Organising inclusive, accessible events

ETH stands for a culture of openness and inclusion. Let staff, participants and speakers know in good time why your event should be fully accessible. In this way, they¡¯ll be more understanding of any measures that must be taken to remove barriers.

Can participants enter the venue without going up or down steps? Are the doors wide enough for a motorised wheelchair? Are there directions for people with visual impairments? Make sure your venue is as accessible as possible: think about physical access, arrival and departure, sound technology and presentation materials.
Bear in mind that the participants may not be the only ones requiring barrier-free access; speakers and presenters may need it too.

Information on venues ?

Your event programme should appeal to several senses (auditory, visual, tactile) and be structured in such a way that all participants can follow the sequence easily. Place important and complex content straight after a break and plan enough breaks (i.e. after approx. 30 to 90 mins).

Let participants know in the invitation that the event will be barrier-free and actively inquire about their individual needs. For example:
?We strive to make our event accessible and barrier-free. Should you have a special need, please contact us at ...? ().

Use plain, simple language for all information materials; make sure that they are well laid-out and the font type and size is easy to read (e.g. Arial 14 pt.)

Design an open, uncluttered entrance and registration area, with easy-to-read signage in high contrast colours, such as black/white. Take into account the movement and turning radius for wheelchairs, so that users can get about freely. Arrange for sufficient assistants on site and ensure that they are clearly identified.

Speakers should adapt their presentation style to the audience and speak slowly and clearly so that everyone can follow. Presentation equipment and technology must be height adjustable to suit shorter speakers and those in wheelchairs.

Breaks are important, and not just for people with disabilities. Ideally, schedule a break of at least 15 minutes after 45 minutes (or after 90 minutes at most). Script and sign language interpreters usually change shifts every 15 to 20 minutes.

If possible, offer a livestreaming service where participants can interact via the chat or comment function. It¡¯s important to assign a person to relay these comments to the plenary and ensure that all questions are answered.

Post the presentations and event minutes as accessible PDFs on the event webpage. If possible, upload video recordings of the presentations too, with appropriate subtitles. This will also benefit those who were unable to attend due to disabilities or special needs.

Now is the right moment to prepare for your next event! Set up a comment or rating feature on the event webpage and, if you like, supply contact information for the speakers.