People with extra accessibility needs may not submit abstracts or respond positively to invitations to speak if they are unsure whether their needs will be met, or if they’ve had past negative experiences. Ensure delegates or invited speakers know what the accessibility of the event will be like before you invite them or circulate the Call for Papers. Also add estimated costings of accessibility expenses so they can plan for funding. If inviting speakers, please consider the gender balance and whether you have included speakers from the global majority.

If someone is a carer, are you able to offer support for alternative care or a free place for them to attend with the person they are caring for? If the person requires a carer to attend with them, are you able to offer a free place for them to attend?

If alcohol will be served, plan separate spaces without alcohol.

Consider how food allergies will be accommodated: confirm with caterers that adapted food will be clearly labelled and placed separately from the standard food.

Are you providing childcare? If this will be available let people know cost and when booking will open. If not, make it clear that children are able to attend with parents if needed.

Consider alternative options regarding reimbursement and travel costs for people who cannot pay in advance, such as those on a low income.

Consider a hybrid or remote presentation option. Can you record presentations and have them available to online and in-person attendees later? Can you set up a live stream through a service such as YouTube, Zoom or Teams?

Consider how you will provide networking opportunities for those attending remotely - can they interact with in-person attendees, with other remote attendees, or not at all?

Consider having networking opportunities during core hours, not just at the beginning and end. Remote attendees or those with caring responsibilities will find it harder to access networking opportunities outside core hours.

Consider allowing presenters to pre-record themselves speaking about their poster and then adding a QR code to this recording on the poster, to allow for anyone not able or comfortable to do so in person.

Make digital copies of posters available online.

Give clear guidance on times when presenters should be near their posters.

Plan a soft start (10am?) to allow carers and parents to arrive.

Indicate which parts of the programme are less important, for those who require extra breaks or time to rest.

Be clear around length of time for each session and allow plenty of time to move between sessions.

Highlight accessible hotels in the information for attendees.

Ask attendees for accessibility needs in addition to what you're already providing, ensuring this is a separate question to asking about dietary needs. If possible, provide a link to your accessibility statement from this question.

Follow up after registration with attendees who have requested adjustments: offer a solution, or ask for more detail.

Give delegates information about your accessibility provision before they register.

Include information about accessible travel, including blue badge parking near the venue; whether public transport is step-free accessible; availability of taxis; walking distances between transport hubs, venues and accommodation.

Reserve extra room(s) for sensory space / quiet mealtimes.

Make sure all rooms are physically accessible (step-free access and space for wheelchairs) and also have a hearing loop.

Check that fire alarms link to the hearing loop system and LifeLine pagers.

Advise d/Deaf attendees to bring a LifeLine pager.

Go to each room and check the accessibility features for yourself. The room finder site lists some accessibility features but an in-person visit is the best way of confirming what's available.

Check the diversity calendar to be aware of any religious holidays or other significant dates which overlap with the conference – e.g.: school holiday dates.

• Newcastle University diversity calendar

Ensure that service animals have enough space to rest during the event – usually sitting at the front row will be OK.

Provide information about nearby toileting and watering facilities for service animals, e.g. directions to a nearby park or dedicated dog toilet.

In quiet spaces, post information about use of the space (e.g. devices on silent, no raised voices)

Give directions along any recommended routes to the event space, including step-free routes, with photos. Ideally, a video showing the route in to the event space and important features such as toilets and the quiet space can help highlight any access barriers.

Make signs large enough to be seen by people with visual impairments – minimum 16 point text

• Gov.uk advice on accessible print publications
• UK Association for Accessible Formats advice on creating clear print and large print documents

Allow attendees to move around or leave during presentations.

To alleviate anxiety, provide a step by step guidance of ‘what to expect’ and provide a link to this information. You can make it less ‘text heavy’ by including pictographs.

Take photographs of the entrances and inside of each room.

• Newcastle University room finder has photos of insides of most rooms.

Provide information in advance about strobe lighting, loud noises or sound effects during presentations.

Give information about prayer rooms and washing spaces that attendees can use. A quiet room can often also be used as a prayer room.

• Map of faith facilities on Newcastle University campus

Give information about nearby accessible and gender neutral bathrooms, breastfeeding facilities, and baby changing facilities.

Ensure all information is accurate and available online in advance of the event. On the day, provide printed copies of the most important information.

Tell presenters about any adjustments that attendees have requested and discuss how they can be satisfied.

Ask presenters to make slides available in advance (you will need a place to host them or a way to circulate them). You can’t usually ask for slides too far in advance of an event, but try to make sure you have them by the day of the event.

Live streaming an in-person event can widen access to those who can't be there on the day, for whatever reason.

Tell presenters what facilities are available in the room, e.g. computer, HDMI connection, projectors or screens. Link to the page on the room finder site.

• Newcastle University room finder

Tell presenters that they will be expected to use a microphone when presenting in-person and remind them on the day. Be careful about feedback - establish where it is safe to stand and speak without feedback. If using a fixed mic, ask presenters not to walk away from it while speaking. Be aware of lip-reading challenges: while speaking, presenters should face the audience. Online viewers will find it harder to lip-read: try to zoom in on the presenter's face. Make sure captions are turned on for any embedded videos

Ask if there will be any sensory challenges in their presentation, such as sounds or flashing lights, and note these in the programme.

Ask if the presentation will touch on any topics that attendees may want to be warned about, such as abuse or graphic images.

Ask presenters to repeat questions from the audience before answering them, or get the session chair to repeat questions into a microphone.

Offer a ‘reduced queueing’ option for lunch/refreshment breaks.

Offer a quiet space to eat which is separate to the sensory space.

If hosting an event during a time of fasting (e.g. Ramadan), allow a space for those who are fasting and may not want to be around food.

Consider if you need highchairs. If it is a standing lunch ensure there are places for people to sit/rest/use a table if needed.

Clearly label special order foods so that people who need them can identify them, and so that other attendees don't take them.

Make it easy to report any accessibility needs that are not working eg: loop system broken. You could post a QR code linking to a form or app for asking questions anonymously.

If you're not providing food, suggest where people can get food following dietary requirements, e.g. halal. Especially in summer time!

Arrange a person / place where people can ask for information during the event. This could be a help desk or just a visible named person.

Make the schedule available in accessible formats online. Ideally a web page. Produce copies of the schedule in large print and on coloured paper as needed.

Have printed copies of all information available, ideally as standard, but definitely for those who request it.

Include questions about accessibility - could they access everything they wanted to? - and anything else you could do in the future.

Should be advertised in advance of abstracts closing (so that parents/carers are happy to submit)

The start/finish times of available childcare must extend beyond the start/finish time of the event to allow parents time to drop off/collect their children.

Check the company you are using – need to have insurance and a minimum ratio of staff-to-children.

Interpreters need booking well in advance as they can be difficult to find. An alternative is using automatic live captioning through PowerPoint/Teams etc. But be aware it has its limits! BSL is the most common sign language in the UK, but check with presenters, particularly those from outside the UK. There are different regional dialects of sign language; check audience members' preference.

• NRCPD register of interpreters
• RNID information on booking a BSL interpreter

Reimburse attendees' expenses arising from travel or needs while at the event. Offer to pay in advance preferably. If that's not possible, then payment needs to be returned quickly. This will make your event more accessible to those on a low income.