Office of Inclusive Design

Accessible Events Checklist

When planning an event or meeting, it’s important to keep this question in mind:

Can EVERYONE access this?  

*Asterisk highlights the points that you need to use when putting on a fully remote (online) event 


☐ Use the microphone if one is available (even if you think your voice is loud enough!) 

☐ If there is a Q&A section, make sure everyone who speaks either has a microphone or their question is repeated into the microphone 

☐ *Ensure all sound equipment is high quality, clear, and volume adjustable  

☐ *For larger events, get ASL interpreters and/or CART captioning (must be requested 10 days in advance from UW Disability Services Office) 

☐ *Talk clearly and slowly, spell out unusual names and words for CART captioners/ASL interpreters 

☐ *If possible, use instant captioning (available through Microsoft Powerpoint and Zoom!)  

☐  *If event is recorded, make sure the recording either has captions or a transcript (if using automated captions make sure to edit for accuracy and sync to audio!) 

☐ *If there is a video playing during the event, add captions  

☐ If available, advertise assistive listening systems (HUB has them for all rooms!)  


☐ Ensure all paper materials are also available in large-print and braille formats (whenever applicable) 

☐ *If there’s a slideshow, audibly describe any images and read any text that’s on the screen  

☐ *If using visual aids (slideshow, poster, etc.) make it easy-to-read (large bold text with high contrast)  

Mobility-aid friendly space 

☐ Furniture is spread out enough to ensure a wheelchair can navigate the space easily  

☐ Building is accessible (push-button doors, accessible bathrooms, ramps, functioning elevators, clear signage, accessible parking nearby, etc.)  

☐ No hazards on the floor (things laying around, loose cords, etc.)  

☐ If the accessible pathway TO the building is not clear, include instructions when advertising for the event (ex- on the FB event page)  

☐ Don’t utilize rooms where furniture is fixed (ex- desks attached to the floor), make it more difficult to change up floor plan for accessibility if needed  

☐ Ensure accessible seating is available (space for wheelchair user to go and still be meaningfully included, NOT just in the corner of the room)  

Remote Access 

☐ *Live-stream the event for anyone who cannot be physically present (Zoom, Skype, FB live, etc.)  

☐ *Record the event and make it available online afterwards for asynchronous access (transcript too!) 

☐ *Ensure that recording/live-stream still includes clear visuals and audio (may require a camera and/or mic depending on room setup) 


☐ Make straws, napkins, plates, cups, and silverware available (compostable if possible! Sustainability is great!) 

☐ Include ingredient labels on all foods (allergen information) 

☐ Include gluten-free and vegan options whenever possible 

☐ Select food that doesn’t have common allergens (ex- peanuts)  


☐ Scent sensitive policy (ask that guests DO NOT use scented products during the event, make unscented soaps/hand sanitizer available near the entrance) 

☐ *Include accessibility information when advertising the event (ex- CART captioning available, scent-sensitive policy, mobility-aid friendly space! But be honest about the level of accessibility.) 

☐ If possible, offer alternative “quiet” spaces, particularly when event is high-stimulation  

☐ *Make it clear who to approach if anyone has accessibility needs that are not already being met  

☐ *If event is longer, account for break times  

☐ Whenever possible, make gender-neutral bathrooms available  

☐ *Use nametags with pronouns (large, clear text). If remote, add pronouns to ‘name’ on Zoom.  

☐ Adjust the temperature in the space so it’s comfortable for as many people as possible   

☐ Don’t plan events for late at night after public transportation has stopped  

☐ *Stick to the advertised start and end times as much as possible  

☐ *Include trigger warnings for any potentially triggering content   

☐ If applicable, provide child-friendly activities and advertise events as child-friendly   

☐ *Ensure all event staff/volunteers are clear on procedures for accessibility (including who to go to if there are any accessibility related requests/questions) 

☐ *Have other language interpretation available whenever applicable  

☐ *Use Image Descriptions/Alt text when advertising event online  

If you need any additional support or have any questions on how to plan accessible events please contact the Office of Inclusive Design (