An important aspect of accessibility is providing information about the event to potential participants. For many people with disabilities, this extends beyond the usual marking and promotion. They are not just evaluating their interest in the potential topic, but they are also considering:

How accessible the event will be
How welcoming the event will be for people like them
What supports will be available to them
What accommodations they may need to request

When an individual has experienced inaccessible environments in the past, they are often very strategic about which events they attend and why. It is important that you share as much information about accessibility as early as possible. This will not only be a way to share about the possible supports, but also to help possible participants understand if the event will be effective for them.

As previously noted (Key Consideration 1: Accessible Materials and Technology), any outreach materials should also be accessible.

Suggestions

Meeting Information

Include the following in promotional materials:
- Meeting details and an agenda when possible
- Information about accommodation needs, including food allergies and chemical sensitivities, before the event via email or phone (Event Checklist)
- Information about how to request materials in alternative formats (email (including text format), social media, website, posters, flyers, etc.
- Accommodations contact
Before sending any materials, check materials for accessibility
Include disability representation in promotional materials
Ensure information about technology being used is available
Ensure all email communications are accessible
Ensure all forms and surveys are accessible
Nametags. There are multiple ways to be inclusive through the use of name tags such as including pronouns
Signage. Provide multiple signage from multiple directions and entrances
Reminders. Before meeting/event, send multiple reminders with the description of the layout of the room, parking instructions, and available bathrooms. Attach agenda/materials in advance and accommodation processes.

Follow-Up

On surveys include information about accessibility and inclusion
Discuss improvements for future events with participants
Ensure all future marketing and evaluations are accessible
Develop a planning checklist for future events
Provide feedback to vendors

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