RIBA inclusive events checklist

Using the RIBA inclusive events checklist

The checklist will prove helpful in supporting guests with a range of needs and those who may not always feel that events have been welcoming for them in the past. 

We know that this is a comprehensive checklist and can feel overwhelming. We suggest you use this checklist in conjunction with the main inclusive prompts and tailor it to your specific needs, organisation and event or meeting. 

Download a copy of the checklist (ODT, 38 KB)

Timing 

• Does it clash with significant sporting, staff, religious or cultural events, or school and national holidays? 
• Are any transport strikes planned? 
• Is it appropriate for people with caring responsibilities, or those relying on support workers or carers to attend? 
• Are there any health or weather-related rules in place (including Covid, snow, storms)? 
• Has the date and time been announced early so attendees can plan accordingly? 

 Travel and location 

• Is the venue deemed generally safe, especially after dark? 
• Has a full range of transport options been considered (walking and cycling routes, public transport and private parking)? 
• Has wayfinding support been offered in advance, including entrances/exits for the venue? 
• Is there an accessible car park nearby? 
• Is there cycle storage? 

Venue 

• Have additional support services have been booked well in advance (security, British Sign Language interpreters and similar)? 
• Are name tags required? If so, are they coordinated correctly, with the right name, company, at a size, font and colour contrast that is easily readable? 
• Is there provision for assistance animals? 
• Has appropriate seating been arranged for a variety of attendees’ needs? 
• Is there reliable Wi-Fi and cellular reception? 
• Have venue staff been briefed about inclusion and accessibility? 
• Have photographers and filmmakers been briefed to ensure diversity is captured? 
• Do the photographers/filmmakers have the necessary skills and knowledge to capture brown and black skin tones without over or underexposure? 
• Has the venue provided a copy of their valid insurance? 
• Is childcare available onsite?  
• Are there examples of imagery, paintings and/or decor that can be experienced as culturally offensive or exploitative? 
• Are we supporting a local business (social value)? 
• Is the venue ethical and paying national living wage? 

Physical access and inclusion 

• Is the venue entrance accessible? 
• Are all rooms within the venue accessible? 
• Is there separate male, female, gender neutral and wheelchair accessible toilets and changing facilities? 
• Are the lifts large enough to accommodate a range of wheelchair users? 
• Is there a variety of seating and tables throughout? 
• Is there enough space in the venue for wheelchair users and other guests to move around comfortably? 

Sensory access and inclusion 

• Is the signposting in the venue clear and visible, including temporary signage for the event?  
• If presenting slides or images, is the screen visible and clear from all angles? 
• Are printed copies available? 
• Is there a public address system? 
• Is the lighting adjustable? 
• Will there be flash photography or bright lights and has this been noted on registration? 
• Is there a hearing assistance system available and checked? 
• Is the venue equipped with additional break-out or quiet rooms? 
• Are microphones available? 
• Is the venue temperature controlled? 
• Is the event hybrid and/or recorded? 

Cognitive access and inclusion 

• Have event information and materials been written in plain English or an easy read version? 
• Have schedules and agendas been sent to attendees ahead of time? 
• Has general housekeeping information been provided? 
• Are sessions being presented in a variety of formats (written and verbal, visual aids and similar)? 

Health and safety 

• Is an emergency evacuation possible for all guests (including multiple guests with mobility limitations)? 
• Are exits clearly identified and accessible? 
• Is there suitable first aid/mental health first aid at hand? 
• Do fire and emergency alarms have both audible and visual signals? 

 Virtual/digital accessibility  

• Is the virtual platform compatible with captions and allows you to pin a sign language interpreter? 
• Are videos and live-streamed elements captioned? 
• If hybrid, are the presenters and slides clearly visible? 
• If hybrid, is the sound quality good enough for closed captions? 
• Have detailed sign-in and joining instructions been sent in advance?   
• Have audio descriptions of the content been provided?  
• Is the chat function enabled? 
• Has a live transcript after the event along with event notes and action items been provided? 

Food and beverage 

• Has dietary information been collected from attendees beforehand? 
• Does the menu cater for common dietary requirements (Halal, Kosher, vegetarian/vegan, key allergens and similar)? 
• Are allergens clearly labelled? 
• If alcohol is served, has this been made clear beforehand? 
• Are there non-alcoholic options available that go beyond water and juice? 
• Are there seating and table options? 
• Are there accessible serving points? 

Activities 

• Does the activity require physical or technical participation (running, drawing, cutting and similar)? 
• Are there any height or weight restrictions? 
• Do the activities have a broad general appeal? 
• Has an opt-out option been provided before the event? 

Programming and guests 

• Have the speakers’ access and inclusion needs been checked and met? 
• If the event will be recorded, photographed or filmed, has consent been sought from attendees in advance? 
• Has a balance of people been invited, considering gender, age, ethnicity, disability, and others?
• Have you searched beyond the obvious networks for speakers from diverse backgrounds and experience? 
• Has the agenda/programme been timetabled to ensure a degree of flexibility to include comfort breaks? 
• Have discounted and free tickets been made available, especially for carers and assistants, young people or people from low social mobility backgrounds?  and assistants? 

Communications and marketing 

• Do all invitations have an inclusion and access statement, such as: ‘We want our event to be accessible and welcoming to everyone. Please let us know how we can support your attendance and engagement, including any accessibility, religious or dietary requirements.’ 
• If your event or meeting has a dress code, have you explained in an inclusive way what this dress code means?  
• Can the audience relate to the images of people in the promotional material? Have contact details been provided for participants to make inclusion and access requests? 
• Is the invitation in a format that is accessible to all recipients? 
• Is there a plan in place to publicise the event to attract a diverse audience? 
• Has information about public transport links and maps to the event been included? 
• Has a map of the venue with notes on accessibility been shared? 
• Does the event booking system include options for participants to indicate their personal pronouns and access/inclusion requirements? 
• Has a clear deadline for receipt for requests been communicated? 
• Have key specifics been communicated pre-event (access measures available, the use of flash photography, smoke machines, opt-out activities and similar)? 
• Is a feedback mechanism planned for after the event? 
• Will follow-up communications (including handouts, photographs and summaries) be sent post-event?