Plan and budget from the start
The biggest accessibility costs come from fixing things late: a venue with stairs, an interpreter booked the day before, slides nobody can read. Planning early avoids most of them.
- Name a lead. Give one person responsibility for accessibility, so requests don't fall between teams.
- Set a budget line. Put accessibility in the first draft of the budget, not in the contingency.
- Ask, then plan ahead. Ask people what they need, and plan for common supports before anyone asks.
| Budget line | Notes |
|---|---|
| Captioning or CART | Live captioning by a trained person is usually more accurate than automatic captions |
| ASL and LSQ interpretation | Book early. Longer sessions often need a team of interpreters |
| Alternate formats | Large print, accessible digital files and, on request, braille |
| Venue features | Ramps, temporary flooring, accessible washrooms, varied seating and a quiet room |
| Support persons | Consider waiving or reducing their admission |
| Training | A short briefing for staff and volunteers |
Before: venue and registration
Visit the venue if you can, and walk the whole route a guest will take. Ontario's guide to accessible events suggests a path of travel at least one metre wide for people using wheelchairs and walkers.
- A step-free entrance, with accessible parking and a drop-off area close by
- Transit information, including the nearest accessible stops and stations
- Elevators to every level you're using, and accessible washrooms nearby
- Clear, high-contrast signs at more than one height
- A mix of seating, with and without armrests, and wheelchair spaces with a good view
- A ramp to the stage, if anyone will present from it
- Good lighting for lip reading and sign language, and a room without too much echo
- Outlets where people can charge mobility devices
Registration is your best chance to learn what people need. Ask an open question, give a few examples and offer more than one way to answer, such as online, by phone or by email. For example: what would help you take part fully? You might mention ASL or LSQ interpretation, captions, materials in advance or in large print, a quiet space, seating near an exit, dietary needs, or bringing a support person or service animal.
Keep answers confidential, share them only with the people who need them, and follow up to confirm what you've arranged.
Communication supports and materials
Captions. CART (communication access realtime translation) is live captioning by a trained captioner. Automatic captions have improved, but they still struggle with names, technical terms and accents, so use human captioning for key sessions where you can.
Sign language. Book ASL or LSQ (langue des signes québécoise) interpreters early. Send them the agenda, slides and speakers' names in advance, and make sure they're well lit and easy to see.
Materials. Share slides and handouts ahead of time in an accessible, editable format, not only as a PDF or image. Offer large print on request.
Presenters. Brief speakers to:
- Always use the microphone, and repeat audience questions into it
- Say their name each time they start speaking
- Describe images, charts and videos out loud
- Keep slides simple, with large text and strong contrast
- Use only captioned videos
Hybrid and virtual events
Online events remove some barriers and add others. Choose a platform that supports live captions, keyboard use and screen readers, and test it before the day.
- Send materials directly, because content shown only through screen sharing is often not accessible
- Pin or spotlight the interpreter so they stay visible
- Read chat questions aloud
- Offer a phone-in option for people with limited internet
- Build in regular breaks
- Make sure online participants can ask questions as easily as people in the room
During: on the day
- Brief staff and volunteers on accessible routes, washrooms, the quiet room and emergency procedures
- Keep paths clear, and cover or tape down cables
- Set up a quiet space for anyone who needs a break from noise or crowds
- Welcome service animals wherever the public can go, with water and a signposted relief area
- Welcome support persons, and publish any admission fee for them in advance
- Offer accessible tables, food within reach and clearly labelled ingredients
- Make sure your evacuation plan covers people who can't use stairs
In Ontario, the customer service standard generally requires organizations to welcome service animals and support persons in the areas open to the public. There's no need to ask about someone's disability.
After: feedback and follow-up
Add a simple question to your evaluation: were your accessibility needs met? Offer more than one way to answer, and tell people how you'll use what they say. In Ontario, organizations with one or more employees already need an accessible feedback process.
Share follow-up materials in accessible formats, including captioned recordings and transcripts. Then review what worked, what it cost and what to change, so your next budget starts in a better place.
Want help? PRISM training helps planners, hosts and frontline teams get the details right, and our audits can include meetings and events. Talk to us about your next one.