Inclusive event planning

Planning an event that is inclusive means providing Universal Access which benefits all patrons.

By planning for and promoting an inclusive event, it is likely that more people will attend the event and have a fantastic experience.

People who will benefit from an inclusive event include:

  • People using mobility aids, carers, family and friends who might accompany a person with a disability

  • Senior Citizens

  • Parents and people with prams navigating the site with small children

  • People with a permanent or temporary disability

  • Wheelchair and mobility scooters

It is estimated that 20 percent of the general community have a disability, with 5.6% of the population in Geelong requiring assistance with core activities due to a disability.

The Disability Discrimination Act 1992 (DDA) provides protection against unfavourable or unfair treatment of people with a disability, dignified and equitable access must by law be provided at planned events and public activities.

Planning to deliver an 'inclusive event'

The most effective way to hold an inclusive event is to think about access and inclusion at the early stages of event planning.

At your event, have you considered:

  1. Consulting - Consulting Rural Access and the ‘Building Inclusive Communities Program’ in regards to your event can assist in accessing information to ensure your event is inclusive.

  2. Consultation – Have you involved people with a disability in planning the event?

  3. Event Location – Does the site promote Community Inclusion?

  4. Timing of the Event – How suitable is the timing for your target audience?

  5. Accessible Public Transport – Is there a bus stop or taxi rank nearby?

  6. Accessible Parking - Are there accessible parking spaces near the entrance to the event? If you are temporarily using the existing accessible parking bays, you should plan to replace them near the site. Discuss these options with your Events Project Officer.

  7. Accessible Pathways – Are the pathways firm and level and accessible to all public facilities?

  8. Stepless Entry - Is the main entrance free from steps and/or is there a ramp? Tip: Portable ramps are available for hire from disability equipment suppliers.

  9. Step Edgings and TGSI’s – Is there colour contrasting at step edging and TGSI’s (Tactile Ground Surface Indicators) at the top and bottom of any steps?

  10. Entry Ways - Are the entry ways to temporary structures easy to open and at least 850mm wide?

  11. Access - Access to customer service areas and food counters. At least one low height counter should be available.

  12. Staff/Volunteers Awareness - Have staff/volunteers be made aware of different access and communication styles? Rural Access has an online Accessible Communications resource.

  13. Companion Card - Offering a free ticket to the companion of a person with a disability. A companion card promotes the right of people with a disability to fair ticketing at Victorian events and venues.

  14. Concessions - Provide concessions for Pensions, Health Care Cards and Students.

  15. Accessible Toilets - There are a number of suppliers for accessible toilet hire in Geelong.

  16. Clear Signage to All Facilities – Is signage in large print and in contrasting colours. 

  17. Assistive Communication -Hearing loop/other assistive communication technology made available and promoted.

  18. Using captioning or having an Auslan interpreter during presentations.

  19. Universal Access - Universal access to all stage or microphone areas.

  20. Accessible Viewing Platform - Is an accessible viewing platform available for people with a disability?

  21. RECHARGE Point – Is there a general power outlet ‘RECHARGE Point’ available at or near your event? 

  22. Lighting – Is there adequate lighting throughout venue?

  23. Non Slip Flooring – Is there non-slip flooring or low pile carpet?

  24. Rest Area – Is there a rest area where participants can have a break from noise and weather extremities?

  25. Emergency Evacuation Procedures -Do you have assembly areas clearly marked?

  26. Wheelchairs For Loan – Will you have wheelchairs for loan?

  27. Promoting – Are you promoting your event as inclusive in all advertising and on your event website?

  28. Accessible Written Materials - Are you producing written materials in an accessible format and/or ‘Easy English’.

  29. Mobility Site Map -Are you including a mobility site map in promotional materials indicating the location of accessible parking, entrances and toilets? Visit the Central Geelong Mobility Access Directory for accessibility of shop fronts.

  30. Promoting – Are you promoting the event as widely as possible, including to all local disability organisations?

  31. Event Program – Are you showing your event program and/or providing information boards at your event site?

    Signage may include:

    • RECHARGE Points for Motorised Mobility Devices - electric wheelchairs and scooters

    • Rest areas

    • Accessible toilets

    • Wheelchair hire

  32. Implementing Change – Are you implementing changes to plans for future events based on feedback received? 

Utilising feedback to implement change

Are you implementing changes to plans for future events based on feedback received? 

Working with Building Inclusive Communities

  • Supports event organisers to plan and develop strategies to promote social inclusion and remove barriers to access and participation. 
  • This includes supporting event organisers in planning for and delivering successful inclusive events.

For more information contact:

City of Greater Geelong
PO Box 104 Geelong VIC 3220
Telephone: 03 5272 4735
Email: [email protected]

Events that have a POPE permit must be accessible and inclusive.

Access Audits Australia may also have information and support to ensure your event is inclusive.

For information please go to: Access Audits Australia - Homepage

Access Audits Australia
Telephone:  03 9988 1979

Page last updated: Friday, 29 May 2020