This will appear at the top of the public declaration. You can enter a specific event title or a clear name for a reusable declaration.
Tell attendees about your event
Mark each item as Provided or Not currently available when you know the answer. Leave it as Not stated if you're unsure — honesty is the point, not perfection.
You've reviewed 0 of 36 items so far
These numbers are just for you, to track progress — they're never shown to attendees or shared anywhere.
Only mark what you know to be true. You can leave anything as Not stated and return to update it when more details are confirmed.
What do these answers mean?
- Provided:
- Arranged for this event.
- Not currently available:
- Not arranged as standard for this event. If it may be possible to arrange this when requested in advance, explain that in the organiser's note.
- Not stated:
- Not confirmed or not included. This item will not appear in the published declaration.
Leaving something blank doesn't close the conversation. Every generated declaration reminds you to add a contact route so attendees can ask about anything not covered.
Answering Yes shows a shorter checklist covering only the parts that apply. Anything you've already answered is kept if you switch back to No.
Before the event0 of 6 marked
Information and arrangements shared with attendees in advance.
- Venue accessibility information shared in advance
Why this 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 may benefit: Everyone, including: people with disabilities, carers, people with dietary needs, parents, faith-based needs.
Practical tip: 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.'
- A named contact for access queries
- Attendees are told what to expect: format, participation, breaks and sensory conditions
Why this matters
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 may benefit: Neurodivergent attendees, people with anxiety, sensory sensitivities, fatigue or processing differences, and anyone unfamiliar with the event format.
Practical tip: 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.
- Materials or slides shared in advance in an accessible format
Why this 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 may benefit: Screen reader users, dyslexic attendees, people processing a second language.
Practical tip: 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.
Ask your venue — optional resourceQuestions to send a venue before you book
Hello, We're considering your venue for an upcoming event and want to check some accessibility details before we book in our efforts to ensure that the event is as accessible for participants as it can be. Could you please let us know the following? Venue and physical access - Is there step-free access throughout the venue? - Are accessible toilets available? - Are gender-inclusive toilet options available? - Is accessible parking or a drop-off point available on site? - How close is the venue to accessible public transport? Which is the nearest step-free station or accessible bus stop? - Are emergency exits accessible and clearly marked? - Are accessible evacuation procedures in place, and can they be briefed to attendees and staff on the day? Spaces and environment - Is a quiet room or sensory break space available? - Is a prayer room or private reflection space available? - Can the room layout be arranged to suit our session format, with clear sightlines and dedicated wheelchair spaces? - Is flexible seating available, including chairs with and without arms? - Can background noise be minimised during the event? - Can lighting be adjusted if needed? Food and dietary needs - Can dietary requirements be collected and catered for in advance? - Will food and drinks be clearly labelled with ingredients and allergens? Thank you — a brief written response to each question would help us share accurate information with attendees.
This helps you gather information before committing to a venue. It doesn't replace your own accessibility declaration. Once you've chosen a venue, complete the checklist using the information they have confirmed.
Venue and physical access0 of 7 marked
- Step-free access throughout the venue
Why this 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 may benefit: Wheelchair users, people with mobility conditions, parents, people with luggage, and disabled speakers, panellists and facilitators as well as attendees.
Practical tip: 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.
- Accessible toilets available
Why this matters
Without accessible toilets, many disabled attendees simply can't stay for a full session.
Who it may benefit: Disabled attendees, people with health conditions, older attendees.
Practical tip: Confirm the toilet is unlocked, unobstructed and not being used for storage on the day.
- Gender-inclusive toilet options available
Why this matters
Gender-inclusive options make the venue safer and more comfortable for trans, non-binary and gender-nonconforming attendees.
Who it may benefit: Trans, non-binary and gender-nonconforming attendees.
Practical tip: Even a single clearly-signed all-gender cubicle helps.
- Accessible parking or drop-off point available
Why this matters
For many disabled attendees, driving or being dropped off is the only workable way to reach the venue.
Who it may benefit: Blue badge holders, people with fatigue or pain, people travelling with equipment.
Practical tip: Share the exact drop-off location and any barrier codes in joining instructions.
- Close to accessible public transport
Why this matters
Distance from step-free stations and accessible bus routes directly affects who can attend.
Who it may benefit: Attendees without a car, disabled attendees relying on step-free stations.
Practical tip: Name the nearest step-free station and any accessible bus stops in joining instructions.
- Emergency exits are accessible and clearly marked
Why this matters
Emergency routes that involve stairs or narrow doors leave some attendees behind.
Who it may benefit: Wheelchair users, people with mobility conditions, Deaf attendees who may miss audio alarms.
Practical tip: Walk the accessible evacuation route yourself before the event.
- Attendees are told the accessible evacuation arrangements in advance
Why this matters
Attendees and staff need to know accessible evacuation routes and personal emergency plans in advance.
Who it may benefit: All attendees, and staff supporting them.
Practical tip: Cover accessible evacuation in the opening housekeeping notice.
If the venue has a detailed accessibility page or guide, add the link here. This might be the venue's own access page or a listing on a service such as Sociability or AccessAble.
This is optional and isn't counted as a checklist item. Leave it blank and it won't appear anywhere.
Spaces and environment0 of 6 marked
- Quiet room or sensory break space available
Why this matters
A quiet space lets neurodivergent attendees, migraine sufferers and anyone overwhelmed take a break without leaving the event.
Who it may benefit: Autistic and neurodivergent attendees, people with sensory sensitivities, anyone feeling overwhelmed.
Practical tip: Signpost the room clearly and keep it low-light, low-noise and unstaffed.
- Prayer room or private reflection space available
Why this 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 may benefit: Attendees of many faiths, and anyone needing private time.
Practical tip: A clean, quiet room with a clear direction indicator is enough for most needs.
- Room layout suits the format (clear sightlines, wheelchair spaces)
Why this matters
Layout affects whether wheelchair users, lip-readers and BSL interpretation users can actually see and follow the session.
Who it may benefit: Wheelchair users, Deaf attendees, lip-readers, people with low vision.
Practical tip: Leave wheelchair spaces integrated with seating, not at the back or in the aisle.
- Flexible seating (chairs with and without arms, wheelchair spaces)
Why this matters
Chairs with arms help people stand up; chairs without arms suit larger bodies; wheelchair spaces let people stay in their own chair.
Who it may benefit: Older attendees, larger-bodied attendees, wheelchair users, pregnant attendees.
Practical tip: Mix chair types across the room rather than clustering them.
- Background noise will be minimised
Why this matters
Background noise disproportionately affects people with hearing loss, autistic attendees and anyone processing a second language.
Who it may benefit: Hearing aid users, autistic attendees, people with auditory processing differences.
Practical tip: Close doors to catering, mute AV fans and choose rooms away from busy corridors.
- Lighting can be adjusted if needed
Why this matters
Bright, flickering or overly dim lighting can trigger migraines, sensory overload or make lip-reading impossible.
Who it may benefit: People with migraines, autistic attendees, lip-readers, people with low vision.
Practical tip: Know how to dim or switch off overhead lights before the session starts.
During the event0 of 7 marked
- Live captioning (CART) available
Why this matters
Professional live captioners produce far more accurate captions than auto-captioning tools, especially for names, jargon and multiple speakers.
Who it may benefit: Deaf attendees, people with hearing loss, anyone processing spoken English as a second language.
Practical tip: Book a CART provider one to two weeks in advance and share slides and speaker names beforehand.
- Hearing loop available
Why this matters
A hearing loop transmits audio straight to hearing aids on the T setting, cutting out room noise and reverberation.
Who it may benefit: Hearing aid users, including many older attendees.
Practical tip: Ask the venue whether a loop is installed and tested, or hire a portable loop for the speaker area.
- British Sign Language (BSL) interpretation available
Why this 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 may benefit: Deaf BSL users.
Practical tip: If budget is limited, ask at registration whether anyone needs BSL — you can then decide whether to book.
- Breaks are included at least every hour
Why this matters
Long sessions without breaks disadvantage people with chronic conditions, pain, sensory needs, and caring responsibilities.
Who it may benefit: A very wide group.
Practical tip: Aim for at least one 10-minute break per 60 minutes of content, if it is interactive you can be a little more flexible.
- Multiple ways and enough time to participate
Why this 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 may benefit: Neurodivergent attendees, people with anxiety, speech or hearing differences, people processing a second language, and anyone who prefers written participation.
Practical tip: Offer a written way to contribute where possible. Use a microphone for audience questions, or repeat each contribution clearly into the microphone.
- Attendees can listen without being expected to speak
Why this 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 may benefit: Anxious attendees, neurodivergent attendees, people who process speech slowly.
Practical tip: Say clearly in the joining information that attendees are welcome to listen and observe without contributing out loud.
- Speakers will describe important visual information
Why this matters
Reading slides live is hard for many people, dyslexic attendees, screen reader users, people processing a second language.
Who it may benefit: Neurodivergent attendees, screen reader users, anyone who processes better at their own pace.
Practical tip: Ask speakers to describe images, charts and diagrams as they present.
Networking0 of 1 marked
- Does this event include networking?
Food and dietary needs0 of 2 marked
- Attendees can share dietary requirements in advance
Why this matters
Asking in advance lets caterers cover allergies, religious requirements, medical diets and preferences properly — not as an afterthought.
Who it may benefit: People with allergies, coeliac disease, diabetes, religious dietary needs, and many more.
Practical tip: Include a free-text dietary field at registration, not a short tick-list.
- Food and drinks labelled with ingredients and allergens
Why this matters
Clear labelling lets attendees with allergies, coeliac disease or religious requirements eat safely without interrogating staff.
Who it may benefit: Attendees with allergies, coeliac disease, or religious dietary needs.
Practical tip: Label each dish with the 14 major allergens and whether it contains meat, fish, dairy or alcohol.
On the day — staff and support0 of 3 marked
- Identifiable, briefed staff available to help, including at arrival
Why this 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 may benefit: Disabled attendees, people with access requirements, first-time attendees, people arriving alone and anyone unsure where to go.
Practical tip: 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.
- Clear, high-contrast signage to toilets, exits and the quiet room
Why this matters
Good signage saves attendees from having to ask, which many disabled or anxious attendees find tiring or intimidating.
Who it may benefit: People with low vision, cognitive fatigue, anxious attendees, first-time visitors.
Practical tip: Use large text, strong contrast and simple icons; place signs at eye level for both standing and seated attendees.
- Staff briefed on accessible evacuation and how to support attendees
Why this 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 may benefit: All attendees, especially those with mobility, sensory or cognitive needs.
Practical tip: Assign named staff to check the accessible evacuation route and any refuge points.
After the event0 of 4 marked
- Recording available afterwards
Why this matters
A recording lets people revisit content, join late, or attend in principle when the live time doesn't work.
Who it may benefit: Carers, people with fluctuating conditions, people in other time zones.
Practical tip: Both Zoom and Teams record to the cloud in one click.
- Recording includes captions or transcript
Why this matters
A transcript is searchable and translatable in a way a video isn't.
Who it may benefit: Screen reader users, researchers, journalists, people who prefer reading.
Practical tip: Otter.ai and YouTube auto-generate transcripts, a light edit is usually all that's needed.
- Key materials shared afterwards in an accessible format
Why this matters
Accessible follow-up materials allow people to revisit information, catch anything they missed and use assistive technology to read the content.
Who it may benefit: Everyone, especially people who missed details on the day.
Practical tip: 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.
- Attendees are given a way to give accessibility feedback
Why this matters
The people best placed to tell you what to improve are the ones who just attended.
Who it may benefit: All attendees.
Practical tip: Add one open-text question to your post-event survey: 'Was there anything that made it harder to take part?'
How this checklist was built
This checklist draws on established accessibility guidance, including resources from the W3C Web Accessibility Initiative, UCL and Business Disability Forum, alongside professional experience in equity, diversity and inclusion. It focuses on common, well-evidenced considerations rather than every possible need, and is reviewed and improved over time using feedback from the people who use it.
When should I complete this?
Ideally, start while you're planning the event, when there is still time to make changes. Complete and share the declaration before promoting the event so attendees have the information from the start. You can begin with what you know and update it as details are confirmed.
Important access update (optional)
Use this only if something has changed or there is important information attendees should see immediately. This isn't a checklist item and doesn't affect your totals.
Contact for access queries
Access Declared doesn't collect or store contact details. Before sharing your declaration, add your organisation's preferred contact route so attendees can ask about anything not covered.