Part 2: Inclusive & Accessible Events
The University of Lincoln aims to be both inspirational and motivational, exploring and challenging our attitudes and behaviours across the range of protected characteristics and disadvantaged groups. We want to ensure that our events are accessible to, and inclusive of, a wide audience. Our guidelines are written as a series of questions to help you ensure that the events and activities you plan have inclusivity embedded throughout the planning process
Planning Considerations
This guide should be consulted when planning events, celebrations and activities, to ensure they are accessible to all members of the community, including those with protected characteristics.
Download the Inclusive Event Planning Checklist to help plan your inclusive event.
For larger events, you will need to consider an Equality Impact Assessment
Representation
- Is the planning committee diverse, with representation from a range of protected characteristics and underrepresented groups, including gender balanced?
- Does the planning committee include stakeholders from the communities the event is targeted at / is relevant for?
- Is the programme of speakers / facilitators / presenters representative of a diverse range of protected characteristics and underrepresented groups, including gender balanced?
Timing of the event
- Is the timing appropriate for those with caring responsibilities? if not, ensure the event is advertised with enough notice to allow those wanting to attend to arrange cover for caring commitments.
- Does the date/timing conflict with religious/cultural celebrations, festivals or rituals? Check out our Cultural Calendar if you're not sure.
- Have you considered making the event available online either during or after the event, for those unable to attend?
- If the event will run longer an hour, has time been allowed for scheduled breaks?
Choosing a venue
- Is there is adequate lighting?
- Is it wheelchair accessible?
- Is the space large enough to accommodate Covid considerations?
- Is there accessible parking available?
- Are the lifts and accessible toilets situated close to the event?
- Can catering services accommodate for dietary allergies, intolerances and cultural/religious requirements?
Promotion/Marketing
- Are promotional materials provided in a diversity of formats to ensure accessibility to community members with disabilities?
- Is the event being promoted far enough in advance to allow for those with caring responsibilities to make necessary arrangements?
- Has a named contact (phone and email) been given for those with accessibility requirements / concerns relating to the event, including dietary requirements?
- Do the written promotional materials use high contrast colour (e.g. dark text on a light background) and easy-to-read fonts, such as Arial size 14pt or larger?
The Main Event
- Are materials being provided in advance (hard copy and / or electronic) for those that need them?
- Are tables, displays, information and refreshments arranged in an accessible way, easily reached by everyone (including those in wheelchairs)?
- Is seating provided close to the speakers for those with hearing and visual impairment?
- Are microphones / sound systems in place for speakers?
- Are hand-held / roaming microphones available for Q&A sessions? Is there a designated person responsible for this?
- Are hearing loops provided for those with hearing impairment?
- Is the food clearly and correctly labelled to identify allergies, intolerances and cultural/religious requirements?
- If serving alcohol, is there a variety of non-alcoholic drinks available as well?
- For online events, is captioning provided?
- Is there clear signage for lifts and accessible toilet locations?
Presentations
Ensure your speakers / facilitators / presenters are given the following guidelines:
Speaking
- Use inclusive language, avoiding stereotypes, jargon, and acronyms where possible.
- Use descriptive language.
- Speak slowly and clearly and use a microphone.
- Check that attendees can hear you at the back of the room and adjust the microphone as necessary.
Slides
- Text on slides should be at least 18pt
- Ensure there is a strong colour contrast between the background and text. Keep in mind some attendees may be red/green colour blind.
- Allow enough time for everyone to read the slides. Keep in mind that some attendees may have hidden disabilities or be neurodiverse and need more time.
- Text should not overlay an image. If necessary, ensure the colour contrast between the text and image is strong.
- Describe images used on slides and / or include a caption that describes the image (at least 18pt).
Videos
- All videos should use captioning (at least 18pt).
- Video content should be described.
