Office of Inclusive Design

Accessible Events Checklist

When planning an event, ask yourself:

“Can everyone access this experience?”

Download Checklist

  • Use microphones whenever available
  • Repeat audience questions into the mic
  • Provide captions for videos and recordings
  • Enable live captions whenever possible (Zoom, PowerPoint, etc.)
  • For larger events, request ASL interpreters and/or CART captioning in advance
  • Speak clearly and spell out uncommon names/terms for interpreters/captioners
  • Ensure audio equipment is clear and volume adjustable
  • Advertise assistive listening systems if available
  • Offer livestream or virtual attendance options when possible
  • Record events for asynchronous viewing
  • Ensure recordings include captions or transcripts
  • Make sure virtual attendees can clearly hear and see content
  • Ensure wheelchair-accessible navigation pathways
  • Avoid loose cords or floor hazards
  • Confirm accessible entrances, elevators, bathrooms, and seating
  • Include accessibility directions if entrances/routes are unclear
  • Avoid fixed-furniture rooms when flexibility is needed
  • Ensure accessible seating is integrated into the event space
  • Use large, readable text with strong color contrast
  • Verbally describe important visuals and slide content
  • Provide large-print or braille materials when applicable
  • Use alt text/image descriptions in digital promotions
  • Label ingredients and allergens clearly
  • Include vegetarian, vegan, and gluten-free options when possible
  • Avoid common allergens when appropriate
  • Provide accessible utensils, cups, napkins, and straws
  • Offer quiet or low-stimulation spaces for high-energy events
  • Encourage scent-free participation when possible
  • Include break times during long events
  • Keep room temperatures reasonably comfortable
  • Avoid scheduling events after public transit hours when possible
  • Clearly advertise available accessibility accommodations
  • Include a contact person for accessibility requests/questions
  • Use clear event start/end times and stick to them
  • Include trigger/content warnings when needed
  • Use pronouns on nametags or virtual display names
  • Ensure staff/volunteers understand accessibility procedures
  • Provide language interpretation whenever applicable
  • Offer gender-neutral restrooms whenever possible
  • Consider child-friendly accommodations when relevant

Need help planning an accessible event?

Contact the Office of Inclusive Design:
asuwoid@uw.edu

Submit your request for Inclusive Events Funds here.