When planning a conference, meeting or event, organisers need to ensure that they are fully accessible to all participants. The Disability Discrimination Act 1995 requires organisers to make reasonable adjustments to the way in which they arrange their events. Organisers have an anticipatory duty under the Act, to consider what issues might exist, irrespective of whether or not they know someone with a disability is attending. Good practice necessitates that when organising an event employees of Newcastle City Council ensure equal accessibility to all aspects of the event and everyone attending.

The following guidance provides an overview of a number of issues that could be considered to minimize any potential problems and ensure that good practice is achieved.

• When planning a conference, meeting or event you should seek to find a venue which is fully accessible to all disabled people and black and ethnic minority communities. Where possible use local venues with good access via public transport.
• It should be standard practice for access details to be included in any publicity material, which should include a statement offering to make information available in alternative formats and languages on request. Where used, registration forms for events should include scope for an indication of the need for any particular adjustments or requirements.
• If you are organising an open event remember to publicise the event through relevant groups/organisations and possibly through local shops or centres, which members of the community regularly use.
• If you are organising an invitation only event, make sure that you invite delegates from as many different organisations as possible to ensure a wide range of responses. For example, disability organisations can be specific to sensory, physical or mental health issues; remember that not everyone from a particular country has the same cultural background/faith and way of living.
• Make sure where possible that the event is held on a day and at a time on which most members of the community can attend. Religion plays a major part in many cultures, so try to avoid dates of religious festivals or prayer days. If an event has to be organised during a period of religious observance make the reasons clear and if necessary provide a room for prayers.
• Remember that ‘access’ refers to facilities as well as buildings - it covers entrances, floor surfaces, lifts, speaker platforms, lecterns, catering and toilets; and would cover providing extra time, interpreters and communication support, notes in Braille or on audio cassette, large print programmes and auxiliary aids such as portable hearing loops.
• If you are planning on organising small group activities for delegates, ensure that facilitating rooms are accessible for disabled people.
• Ensure that there is room for people with visual or mobility impairments to move about easily, both within the meeting room(s) and when taking refreshments.
• If you think that there may be access problems, either inform people in advance and discuss options or consider alternative fully accessible venues and alternative dates.
• Remember to advertise that the venue is accessible and translators can be made available on request – so as to avoid the possibility of disabled people and ethnic minority communities not attending.
• In some instances it may be necessary to find out the language of the person/group you wish to communicate with and ensure that a translator is present. If a person’s first language is not English, take care to speak slowly and clearly, avoiding jargon or slang.
• Remember to inform reception staff and contributors to the event that you are expecting disabled people and/or people whose first language is not English, who may require additional assistance. Where practicable you should brief contributors in advance, whether there are any specific issues of which you are aware, which may impact on the way they deliver their sessions; for example, providing electronic information in advance for visually impaired delegates, or ensuring that presentations are in accessible formats.
• Appreciate that cultural differences in custom and body language exist and can cause misunderstanding. For example, it is not customary in some cultures to shake hands (especially among women), or look people in the eye. In some instances women may not like to be questioned by a man or you may find that in some cultures men and women may not attend meetings in the same room.
• If lunch or refreshments are to be provided ensure that it caters for the needs of all communities attending e.g. Halal food, vegetarian etc, making sure that the food is clearly labelled. If providing teas and coffees ensure that water and juice is also made available.
• Try to reduce or remove altogether any background noise to help enable people with hearing impairments to participate in the event.
• Make sure that clipboards are available for use by people with manual dexterity and mobility impairments.
• Ensure that the meeting rooms and accessible toilets are clearly signposted.
• Make sure parking arrangements are adequate and designated accessible bays are available; transport information should be sent to delegates prior to the event.