What are the best practices for creating an event accessibility statement that is clear and concise?

1 Why write an event accessibility statement?

An event accessibility statement is not only a legal requirement in some countries and regions, but also a good practice that can benefit your event in many ways. Writing an event accessibility statement demonstrates respect and appreciation for people with disabilities, informs attendees, speakers, and organizers about the accessibility features and services offered, reduces barriers that people with disabilities may face when attending your event, and helps you comply with relevant laws and regulations. Furthermore, it can help to improve the experience of those with access needs and enhance your reputation as an organizer who values diversity and inclusion.

2 What to include in an event accessibility statement?

An event accessibility statement should cover the purpose and scope of the event, as well as its target audience. It should also provide information about the accessibility features and services of the venue, such as ramps, lifts, accessible toilets, parking spaces, seating arrangements, lighting, acoustics, and emergency procedures. Moreover, it should include information about the accessibility features and services of the event program, registration process, communication methods, and feedback mechanisms. Lastly, it should provide contact details of the event accessibility coordinator or team and a disclaimer regarding changes or errors.

3 How to write an event accessibility statement that is clear and concise?

Writing an event accessibility statement that is clear and concise requires following certain guidelines. Plain language should be used to avoid confusing or excluding your audience. Sentences and paragraphs should be short, well-structured, and organized, with headings, subheadings, bullet points, and numbers to highlight the key points. Positive and inclusive language should be used that respects the diversity and dignity of people with disabilities or other access needs. Specific and accurate information should be provided that reflects the current and realistic situation of the event's accessibility, avoiding vague or misleading statements. Examples and images can be used to illustrate the accessibility features and services of the event, with links or references to more detailed sources.

4 Where to publish and promote your event accessibility statement?

Once you have written your event accessibility statement, you should publish and promote it in various ways to reach your potential attendees, speakers, and organizers. You can make it visible, accessible, and easy to find on your event website, brochure, flyer, or poster. Additionally, you could promote it on social media, email, newsletter, or blog and encourage your audience to share it with their networks. Furthermore, include the statement in registration, confirmation, reminder, and feedback emails and invite people to contact you if they have any questions or requests regarding accessibility. Lastly, display it at the event venue, registration desk, information booth, or stage and provide copies or formats that suit different access needs.

5 How to evaluate and improve your event accessibility statement?

Writing an event accessibility statement is not a one-time task, but an ongoing process that requires evaluation and improvement. It's important to monitor and update your statement regularly, and inform your audience of any changes or corrections. Additionally, you should solicit and respond to feedback from attendees, speakers, organizers, and accessibility experts to improve the statement and practice. To ensure you are meeting the industry standards, benchmark your statement against the Web Content Accessibility Guidelines (WCAG), the Accessible Information Standard (AIS), or the Event Accessibility Checklist (EAC). Finally, celebrate your successes and share your challenges in creating an event accessibility statement - this will inspire others to follow in your footsteps.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?