Accessibility Checklist for Community Events in Australia
A practical checklist for more accessible community events, covering registration, transport, entry, seating, toilets, communication, sensory needs and accurate public information.
16 August 202610 min readAusLanka Editorial Team
Accessibility is part of planning a good event, not a final checkbox beside “buy more tea.” It helps people decide whether they can attend, request what they need and take part with dignity.
No checklist can describe every person or requirement. Start early, involve people with disability, ask useful questions and publish accurate information without making assumptions.
Invite input from people with relevant lived experience
Record how requests will be received and handled
Do not rely on one volunteer to “sort it out on the day.” Give the work time, authority and budget.
2. Offer an accessible information and registration process
Use clear language, readable contrast, meaningful headings and accessible document formats. Make registration usable by keyboard where possible and avoid putting essential details only in an image.
Provide more than one contact method when practical. Ask a neutral question such as: “Do you have accessibility or participation requirements you would like the event team to know about?”
Explain how the information will be used and protect it. Do not ask for a diagnosis when the organiser only needs to know the practical adjustment.
3. Describe transport and arrival accurately
Nearest accessible public transport
Distance and surface from the stop
Accessible parking location
Passenger drop-off area
Kerbs, gradients, gates or construction
Safe route after dark
Confirm the information close to the event. “Five minutes from the station” is not a measurement and can become twenty minutes when the lift is unavailable.
4. Check the complete step-free route
Follow the route from parking or drop-off to entry, registration, seating, toilets, food areas, stage spaces and exit. Check doors, thresholds, lifts, ramps and turning space.
Keep the route clear during setup. The accessible entrance must not become the official storage area for folded tables and a decorative coconut tree.
5. Make check-in and queues workable
Provide a visible help point
Keep pathways and exits clear
Offer seating near long queues
Allow a support person to remain with the attendee
Prepare a manual option if technology fails
Brief staff about priority assistance without making assumptions
Ask before helping. Do not grab a person, wheelchair or mobility aid.
6. Plan inclusive seating
Provide wheelchair spaces in useful locations with companion seating, rather than isolating people at the back. Keep aisles wide enough for the intended route and offer varied seating where practical.
Reserve suitable spaces based on requests while avoiding unnecessary public labels about an attendee’s needs.
7. Inspect toilets and change facilities
Confirm location, access route, signage, fixtures and whether the accessible toilet is actually available. Do not allow it to become a cleaner’s storeroom.
Publish accurate information about available facilities. If a suitable facility is not present, investigate alternatives and tell attendees before they travel.
8. Support hearing and communication access
Use microphones for all speakers
Ask audience members to use a microphone for questions
Consider Auslan interpreting or live captioning based on requirements
Test hearing augmentation systems
Provide written copies or summaries where appropriate
Face the audience and keep lighting on speakers
“I have a loud voice” is not a substitute for a microphone. It usually means the back row receives the vowels and the front row receives a weather event.
9. Make visual information readable
Use large, high-contrast signs at decision points. Keep wording consistent between the listing, venue signs and program. Do not depend on colour alone to communicate categories.
Add alternative text to meaningful online images. Provide accessible versions of programs, maps and menus where possible.
10. Consider sensory needs
Describe loud sound, flashing light, smoke effects, crowds or other intense conditions before ticket purchase. Provide a quiet or lower-sensory area where practical and explain how to find it.
Schedule calmer arrival periods or sessions when the event format allows. Train staff to respond respectfully to requests.
11. Include assistance animals and support people
Brief the venue and staff about applicable access arrangements. Provide space and practical information without distracting or feeding an assistance animal.
Explain ticket or registration arrangements for support people clearly and review legal obligations with qualified advice.
12. Make food service easier to navigate
Keep serving areas physically accessible and menus readable. Provide seating or table options that work for different people.
State dietary and allergen information carefully, using the caterer’s verified information. Do not promise an allergen-free environment unless that can be supported.
13. Include performers, speakers and workers
Accessibility applies behind the scenes too. Ask speakers, performers, vendors, volunteers and staff about requirements for arrival, stage access, change areas, schedules and communication.
A stage that is accessible only by stairs can exclude a speaker even when the audience area is step-free.
14. Plan emergency information inclusively
Discuss evacuation, alarms, assembly areas and individual assistance with the venue. Use both audible and visible information where required and brief authorised staff.
Never block exits or accessible routes. Confirm who makes decisions during an incident.
15. Train the event team
Share accurate access information
Explain how to respond to requests
Use respectful, person-led assistance
Protect private information
Identify the escalation contact
Rehearse entry and emergency processes
Staff do not need to know every answer, but they should know who does.
16. Publish accurate information on AusLanka
Use the event and venue details to explain step-free entry, parking, transport, seating, toilets, hearing or captioning support, sensory conditions, companion arrangements and the contact method for requests.
Avoid vague labels such as “fully accessible.” Describe the verified features and known limits so each attendee can assess their own situation.
17. Review after the event
Invite feedback in accessible ways. Ask what helped, what created a barrier and what should change. Record actions for the next event without publishing personal information.
Final accessibility check
People can request adjustments privately
Transport and arrival information is current
The complete route has been inspected
Queues, seating and toilets are considered
Communication supports have been tested
Sensory conditions are described
Support people and assistance animals are planned for
Staff understand their role
Emergency arrangements include access
The AusLanka listing states verified features and limits
An accessible event is usually a better-organised event for everyone: clearer information, smoother entry, safer pathways and staff who know what to do. Plan early, listen carefully and tell attendees the truth about the venue. Hospitality begins before the first cup of tea is poured.
This article provides general information only and is not legal, building, safety or accessibility advice. Seek input from people with disability and qualified professionals for your event.
