Planning Accessible Events

The University of Guelph’s Student Experience Department encourages all event planners to prioritize accessibility from the start. Accessibility should not be an afterthought—it should be built into every stage of your planning.

These guidelines will help you create events that are inclusive for everyone, including people with visible and invisible disabilities. This is not a complete list, but it’s a starting point. When unsure, seek advice from experts or contact Diversity and Human Rights.

General Planning Tips

  • Plan for unknown abilities: Don’t assume all participants have the same needs. Design your event with a wide range of abilities in mind.
  • Training is required: All staff and volunteers must complete accessible service provision training. Contact Diversity and Human Rights for more information.
  • Accessible routes: Make sure paths from parking, drop-off zones, and other campus areas are barrier-free and clearly marked.
  • Power-assisted doors: Ensure entrances are easy to identify and accessible. Even a single step or curb can be a major barrier.
  • Mobility space: Ensure that there is a good turning radius for wheelchairs and scooters within the venue, and that there are appropriate places at tables or in the audience.
  • Reserved accessible seating: Politely ask able-bodied participants to move if they are in spaces intended for accessibility needs.

Sharing Information in Advance

  • Let participants know what to expect at the event.
  • Include clear information about accessibility in all promotional materials.
  • Make sure your event website or registration page meets the WCAG 2.0 (as of May 2025) web accessibility standards.

Understanding Invisible Disabilities

Not all disabilities are visible. Keep these considerations in mind:
  • Someone may walk but be unable to climb stairs.
  • A person may do well in small groups but struggle in large or high-energy environments.
  • Some people may need to leave unexpectedly due to a health condition—offer ways to exit without drawing attention.

Washrooms and Facilities

  • Ensure that accessible and gender-neutral washrooms are available and easily accessible.
  • Provide multiple ways to participate, such as written and verbal instructions or quiet breakout options.

Communication and Being Heard

  • Amplify speakers at large or outdoor events so people with partial hearing loss can hear clearly.
  • Reduce background noise where possible.
  • Consider using ASL interpreters or live captioning, especially for presentations with detailed content.
  • Share handouts or presentation slides in advance.

Admission, Service Animals, and Participation

  • Do not charge admission for personal attendants or guides supporting a person with a disability.
  • Service animals are allowed by law in most locations. Make sure others do not interact with them while they’re working.
  • During large activities, be mindful of individuals with mobility or balance challenges. Avoid crowding or sudden movement near them.

Food and Dietary Needs

  • Clearly label all food, especially items with common allergens (e.g., nuts, dairy, gluten).
  • Offer dairy-free, nut-free, and gluten-free options.
  • Provide ingredient lists whenever possible.

Physical Accessibility and Safety

  • Avoid trip hazards. Use high-contrast markings and tactile indicators where possible.
  • Don’t expect people to sit on the ground—provide chairs or seating alternatives.
  • Some individuals cannot tolerate extreme heat or cold. Consider shaded areas or climate-controlled spaces.
  • Ensure all staff working with heavy equipment or hazardous materials are trained and aware of accessibility-related safety considerations.

Inclusion and Respect

People with disabilities want to take part in events just like anyone else. Avoid singling them out or drawing attention to their needs. Focus on creating a welcoming, respectful environment that supports equal participation for all.