Inclusive event planning

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 disability.
• Senior Citizens
• Parents and people with prams navigating the site with small children.
• People with Disability
• Wheelchair and mobility scooters

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

Prioritising accessibility from the planning stage is crucial for ensuring access for everyone. Considering the needs of people with disability early in the planning process allows for a comprehensive approach to meeting the accessibility requirements of attendees, staff, speakers, performers, and exhibitors. It's important for event planners to remember that by enhancing access, they expand the potential for more people to engage in their events.

Accessible Marketing and Communications

• Have you used a plain font (Arial, Calibri, Helvetica) in your invitations and promotional material?
• Is all text at least a minimum of 14-point font size?
• Is the promotional material or call to action printed or promoted on matt paper in contrasting colours?
• Is the core information available in plain English or larger font?

• Hint: Plain text is also more accessible for people with low literacy. Ensuring that this information is available in alternative formats is good practice.
• Have you included visual prompts to support your messaging?
  
  Note: Visual prompts can be used to support people's understanding of the information you are aiming to share.
• Does your invitation or promotional material state whether the venue is accessible to people who use wheelchairs or accessibility aids?
• Does your promotion include information about accessible facilities at the venue such as parking, public transport, bathrooms, and quiet rooms?
• Does the event promotion display a contact number and email address so people with higher support needs have alternative ways of making bookings and asking questions?
• Are your social media posts screen reader friendly?
  
  Hint: When posting on social media about your event, include core information above the PDF or JPEG to ensure it is accessible for people who use screen readers.
• 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.
• Promoting – Are you promoting the event as widely as possible, including to all local disability organisations?

Identifying Accessible Venues and Facilities

• Do the identified venue's entrances, lifts, ramps, and corridor widths comply with Australian Standards?
• Are accessible toilets available?
  Note: Ensure that the chosen venue's toilets are functioning, clear of clutter, have sanitary waste bins available, and have clear and accessible points of entry/exit.
• Is the identified venue/location close to safe and accessible parking?
  Note: Ensure a safe drop-off point for taxis close to the venue, away from oncoming traffic.
• Is the venue close to public transport services?
• Is the designated event space accessible with level access throughout the venue/location?
  Note: If the flooring is not level (e.g., steps into a room), have ramps or alternative points of access been arranged to create an even path of travel?

Wayfinding

• Is the wayfinding information easy to read, or have you allocated a staff member to assist with directions and explanations of the venue's layout throughout the event?
• Wayfinding helps people orient themselves in new and unfamiliar spaces, supported by clear visual signage, symbols, and directions.
• Has appropriate signage been placed around the venue/location?
• If not, can temporary signage be put up to support wayfinding needs?
• Signage must use contrasting colours (e.g., bathroom signage). For more information

Audio and Visual

• Is there sufficient and even lighting throughout the entire venue?
  Hint Evenly lit spaces support people with low vision or sensory needs to navigate with less support.
• Has a hearing loop been arranged? For information
• Is a microphone being used? If so, can it be height-adjusted or handheld?

Accessible Points of Entry and Exit

• Are all entrances and exits of the building level with the external parts of the building?
  If not, can ramps be arranged for alternate entry/exit points?
• Is there a door leading to the point of entry or exit?
  If so, is the door automatic?
• For manual doors, will there be a team member to assist people in entering the venue?
• Are emergency exits clearly marked and accessible?

Venue Considerations

• Has enough space been allocated for wheelchairs and mobility aids to navigate around the event?
• Has a team member been arranged to support people in navigating the space?
• If seating is required, are tables height-adjustable to ensure wheelchairs and mobility aids can fit underneath?
• If a stage is being used, has a ramp been allocated to ensure the stage is accessible for people with diverse needs?
• Is the venue set up clear of obstacles and tripping hazards (e.g., cables running along the ground)?
• Is there a dedicated space for people who require somewhere quiet?
  If yes, has this been clearly signed and communicated to attendees?
• Emergency Evacuation Procedures -Do you have assembly areas clearly marked?
• Have you considered an evacuation plan that supports people with higher support needs?