Book a consultation

Guide · Checklist

Accessible events and meetings checklist

Plan meetings, workshops and events that more people can attend and take part in, whether in person, online or both. Based on Canadian government and W3C guidance, as of October 2026.

PRISM Accessibility Consultants · Reviewed October 2026

How to use this guide

Start about two months before a large event, or as soon as you book a meeting. Work through the sections in order, tick what applies and note who is responsible for each item. Print a copy for your venue visit. No checklist covers every need, so the most important step is to ask people what they need and act on it. In Ontario, organizations that provide goods or services must also welcome service animals and support persons, give notice of temporary disruptions and offer a way to give feedback under the AODA. This guide is practical advice, not legal advice.

For the reasoning behind these items, read Planning accessible meetings and events.

Planning

  • Include interpreters, captioning, alternate formats and other supports in the budget from the start.
  • Book ASL or LSQ interpreters and CART captioners 4 to 8 weeks ahead. Demand is high.
  • Build in regular breaks and time to move between rooms. For online events, Government of Canada guidance suggests 5 to 10 minutes of break for every hour.
  • Tell speakers in writing that their materials must be accessible, and add it to contracts where you can.
  • Offer more than one way to take part, such as speaking, chat, written questions or a recorded message.

Venue

Visit in person, or ask the venue to answer each question in writing.

  • Is there accessible parking and a drop-off area close to a step-free entrance?
  • Does the entrance have an automatic door and enough room for all sizes of mobility aids?
  • Is there a step-free route to the meeting rooms, stage, food area and accessible washrooms, on the same floor where possible?
  • Can you offer seating for wheelchair users, people with service animals and support persons, and a choice to sit or stand?
  • Is the lighting good enough for lip-reading and for seeing interpreters clearly?
  • Are there microphones for speakers and audience questions, and an assistive listening system such as a hearing loop or FM system?
  • Is there a quiet room where people can rest, take medication or get a break from noise and light?
  • Is there a relief area nearby for service animals?
  • Does the venue's emergency plan cover people who need help to evacuate?

Registration and invitations

  • List the supports already arranged, such as CART, ASL or step-free access, so people don't have to ask for them.
  • Ask an open question, such as "What do you need to take part fully?", with a contact and a reply-by date. Ask about needs, never about a diagnosis.
  • Ask whether anyone will need help in an emergency evacuation, and about dietary needs.
  • Ask everyone to avoid scented products.
  • Say that support persons are welcome. If you charge admission, state in advance whether a fee applies to them.
  • Keep the registration form short, test it with a keyboard and a screen reader, and offer another way to register, such as by phone or email.

Communication supports

Captions and sign language serve different people. ASL, LSQ and Indigenous sign languages are the primary languages of many Deaf people, while many people who are hard of hearing rely on captions. Ask, and plan for both when you can.

  • Book CART, which is live captioning by a trained person, for important events. Automatic captions often contain errors, so keep them for lower-stakes meetings.
  • Book at least two interpreters per sign language for most sessions, so they can take turns.
  • For a bilingual event that needs captions in English and French, book a captioner for each language.
  • Send interpreters and captioners the agenda, slides, speaker names and any acronyms or technical terms in advance.
  • Reserve seats with a clear view of the interpreters and the caption screen.
  • Ask participants who are deafblind whether they need an intervenor.

Materials

  • Share slides and materials at least 2 business days ahead, or 5 if there's a lot to read.
  • Offer an editable format, such as Word or HTML, not only PDF.
  • Use headings, alt text, good contrast and plain language. Our accessible documents quick guide has the details.
  • Allow several weeks if someone needs braille, large print or another converted format.
  • Caption every video you plan to show, and check that polls and other activities work for everyone, or offer another way to respond.

The day of

  • Walk the route from parking and transit to the room. Check that power doors, elevators and accessible washrooms work and aren't blocked.
  • If an accessible feature is out of service, post a notice that says what is affected, why and for how long, and offer an alternative.
  • Point out the exits and explain the emergency plan at the start.
  • Introduce the interpreters and captioners, and ask speakers to always use the microphone.
  • Remind speakers to describe slides and visuals aloud, explain acronyms and speak at a steady pace.
  • Repeat audience and chat questions into the microphone before answering.
  • Keep to the scheduled breaks, and have a named person people can ask for help.

Virtual and hybrid

  • Choose a platform whose interface meets WCAG 2.1 Level AA and supports captions and an interpreter view.
  • Test the set-up beforehand, ideally with people who use assistive technology.
  • Share materials directly as well as on screen. Screen-shared content is often unreadable by assistive technology.
  • Pin or spotlight interpreters so they stay visible.
  • Assign a moderator to watch the chat and read questions aloud, and avoid tools that make people leave the platform.
  • For hybrid events, give remote captioners and interpreters a clean audio feed, and make sure remote participants can hear questions from the room.
  • Tell people in advance if you'll record.

Follow-up

  • Share accessible versions of the materials and a captioned recording, with a transcript you've checked for errors.
  • Ask for feedback on accessibility, and offer more than one way to give it.
  • Reply to any concerns raised, and note what worked and what to change, with venue and supplier notes for next time.

Key point: A checklist catches common barriers, but it can't tell you how a specific venue, platform or program works for your audience. For a large or recurring event, a professional review gives you more certainty. PRISM's training helps teams plan accessible events with confidence, and an accessibility audit can review your venues, registration and communications together.

Sources

Plan events everyone can join.

PRISM helps teams plan meetings and events that people with disabilities can attend, follow and take part in.

Book a consultation

Why it matters: Planning accessible meetings and events