Free guidance to help make events and recruitment processes more accessible over time
Search by the barrier you'd like to reduce, or browse by topic. Resources cover event planning, recruitment and interviews, and the reasoning behind Access Declared checklist items. Each resource explains why it matters, who it helps, and a practical first step.
You don't need to implement everything at once. Every practical improvement can help reduce barriers and give people clearer information about what to expect.
Without being asked, attendees may assume their needs can't be met. A simple open question surfaces most requirements before you have to guess.
Who it benefits
Everyone.
Practical first step
Add a single free-text field: 'Is there anything we should know in advance to make this event fully accessible for you to be able to participate?'
Ask about access without asking for a diagnosis
ShowHide
You don't need to ask people to disclose a disability or medical condition. Ask what would help them participate instead.
Instead of
"Do you have a disability?"
Try
"Is there anything we can arrange to help you access or take part in this event?"
Instead of
"Please list any medical conditions."
Try
"Are there any access requirements or practical arrangements you would like us to know about?"
Instead of
"Do you require special assistance?"
Try
"Is there anything that would make attending or participating easier for you?"
Registration wording
Do you have any access requirements or is there anything we can arrange to help you take part in this event?
You do not need to share a diagnosis. Please tell us about any practical support or arrangements that would help.
Email wording
Hi,
We're planning [insert the event name] and want to make sure attendees have an opportunity to tell us about any access requirements in advance.
Is there anything we can arrange to help you access or take part in the event? You do not need to share a diagnosis — information about the practical support or arrangement you need is enough.
Please let us know by [insert the reply-by date] where possible. We'll consider all requests individually and will confirm what we're able to arrange.
Thank you.
Check the bracketed placeholders before sending.
External resource: Microsoft Support — Improve accessibility with the Accessibility Checker
This guidance covers the checker across Microsoft 365 apps, including PowerPoint.
Invitations written in plain language that describe the format up front let people opt in with confidence.
Who it benefits
Neurodivergent attendees, people with anxiety, people whose first language differs from yours.
Practical first step
State the format, length, expected participation and dress code. Avoid idioms.
External resource: Home Office User-Centred Design Manual — Send users an email
This guidance explains how to structure accessible emails using clear headings, lists, meaningful links, left-aligned text and appropriate alternative text for images.
Event invitations, confirmations and joining instructions are often the first interaction someone has with an event. Dense paragraphs, unclear actions or inaccessible images can make important information unnecessarily difficult to find.
Who it benefits
Everyone, particularly screen reader users, neurodivergent people, people with cognitive or processing differences, people with low vision, and anyone trying to find important information quickly.
Practical first step
Put the main purpose and any action required near the top. Use descriptive headings, short paragraphs and proper lists to break information up, and use meaningful link text instead of phrases such as "click here".
External resource: RNIB (Royal National Institute of Blind People) — How to make your social media accessible
This RNIB guide explains how to make social media posts accessible, including alt text for images, captioning video content, plain language, hashtags and the use of emojis.
An accessible event can still exclude people if the post promoting it is difficult to read, important information only appears inside an image, or video content is not captioned.
Who it benefits
Everyone, particularly blind and low-vision people, screen reader users, Deaf and hard-of-hearing people, neurodivergent people and people with cognitive or reading differences.
Practical first step
Add alt text to informative images, caption video content, use short paragraphs and plain language, keep emojis limited, and write multi-word hashtags with a capital letter at the start of each word, for example #AccessibleEvents.
Microsoft's accessibility overview includes features such as live captions, CART captions, transcription, Sign Language Mode, real-time text, keyboard controls, screen reader support and meeting-view options.
Zoom provides automated, manual and third-party captioning options for meetings and webinars. Its accessibility settings also allow users to adjust caption and chat text size.
Google's accessibility overview covers features including captions, keyboard shortcuts, screen reader support and video pinning.
Why it matters
Some useful accessibility features may already be built into the platform being used, but attendees may not know they exist or how to access them. Knowing what is available in advance can reduce uncertainty and help people prepare.
Who it benefits
People who use captions, screen readers, keyboard navigation, sign language, enlarged text or other accessibility features, as well as anyone who benefits from different ways to participate.
Practical first step
Before sending joining instructions, check the accessibility features available in your chosen platform and tell attendees about the options that may be useful to them.
Built-in platform features can support accessibility, but they do not replace the need to consider individual reasonable-adjustment requests.
Small facilitation choices during the event decide whether people can actually take part.
External resource: Microsoft Support — Use live captions in Microsoft Teams meetings
This page covers Microsoft Teams only. Zoom's equivalent setting is described in the practical first step below; Zoom's own help article for it no longer resolves.
Captions support Deaf and hard-of-hearing attendees, neurodivergent attendees, people in noisy environments, and anyone whose first language differs from the speaker's.
Who it benefits
A much wider group than 'just' people with hearing loss.
Practical first step
In Zoom, enable 'Automated captions' in Settings → Meeting → In Meeting (Advanced). In Teams, click More → Language and speech → Turn on live captions.
This is a broader factsheet library you can return to when picking your next improvement. Factsheets are free to download, though some ask for an email address.
Recruitment processes are often the first barrier a disabled candidate meets. Guidance written by disabled people identifies barriers employers may not notice.
Who it benefits
Employers and hiring managers, and the disabled candidates applying to them.
Practical first step
Before your next interview, tell candidates in advance how long it will last, who will be on the panel and what their names and roles are. Evenbreak also recommends being clear about things such as whether candidates can bring notes and, where appropriate, what questions they will be asked.
Candidates often have to work out for themselves whether and how to ask for adjustments. Specialist, disabled-led careers support removes some of that guesswork.
Who it benefits
Disabled, Deaf and neurodivergent candidates at any stage of a job search.
Practical first step
If you're preparing for an interview, use Evenbreak's free interview-preparation resources to practise common questions and techniques. Disabled candidates can also apply for free career coaching, which can include interview preparation.
External resource: AbilityNet — Disability and Employment
Free to download, though some factsheets ask for an email address
Many employers want to be inclusive but do not know which practical changes make the most difference at recruitment and in work.
Who it benefits
Employers, HR teams and line managers, and the disabled people they employ.
Practical first step
At recruitment, tell candidates which adjustments or accessible options are already available as standard, then give them an opportunity to say if anything further would help them perform at their best.
External resource: Acas — Reasonable adjustments at work
Reasonable adjustments apply from the advert onwards, not just once someone is in post. Acas explains the duty in plain terms and will talk it through with you.
Who it benefits
Employers unsure what the law requires, and candidates unsure what they can ask for.
Practical first step
When inviting someone to interview, include a clear opportunity for them to tell you about any reasonable adjustments they may need. Acas gives examples including wheelchair-accessible interview rooms, extra time for interview tests and sign language interpretation.
The scheme gives employers a structured set of commitments around inclusive recruitment, reasonable adjustments and opportunities for disabled applicants. It also gives candidates a visible indication that an employer has made Disability Confident commitments.
Who it benefits
Employers of any size, and disabled applicants deciding where to apply.
Practical first step
If you use the Disability Confident interview commitment, explain it clearly in the job advert and make the minimum criteria for the role clear. Give applicants an early opportunity to indicate whether they need reasonable adjustments during the recruitment process.
If you're working toward Disability Confident commitments, an interview declaration can be a practical way to evidence anticipating and providing reasonable adjustments — one of the five Level 1 commitments, and part of the self-assessment evidence required at Level 2 and 3. Access Declared is independent of the scheme and doesn't itself confer any Disability Confident status.
This is the guidance that appears alongside each checklist item, gathered together so you can browse it all in one place.
The full reasoning behind every item in the Access Declared checklist — who it helps, why, and a practical first step. Grouped under the same sub-headings used on the checklist.
Jump to an item
Before the event
Why it matters
Knowing the running order, session lengths and when breaks fall lets people plan medication, rest, travel and care arrangements, and decide which parts they can realistically attend.
Who it benefits
People with fatigue, chronic pain or health conditions, neurodivergent attendees, carers, and anyone travelling a distance.
Details about entrances, lifts, toilets, distances and seating decide whether attending is possible at all. Without them, people either don't book or arrive not knowing what they'll face.
Who it benefits
Wheelchair users, people with limited mobility or fatigue, blind and partially sighted attendees, and anyone who needs to plan a route.
Practical first step
Link to the venue's own access guide where one exists, and add anything specific to your event, such as which entrance to use and how far the room is from it. Open the Sociability website ↗ (opens in a new tab)
Why it matters
Attendees can only get what they need if you ask. A simple open question surfaces most requirements before you have to guess.
Who it benefits
Everyone, including: people with disabilities, carers, people with dietary needs, parents, faith-based needs.
Practical first step
Add a single free-text field: 'Is there anything we should know to make this event accessible for you to enable you to fully participate.'
Why it matters
Many people never ask for an adjustment because they don't know who will read the request or how it will be handled. A named person makes asking feel safe and much less like a formal disclosure.
Who it benefits
Anyone who needs an adjustment, especially first-time attendees and people who have had a request ignored before.
Noise levels, lighting, crowding and queues affect whether someone can stay in a space. Told in advance, people can bring ear defenders, plan breaks or choose when to arrive.
Who it benefits
Autistic attendees, people with sensory processing differences, migraine, epilepsy, PTSD or anxiety.
Practical first step
Describe the environment honestly in one short paragraph — expected numbers, how loud it gets, whether lighting is bright or dim, and where the quietest space is.
Why it matters
Photos of the entrance, route and room let people rehearse arriving. That reduces the anxiety of a new environment far more effectively than a written description.
Who it benefits
Autistic attendees, people with anxiety, people with memory or processing differences, and first-time visitors.
Clear information about the event format helps people prepare and decide what support they may need. This can include whether attendees will be asked to speak, use their camera, join activities or move between spaces, as well as planned breaks and significant sensory conditions.
Who it benefits
Neurodivergent attendees, people with anxiety, sensory sensitivities, fatigue or processing differences, and anyone unfamiliar with the event format.
Practical first step
For online events, explain whether cameras or speaking are expected, how activities will work and when breaks are planned. For in-person and hybrid events, also mention significant noise, lighting, crowding or queues where relevant.
Why it matters
Having materials in advance and in a format that works with assistive technology allows people to prepare, adapt the content and follow at their own pace.
Who it benefits
Screen reader users, dyslexic attendees, people processing a second language.
Practical first step
Share a structured and adaptable format where possible, such as an accessible Word document, HTML page, properly structured slide deck or tagged PDF. Include headings and text descriptions for important images.
Why it matters
Some attendees need a spoken-language interpreter, or key information in their own language. Saying it can be requested means people don't have to guess whether asking is acceptable.
Who it benefits
Attendees whose first language is not English, including migrant and refugee communities, and Deafblind attendees using other communication support.
Practical first step
Add one line to the booking form asking whether anyone needs interpretation or translation, then get a quote before you commit.
Why it matters
An accessible PDF works for screen reader users but not for everyone. Braille, large print and tactile diagrams are separate needs that are usually left unnamed, so people assume they are unavailable.
Who it benefits
Blind and partially sighted attendees, braille readers, people with low vision who need large print.
Practical first step
Find a local transcription service before you need one, and ask for requests at booking so there is time to produce them.
Why it matters
Many accessibility barriers on the day come from speakers not knowing what to do. Sending clear, practical guidance in advance is something the organiser controls, and it makes a measurable difference to caption quality, slide accessibility, pacing and visual descriptions.
Who it benefits
Attendees who rely on captions, clear slides, accessible materials, predictable pacing and described visuals.
Captions support Deaf attendees, people with hearing loss, many neurodivergent people, attendees in noisy environments, and people whose first language differs from the speaker's.
Who it benefits
A much wider group than 'just' people with hearing loss.
Professional live captioners (CART) are much more accurate than automatic captions, especially for technical vocabulary and names.
Who it benefits
Deaf attendees who rely on captions for full participation.
Practical first step
Freelance CART providers typically charge per hour. Some sector networks share captioner recommendations.
Why it matters
A hearing loop transmits audio straight to hearing aids on the T setting, cutting out room noise and reverberation.
Who it benefits
Hearing aid users, including many older attendees.
Practical first step
Ask the venue whether a loop is installed and tested, or hire a portable loop for the speaker area.
Why it matters
BSL is a distinct language, not English on the hands. Many Deaf attendees follow content more fully in BSL than in captions.
Who it benefits
Deaf BSL users.
Practical first step
If budget is limited, ask at registration whether anyone needs BSL — you can then decide whether to book.
Why it matters
Long sessions without breaks disadvantage people with chronic conditions, pain, sensory needs, and caring responsibilities.
Who it benefits
A very wide group.
Practical first step
Aim for at least one 10-minute break per 60 minutes of content, if it is interactive you can be a little more flexible.
Why it matters
Spoken-only or fast-paced participation can exclude people who need more time to process information, prefer to write, cannot easily use a microphone or do not feel comfortable speaking in front of a group.
Who it benefits
Neurodivergent attendees, people with anxiety, speech or hearing differences, people processing a second language, and anyone who prefers written participation.
Practical first step, by format
Online: Offer chat or written questions alongside speaking and allow a pause before moving on.
Hybrid: Offer spoken and written ways to contribute. Use microphones for all in-room contributions so online attendees and captioning services can follow, and make sure remote attendees are included in questions and activities.
In-person: Offer a written way to contribute where possible. Use a microphone for audience questions, or repeat each contribution clearly into the microphone.
Why it matters
Being expected to speak in front of a group is a barrier for many people. Making it clear that listening and observing is welcome removes that pressure.
Who it benefits
Anxious attendees, neurodivergent attendees, people who process speech slowly.
Practical first step
Say clearly in the joining information that attendees are welcome to listen and observe without contributing out loud.
Why it matters
Reading slides live is hard for many people, dyslexic attendees, screen reader users, people processing a second language.
Who it benefits
Neurodivergent attendees, screen reader users, anyone who processes better at their own pace.
Practical first step
Ask speakers to describe images, charts and diagrams as they present.
Networking
Why it matters
Networking is usually the least described part of an event and the most demanding. Knowing whether it's an open room, structured 1:1s or small groups lets people decide whether to stay and how to prepare.
Who it benefits
Autistic attendees, socially anxious attendees, people with hearing loss who struggle in noisy rooms.
Practical first step
Describe the networking in the agenda in one line — what happens, how long it lasts, and whether people will be moved between groups.
Why it matters
Knowing the kinds of roles and sectors in the room lets people plan what to say instead of improvising under pressure. Sectors and roles are enough — names are not needed.
Who it benefits
Neurodivergent attendees, anxious attendees, anyone who scripts conversations in advance.
Practical first step
Share a short breakdown of sectors or job types attending, and never publish an attendee list without consent.
Why it matters
Standing in a crowded room and joining conversations mid-flow is inaccessible for many people. A small-group or 1:1 option means they can take part rather than opt out.
Who it benefits
Autistic attendees, people with hearing loss, socially anxious attendees, wheelchair users in crowded standing spaces.
Practical first step
Offer at least one structured option — seated table topics or matched 1:1s — alongside the open floor.
Why it matters
Knowing they can leave a conversation or the room without being noticed is often what makes it possible for someone to come at all.
Who it benefits
Autistic attendees, people with anxiety, fatigue or pain, and anyone who needs regular breaks.
Practical first step
Avoid formats that lock people in place, such as timed rotations everyone can see, and point out the nearest quiet space at the start.
Why it matters
The professional value of networking is the contact, not the small talk. A written route — event app, message board, written introductions — gives the same outcome without the barrier.
Who it benefits
Non-speaking and part-time speaking attendees, Deaf attendees, autistic attendees, people with speech differences.
Practical first step
Set up one written channel, tell people about it in advance, and make sure someone is monitoring it during the event.
Venue and physical access
Why it matters
Step-free routes into and around the venue are essential for wheelchair users, people with mobility aids, parents with prams and anyone with a temporary injury.
Who it benefits
Wheelchair users, people with mobility conditions, parents, people with luggage, and disabled speakers, panellists and facilitators as well as attendees.
Practical first step
Check the complete step-free route to the entrance, event rooms, toilets, social or refreshment spaces and any stage or speaker area. Confirm whether the route relies on a lift and identify any alternative route or support available if that lift is out of service.
Why it matters
Without accessible toilets, many disabled attendees simply can't stay for a full session.
Who it benefits
Disabled attendees, people with health conditions, older attendees.
Practical first step
Confirm the toilet is unlocked, unobstructed and not being used for storage on the day.
Why it matters
Gender-inclusive options make the venue safer and more comfortable for trans, non-binary and gender-nonconforming attendees.
Who it benefits
Trans, non-binary and gender-nonconforming attendees.
Practical first step
Even a single clearly-signed all-gender cubicle helps.
Why it matters
For many disabled attendees, driving or being dropped off is the only workable way to reach the venue.
Who it benefits
Blue badge holders, people with fatigue or pain, people travelling with equipment.
Practical first step
Share the exact drop-off location and any barrier codes in joining instructions.
Why it matters
Distance from step-free stations and accessible bus routes directly affects who can attend.
Who it benefits
Attendees without a car, disabled attendees relying on step-free stations.
Practical first step
Name the nearest step-free station and any accessible bus stops in joining instructions.
Why it matters
Emergency routes that involve stairs or narrow doors leave some attendees behind.
Who it benefits
Wheelchair users, people with mobility conditions, Deaf attendees who may miss audio alarms.
Practical first step
Walk the accessible evacuation route yourself before the event.
Why it matters
Attendees and staff need to know accessible evacuation routes and personal emergency plans in advance.
Who it benefits
All attendees, and staff supporting them.
Practical first step
Cover accessible evacuation in the opening housekeeping notice.
Spaces and environment
Why it matters
A quiet space lets neurodivergent attendees, migraine sufferers and anyone overwhelmed take a break without leaving the event.
Who it benefits
Autistic and neurodivergent attendees, people with sensory sensitivities, anyone feeling overwhelmed.
Practical first step
Signpost the room clearly and keep it low-light, low-noise and unstaffed.
Why it matters
A private space supports Muslim, Jewish, Christian and other attendees whose practice includes daily prayer, as well as anyone needing quiet reflection.
Who it benefits
Attendees of many faiths, and anyone needing private time.
Practical first step
A clean, quiet room with a clear direction indicator is enough for most needs.
Why it matters
Layout affects whether wheelchair users, lip-readers and BSL interpretation users can actually see and follow the session.
Who it benefits
Wheelchair users, Deaf attendees, lip-readers, people with low vision.
Practical first step
Leave wheelchair spaces integrated with seating, not at the back or in the aisle.
Why it matters
Chairs with arms help people stand up; chairs without arms suit larger bodies; wheelchair spaces let people stay in their own chair.
Mix chair types across the room rather than clustering them.
Why it matters
Background noise disproportionately affects people with hearing loss, autistic attendees and anyone processing a second language.
Who it benefits
Hearing aid users, autistic attendees, people with auditory processing differences.
Practical first step
Close doors to catering, mute AV fans and choose rooms away from busy corridors.
Why it matters
Bright, flickering or overly dim lighting can trigger migraines, sensory overload or make lip-reading impossible.
Who it benefits
People with migraines, autistic attendees, lip-readers, people with low vision.
Practical first step
Know how to dim or switch off overhead lights before the session starts.
Why it matters
Assistance dog handlers are refused entry to venues regularly, so silence reads as risk. Saying they are welcome, and that water and a relieving space are available, settles the question before someone has to ask.
Who it benefits
Assistance dog handlers, including guide dog, hearing dog and medical alert dog users.
Practical first step
Confirm with the venue that dogs are welcome, find out where the nearest suitable outdoor space is, and brief reception staff so nobody is challenged at the door.
Food and dietary needs
Why it matters
Asking in advance lets caterers cover allergies, religious requirements, medical diets and preferences properly — not as an afterthought.
Who it benefits
People with allergies, coeliac disease, diabetes, religious dietary needs, and many more.
Practical first step
Include a free-text dietary field at registration, not a short tick-list.
Why it matters
Clear labelling lets attendees with allergies, coeliac disease or religious requirements eat safely without interrogating staff.
Who it benefits
Attendees with allergies, coeliac disease, or religious dietary needs.
Practical first step
Label each dish with the 14 major allergens and whether it contains meat, fish, dairy or alcohol.
On the day — staff and support
Why it matters
People are more likely to ask for help when they can easily identify someone who understands the event's access arrangements. Support at arrival can also reduce the stress of check-in and navigating an unfamiliar venue.
Who it benefits
Disabled attendees, people with access requirements, first-time attendees, people arriving alone and anyone unsure where to go.
Practical first step
Brief staff or volunteers on the venue's access features, toilets, quiet space, event layout and escalation route. Make them easy to identify and station someone at the entrance or check-in point.
Why it matters
Good signage saves attendees from having to ask, which many disabled or anxious attendees find tiring or intimidating.
Who it benefits
People with low vision, cognitive fatigue, anxious attendees, first-time visitors.
Practical first step
Use large text, strong contrast and simple icons; place signs at eye level for both standing and seated attendees.
Why it matters
Staff need to know in advance how to support wheelchair users, Deaf attendees and anyone who can't follow standard exit routes.
Who it benefits
All attendees, especially those with mobility, sensory or cognitive needs.
Practical first step
Assign named staff to check the accessible evacuation route and any refuge points.
After the event
Why it matters
A recording lets people revisit content, join late, or attend in principle when the live time doesn't work.
Who it benefits
Carers, people with fluctuating conditions, people in other time zones.
Practical first step
Both Zoom and Teams record to the cloud in one click.
Why it matters
A transcript is searchable and translatable in a way a video isn't.
Who it benefits
Screen reader users, researchers, journalists, people who prefer reading.
Accessible follow-up materials allow people to revisit information, catch anything they missed and use assistive technology to read the content.
Who it benefits
Everyone, especially people who missed details on the day.
Practical first step
Share accessible versions of slides, notes, links and key information after the event. Do not place essential information only inside an image or an inaccessible attachment.
Why it matters
The people best placed to tell you what to improve are the ones who just attended.
Who it benefits
All attendees.
Practical first step
Add one open-text question to your post-event survey: 'Was there anything that made it harder to take part?'
Why it matters
Not knowing how long an interview runs, or whether it's a panel, one-to-one or competency-based, makes it hard to prepare or pace energy. The uncertainty is itself a barrier.
Who it benefits
Neurodivergent candidates, people with fatigue or chronic conditions, anyone who prepares differently.
Practical first step
State the duration, format and question style in the invitation email. One line is enough.
Why it matters
Walking into a room with an unknown number of unfamiliar people raises anxiety and affects performance.
Who it benefits
Anxious candidates, autistic candidates, anyone who finds unfamiliar social situations demanding.
Practical first step
List panel members' names and roles in the invitation. No biographies needed.
Why it matters
Multi-stage processes require time off, travel, childcare and energy that candidates need to plan for. Discovering a third stage late can make a process unmanageable.
Who it benefits
Carers, people with fluctuating conditions, people currently in work, people managing limited energy.
Practical first step
Say how many stages there are and roughly when each will happen, in the advert.
Why it matters
Sharing questions tests what someone can do, not how quickly they can perform under pressure. It removes a barrier without lowering the bar.
Who it benefits
Neurodivergent candidates, people with processing differences, anyone whose first language differs from the panel's.
Practical first step
Send the main questions 24-48 hours before, or 15 minutes before if you'd rather limit preparation time.
Why it matters
Holding a multi-part question in memory while forming an answer is a real barrier. Seeing it written removes that entirely.
Who it benefits
Dyslexic candidates, autistic candidates, people with ADHD, people with auditory processing differences.
Practical first step
Paste each question into the chat as you ask it, or hand over a printed sheet.
Why it matters
Fixed interview slots exclude people managing school runs, care, medication timing, or conditions that vary through the day.
Who it benefits
Parents and carers, people with chronic conditions, people currently in work.
Practical first step
Offer two or three time options rather than a single slot.
Why it matters
Without interpretation, a Deaf candidate is assessed on how well they cope with an inaccessible interview rather than on their ability to do the job. Interpreters also need booking well ahead of the interview date.
Who it benefits
Deaf BSL users, and deafblind candidates using hands-on or visual frame interpretation.
Practical first step
Ask about interpretation needs when you invite the candidate, and book a registered interpreter as soon as the date is set — around two weeks' notice is usual. Access to Work can fund interpretation once someone is in post. Open Acas guidance on reasonable adjustments ↗ (opens in a new tab)
BSL is not the only language need at interview. A candidate may need a spoken-language interpreter, or key information in their own language, and will rarely ask unless it is offered.
Who it benefits
Candidates whose first language is not English, including migrant and refugee candidates.
Practical first step
Offer interpretation or translation when you invite the candidate, and allow around two weeks to book an interpreter.
An accessible document on screen is not the same as braille or large print. Because these formats are almost never named, candidates assume they cannot be requested.
Who it benefits
Blind and partially sighted candidates, braille readers, candidates with low vision.
Practical first step
Ask at invitation stage whether a different format is needed, and identify a transcription service before you need one.
Why it matters
Candidates often stay silent about what they need because the only route is a generic recruitment inbox, and asking feels like disclosing a condition to the panel that will judge them. A named contact separates asking from being assessed.
Who it benefits
Disabled candidates, neurodivergent candidates, and anyone worried that asking will count against them.
Silence after a question is often misread as hesitation. Briefing panels to wait removes the pressure to fill it.
Who it benefits
Neurodivergent candidates, people who process spoken language more slowly, anxious candidates.
Practical first step
Add one line to the panel briefing: allow a pause, don't rush to rephrase or move on.
Why it matters
Many candidates won't ask unless told it's acceptable, and will answer the wrong question rather than seem difficult.
Who it benefits
Anxious candidates, neurodivergent candidates, anyone processing a second language.
Practical first step
Say it out loud at the start: you can ask me to repeat or rephrase anything.
Why it matters
Interviews over about an hour disadvantage people with pain, fatigue, medication needs or concentration limits.
Who it benefits
People with chronic conditions, neurodivergent candidates, pregnant candidates.
Practical first step
Build a five-minute break into any interview scheduled for an hour or more, and say so upfront.
Why it matters
Being asked to account for a gap forces disclosure of illness, bereavement, caring or redundancy. Many candidates fear the answer will count against them.
Who it benefits
People with health conditions, carers, single parents, people who have experienced bereavement, illness or redundancy.
Practical first step
Brief the panel not to ask why a gap occurred. If full history is genuinely required for vetting, say so in advance and explain why.
Why it matters
Recalling prepared examples under pressure tests memory, not ability. Notes let candidates show what they can actually do.
Who it benefits
Neurodivergent candidates, people with memory or concentration difficulties, anxious candidates.
Practical first step
Say in the invitation that notes are welcome, so nobody has to ask permission.
Why it matters
Some candidates rely on another person to travel, communicate or manage anxiety. Without this, attending at all can be impossible.
Who it benefits
Disabled candidates with support needs, autistic candidates, people with anxiety or communication support needs.
Practical first step
Offer it upfront and ask only what the companion needs, not why they are needed.
Why it matters
Travel, unfamiliar buildings and busy environments can be the hardest part of an in-person interview, long before any question is asked. Framing it as a reasonable adjustment means candidates don't have to justify or explain their situation to get the option.
Who it benefits
People with fatigue or pain, wheelchair users, autistic candidates, people with anxiety or travel barriers.
Practical first step
Offer the online option in the invitation as a reasonable adjustment rather than waiting to be asked.
Why it matters
Without captions, Deaf and hard-of-hearing candidates rely on lip-reading through a screen, which is unreliable and tiring.
Who it benefits
Deaf and hard-of-hearing candidates, neurodivergent candidates, anyone in a noisy environment.
Practical first step
Turn on automatic captions in Teams or Zoom before the interview starts, and check they're working.
Why it matters
Not knowing whether cameras are expected creates uncertainty about appearance, environment and equipment.
Who it benefits
Candidates without private space, people with facial differences or tics, anyone anxious about being on camera.
Practical first step
State the expectation in the invitation, whatever it is. Clarity matters more than flexibility here.
Why it matters
Finding an unfamiliar building, entrance or floor is a significant barrier and a common cause of arriving stressed or late.
Who it benefits
Anxious candidates, people with visual impairments or mobility conditions, anyone unfamiliar with the area.
Practical first step
Give the exact entrance, floor, room and name of who to ask for - not just a postcode.
Why it matters
A step-free entrance is no use if the interview room is up a flight of stairs. The full route matters.
Who it benefits
Wheelchair users, people with mobility conditions, people with temporary injuries.
Practical first step
Walk the full route from entrance to interview room and check every stage.
Why it matters
Without one, some candidates cannot attend a longer interview at all.
Who it benefits
Disabled candidates, people with health conditions, older candidates.
Practical first step
Confirm it's unlocked and not being used for storage, and tell candidates where it is on arrival.
Why it matters
For many disabled candidates, driving or being dropped off is the only workable way to attend.
Who it benefits
Blue badge holders, people with fatigue or pain, people travelling with equipment.
Practical first step
Share the exact drop-off location and any barrier codes in the invitation.
Why it matters
Busy, noisy reception areas raise stress before an interview has even started.
Who it benefits
Autistic candidates, people with sensory sensitivities, anxious candidates.
Practical first step
Identify a quieter room or corner and offer it when candidates arrive.
Why it matters
Assistance dog handlers are challenged or refused entry regularly, so silence reads as risk before the interview even begins. Saying dogs are welcome, and that water and a suitable space are available, settles it in advance.
Who it benefits
Assistance dog handlers, including guide dog, hearing dog and medical alert dog users.
Practical first step
Brief reception and security so nobody is questioned at the door, and find out where the nearest suitable outdoor space is.
Why it matters
Verbal task instructions given on the day put candidates with processing or memory differences at an immediate disadvantage.
Who it benefits
Dyslexic candidates, neurodivergent candidates, anyone processing a second language.
Practical first step
Send task instructions in writing at least 24 hours before.
Why it matters
Without knowing the criteria or time limit, candidates guess at what's wanted and may over- or under-prepare.
Who it benefits
All candidates, particularly those who prepare thoroughly or find ambiguity difficult.
Practical first step
State the time limit and the two or three things you're assessing.
Why it matters
A test that only works one way — small text on a shared laptop, no screen reader, questions read only once — measures how well someone copes with the set-up rather than how well they can do the job.
Who it benefits
Blind and partially sighted candidates, dyslexic candidates, candidates with motor or processing differences.
Practical first step
Offer a larger screen, a screen reader-compatible format or someone to read questions aloud, and say in the invitation that these are available on request.
Why it matters
Standard timings are usually set around an average reading and processing speed, so a tight clock can hide someone's actual ability.
Who it benefits
Dyslexic candidates, neurodivergent candidates, people with fatigue, pain or chronic conditions, anyone working in a second language.
Practical first step
Decide in advance what extra time you can allow — 25% is a common starting point — and tell candidates they can ask for it.
Why it matters
Muffled audio, echo or background noise makes a session much harder to follow and breaks automatic captions, which transcribe unclear speech badly or not at all.
Who it benefits
Deaf attendees and people with hearing loss, attendees relying on captions, people with auditory processing differences, and anyone whose first language differs from yours.
Practical first step
Use a wired headset rather than laptop speakers, close the door, and test your audio in the platform before joining.
Why it matters
Seeing slides in advance lets people with sensory, cognitive or reading differences prepare, follow along more easily, or use their own assistive technology to access them.
Who it benefits
People who process text more slowly, use screen readers, or want to reduce cognitive load by not tracking new information and a live talk at the same time.
Practical first step
Send your slides to the organiser a day or two before the session so they can be shared with attendees.
Why it matters
Slides with poor colour contrast, tiny text or undescribed images can be unreadable for people with low vision, colour blindness, or screen reader users.
Who it benefits
Attendees who are blind or partially sighted, colour blind, or have other visual impairments.
Practical first step
Use the built-in accessibility checker in PowerPoint or Google Slides before your session, and add short alt text to any meaningful images.
Why it matters
If a chart, diagram or image is discussed without being described aloud, anyone who can't see the screen misses that part of the session entirely.
Who it benefits
Blind and partially sighted attendees, and anyone joining by audio only.
Practical first step
When you reference something visual, briefly describe what it shows before continuing.
Why it matters
Unexplained acronyms, jargon or field-specific terms can exclude people new to the topic, non-native English speakers, and some neurodivergent and cognitively disabled attendees.
Who it benefits
Anyone unfamiliar with the subject area, non-native English speakers, and people who process technical language differently.
Practical first step
Expand acronyms the first time you use them, and briefly define any specialist terms.
Why it matters
Being unexpectedly asked to speak or appear on camera can cause real anxiety for some attendees, particularly those who are neurodivergent, socially anxious, or have privacy or safety concerns about being on camera.
Who it benefits
Attendees with social anxiety, some neurodivergent attendees, and anyone with a personal reason for not wanting to be seen or heard.
Practical first step
Make clear at the start of your session that participation is optional, and offer a non-verbal way to take part (e.g. chat, polls).
Why it matters
Unannounced polls, breakout rooms or quizzes can catch people off guard, which is particularly disorienting for some neurodivergent attendees or anyone who needs time to process a change in format.
Who it benefits
Neurodivergent attendees, and anyone who benefits from predictability and advance notice.
Practical first step
Mention any interactive elements in your session description or at the start of your talk, before they happen.
Why it matters
Not everyone can ask a question aloud in the moment — some attendees need a written or moderated route to participate in Q&A.
Who it benefits
Attendees who are deaf or hard of hearing, have speech-affecting conditions, or experience anxiety about speaking in front of a group.
Practical first step
Confirm with the event organiser how questions will be collected (e.g. chat, a submitted-questions form) and be ready to take questions passed to you that way.
Why it matters
A session that runs without any planned pause can be difficult for attendees managing chronic pain, fatigue, concentration difficulty or other conditions that require rest.
Who it benefits
Attendees with chronic illness, fatigue-related conditions, ADHD or other attention-related needs.
Practical first step
Build one planned pause into longer sessions, even a short one, and mention it in your agenda.
Why it matters
Live captions let deaf and hard-of-hearing attendees, and anyone who processes written text more easily, follow what's being said in real time.
Who it benefits
Deaf and hard-of-hearing attendees, non-native English speakers, and anyone in a noisy or shared environment.
Practical first step
Check with the event organiser whether the platform's captioning feature will be switched on for your session.
Why it matters
If a recording or pre-recorded segment has no captions or transcript, anyone who's deaf or hard of hearing — or who simply prefers reading — can't access that content afterwards.
Who it benefits
Deaf and hard-of-hearing viewers, and anyone accessing the recording without sound.
Practical first step
Use your platform's auto-caption tool when uploading, and check the captions for accuracy before sharing.
Why it matters
Inconsistent audio quality makes it harder for anyone relying on captions, lip reading, or simply following clearly, especially over a shared or lower-quality connection.
Who it benefits
Deaf and hard-of-hearing attendees relying on captions, and anyone in a noisy environment.
Practical first step
Use a headset or dedicated microphone, and present from a reasonably quiet space.
Why it matters
Some attendees lip-read to support their understanding, and losing sight of your face — by turning to a screen or notes — can mean losing the thread of what's being said.
Who it benefits
Attendees who lip-read, and anyone who benefits from seeing facial expression alongside speech.
Practical first step
Position your camera or seating so your face stays visible, even when referring to notes or slides.
Why it matters
Audience questions are often quieter or harder to hear than the speaker's own microphone, so if they're not repeated before you answer, part of the exchange can be lost to some attendees.
Who it benefits
Deaf and hard-of-hearing attendees, anyone relying on captions, and attendees joining remotely who can't hear the room.
Practical first step
Briefly repeat or summarise each question before answering it.
Access Declared is not the only project encouraging organisers to share access information before events. These independent tools and examples offer other useful approaches to explore.
Sociability — detailed venue accessibility information
Sociability provides detailed information about places and physical environments, including entrances, lifts, toilets, seating and sensory conditions. Access Declared focuses on the arrangements for a specific event, so organisers can link to a venue guide alongside their declaration where one is available.
Cambridge SU Disabled Students' Campaign — Accessibility Statement Generator
A disabled-led generator focused primarily on clear access information for in-person events, including venue access, facilities, seating and accessible media.