Unless it is a 'walk-in' event, it is ideal to provide a confirmation sheet to all participants who are invited or have expressed an interest to attend it. The sheet can ask for details such as:
- Dietary intolerances/ allergies
- Reasonable accommodation requirements (See section titled "Reasonable accommodation" below.)
- Will they attend on their own or come with a support person, or would they require a support person to be provided by the organizers?
- What is their preferred means of being contacted with regards to the event and the information provided in the form?
- What is their preferred format for materials to be given at the event (if applicable)?
You can host this form online, even via Google Forms. However, you should keep in mind how best to ensure that the form is accessible8.
For some events, such as conferences or trainings, facilitators prefer that participants read or view some materials in advance. The most practical way to do this is to email all materials to all participants. Make sure that the materials are accessible to someone using a screen reader. Scanned copies or photos of printed materials may not be readable. Verify whether your documents are accessible through a colleague who uses a screen reader. If you do not know anyone who uses a screen reader, you can try verifying this yourself9.
On request, materials should be made available in Braille. There are several Braille printing presses in India10. Organizations such as the National Association for the Blind11 and the All India Confederation of the Blind12 run Braille printing presses. Rehabilitation and Vocational centres such as Worth Trust located in Chennai13 also provide these services.
Budget for: materials in Braille.
An information sheet regarding the logistics of the event should be circulated well in advance of the event to all confirmed participants. The document should contain details on:
- Date and time of the event
- How to reach the event venue - address, directions, Google Map location etc.
- Catering arrangements
- Draft Schedule, if available, with duration of breaks
- What materials will be provided to participants during the event
- Accessibility measures and availability of reasonable accommodations and contact person in this regard
- Specific instructions to participants, if any
During the event
Display the schedule on a soft board/ noticeboard with the use of different colours to differentiate the sessions. The placard/ sheet of paper bearing information about each session can be pinned or pasted on a sheet alongside another sheet that displays only the time slots. This makes it easy to reschedule sessions, if necessary.
Example of the scheduling method described above
After the event
Providing materials for participants to take home
Consider environmental concerns and put materials on a USB drive. If that is not feasible, include a question on the confirmation sheet (See section titled "Confirmation sheet" above) asking the participants if they would like to take copies of the event handouts/ materials with them.
Seeking feedback after the event
Include questions asking participants to evaluate the arrangements made for accessibility and reasonable accommodation,d how included (or not) they felt in the event, and how you could make future editions of the event better. Ensure that the format of the questionnaire is accessible as explained above.
Budget for: USB drives for take conference materials home.next: Event activities