Accessibility works best when it is part of event planning from the start, not a last-minute review. Use this checklist to identify barriers across registration, attendee communications, the venue, seating, and event-day support. Needs vary, so provide clear information and a simple way for guests to request accommodations. Confirm arrangements with the venue and relevant vendors, then assign someone to check that each plan is in place before guests arrive.
Make Registration Easy
Keep the registration form simple and usable with a keyboard or screen reader. Use clear field labels, explain which details are required, and offer a way to register by phone or email. Avoid asking guests to disclose more personal information than you need.
Include an optional accommodation request field with examples such as step-free access, reserved seating, an interpreter, or dietary needs. Tell registrants how and when to share requests, who will see the information, and whom to contact if their needs change. Confirm requests privately rather than asking guests to explain them in front of others.
Communicate Useful Details
Send practical access information before the event. Cover the entrance, parking or drop-off options, transit access, elevators, restroom locations, route surfaces, and any stairs or narrow areas. Add a contact method for questions and note whether guests can bring a support person or service animal, based on the venue’s policies.
Share materials in accessible formats. Use readable type, strong contrast, descriptive link text, and plain language in emails and event pages. For presentations, ask speakers for slides in advance and plan how attendees can access them. If you will provide captions, interpretation, or assistive listening equipment, explain how guests can use or request these services.
Check the Venue and Seating
Walk the full attendee route, from arrival point to registration, event rooms, seating, restrooms, and exits. Check for step-free paths, working elevators, clear doorways, stable surfaces, and signs that are easy to follow. Ask the venue to identify alternate accessible routes and confirm that those routes will remain open during setup and the event.
Plan seating for choice and companion access. Leave clear, unobstructed routes through the room and provide wheelchair spaces alongside a range of seats, not in a separate area. Include options near the front, exits, or quieter areas when the layout allows. Check sightlines to speakers and screens, and make sure cables, bags, and furniture do not block paths.
Prepare Day-Of Support
Assign a named team member to handle access questions and coordinate requests. Brief staff and volunteers on the plan, including accessible routes, reserved seating, communication supports, and who to contact if equipment fails. Give the access lead a way to reach the venue manager and vendors quickly.
Before doors open, test microphones, captions, interpretation, and assistive listening equipment that the event offers. Check signs, routes, seating, and registration procedures against the plan. During the event, invite feedback discreetly and address barriers promptly. Afterward, record what worked and what needs changing while the details are fresh.
Use this checklist during planning, then review it with the venue and event team before opening registration and again on event day. Clear information, confirmed arrangements, and a responsible point of contact help attendees participate with fewer surprises. Open Harbor Events can help you turn accessibility needs into a practical event plan.