Five checks for accessible event information

1. Can visitors find the essentials without reading a poster?

Put the event name, date, start and finish times, location, cost and booking arrangements directly on the webpage. People should not need to decipher text inside an image to discover whether the event is relevant.

Explain who the event is for and what will happen. A description such as “community afternoon” leaves unanswered questions about activities, age suitability and whether someone can attend on their own.

Use ordinary headings and short paragraphs so the information is easy to scan. A downloadable leaflet can supplement the page, but it should not be the only source of essential details.

Check the information on a phone. If the visitor has to zoom into a poster or scroll across a wide document, the presentation needs attention. Keep practical updates on the webpage rather than spreading them across several social posts.

2. Is the venue access information specific?

Describe the actual arrangements you have checked rather than relying on a broad claim that the venue is accessible. Different visitors need different information to make their own decision.

Useful details may include the entrance to use, steps along the route, accessible toilet availability, nearby parking and the distance from a drop-off point. Confirm these with the venue and identify any limitations honestly.

For example, a building might have a step-free entrance at the rear while its advertised main entrance has steps. Publishing the correct arrival route is more helpful than a general accessibility badge.

If you do not yet know a detail, say who can confirm it. Avoid promising that every requirement can be accommodated before you have checked. Clear limits and a responsive contact are better than reassurance that turns out to be inaccurate.

3. Does accessible event information explain the format?

Explain what participation involves, including breaks, expected movement, sound, seating and any online component. Visitors may need to plan around more than physical access to the building.

For a workshop, say whether it includes group discussion, practical activity or extended periods of sitting. For an online event, name the platform and explain how participants receive joining instructions.

The W3C checklist for accessible events covers planning for varied accessibility needs, including materials and communication. Use it to help identify arrangements to confirm with the venue and speakers.

Publish confirmed support clearly. If captions or a hearing loop are available, explain the arrangement. If an activity includes loud music or flashing effects, provide relevant advance information rather than leaving people to discover it on arrival.

4. Can someone book and request support easily?

Test the booking route and provide a clear way to ask about access requirements. A visitor should know whether they need a ticket, whether places are limited and how to get help with the process.

Use descriptive link wording such as “Book a place at the workshop”. Check that the booking destination gives the same date, location and price as the event page.

Ask only for information needed at that stage. Someone enquiring about a quiet space should not have to disclose detailed medical history in a public comment or an unsuitable form.

Explain who receives access enquiries and when people can expect a response. Offer an alternative contact route where practical. Do not assume that everyone can complete an online form or make a telephone call comfortably.

5. Who checks changes and keeps the page current?

Assign someone to update the event page when arrangements change. That includes cancellations, a different entrance, altered timings or a change to the booking process.

Review the page against your confirmation email and promotional materials. Conflicting details create avoidable uncertainty, particularly for someone arranging assistance or transport.

Before publishing, ask a colleague to use only the webpage to plan the visit. Have them identify what they would still need to ask. This practical check can reveal missing information that the organiser takes for granted.

After the event, clearly mark it as finished or replace the page with relevant follow-up information. Do not leave an old booking button looking current.

If your organisation needs a website that makes event details easier to manage, explore JigiWeb’s charity website service. Bring your current event page so we can discuss where information or navigation needs improving.