.