Our partner Kéroul is a non-profit association that promotes and develops accessible tourism as well as cultural guidelines and policies to benefit people with mobility issues. Since 1979, they’ve offered information for visitors along with training and research services for companies seeking to improve their infrastructure and offerings. Its database provides accessibility information on more than 4,000 certified businesses in Québec. Here are a few tips for event professionals to make your meetings welcoming to all.
PREPARE IN ADVANCE
Optimize registration. Ensure all electronic forms are easy to navigate and will work for folks using access technology like screen readers or folks with cognitive disabilities.
Cover everything early. Send confirmation emails with detailed directions (including options for transit and rideshare), accessibility info and a designated contact for more information.
Prioritize readability. Any printed materials should avoid complicated fonts and small text. If possible, provide alternatives to printed materials, such as a QR code that links to an accessible electronic version of the information on your website.
Tailor pronouns. Ask about preferred pronouns on your registration form, to ensure that name tags, ongoing communications and event materials are addressed properly for each attendee.
Identify accessible paths. Once the site plan is ready, ensure there are accessible paths that allow delegates with physical disabilities to get around. Post a site plan online indicating accessible washrooms and pathways.
Plan transportation. Organize adaptive transportation for attendees that require it, and make it clear in your registration questionnaire that it is available.
Provide resources. Include details about the event and venue’s accessibility services on your conference website, including a phone number to call for more information.
Arrange for live captioning. Whether with the help of AI or an ASL interpreter service, prepare so that hearing impaired attendees can benefit from all presentations.
Plan a varied menu. Dietary restrictions can isolate attendees, so plan cocktail menus and snacks with a wide array of options, including vegetarian and choices that avoid the most common allergens (soy, wheat, dairy).
SET UP ONSITE
Make it clear. Post clear and visible signage that identifies accessible pathways and information.
Provide help. Make staff or volunteers available to assist attendees with disabilities.
Include variety. Provide a variety of seating options — from high tables to low tables, and chairs with and without arms — as well as options both near and further from the sound system, lights and exits.
Create quiet. Supply a low-stimuli chill-out room, for provide a quiet and low-lit recovery space for your neurodiverse attendees.
Manage sight lines. Set up an elevated platform in a secure area that offers a clear view of the stage for those in wheelchairs.
Prepare for service animals. Consider the safety and comfort of guide dogs and other service animals within the venues and accommodations.
Lay out the welcome mat. Provide lower counters or tables for reception, ticketing and information areas for wheelchair users, and higher counters for those who prefer to stand. Ensure your signage is clearly legible, the music isn’t too loud and you’re well-staffed for those requiring a little extra help.
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