Making Your Events More Accessible

This guide is linked from our core how-to guide on Organising Activities & Events.

Students at UCL, whether they define as disabled or not, will have needs which you will have to meet to ensure they can take part in your activities. 

When planning and delivering events it is important that you take some time to consider the needs of those who may wish to participate in order not to unintentionally exclude anyone. It is important to stress that as an event planner you are not expected to be an expert on all disabilities, but we do expect that you will take the time to find out if people do have any access needs, and do your best to meet them.

Legally under the Equality Act 2010 any organisation is required to make reasonable adjustments for disabled people so as not to discriminate against them. The most important part about getting this right is the conversation with the person who knows what their needs are and how best they can be met. In order to make this easier for everyone we have updated the details required to advertise an event on the What’s On calendar. You will now be asked to note if your event is family friendly, wheelchair accessible and provide contact information for the person leading the event.

Family Friendly

UCL has a number of people with caring responsibilities who are not always able to participate in university life due to their caring commitments. Is your event being held in a place where children can go and would want to be? 

There is an opportunity for you to add detailed information (i.e. suitable for older children, not infants) and we would encourage you to do so. Remember that most of our licenced venues do not allow under 18’s in if the bar is open. 

You can find out more about child friendly spaces here.

Wheelchair Accessible

Is the venue you have booked able to be accessed by a wheelchair user? 

You will need to consider whether there is a route into and around the venue that is step-free, including lifts or ramps if necessary, and whether there is an accessible toilet nearby.

Many spaces at UCL unfortunately are not accessible and the information on the room bookings website is not always accurate. We are working with UCL to improve this. This does not mean you should not ever use those rooms. However, if your event is open to all students and you do not know who is attending you may have to change the venue in order to not exclude someone. 

Take a look at Mully's Access Information here. 

Hearing Impairments

Attendees with hearing impairments may benefit from venues with a hearing loop, a sign language interpreter or transcripts of speech. 

If your event is online, can you turn on captions? Some social media platforms have features that automatically generate captions on your videos! It can also be helpful to share any slides used following the event.

Event Registrations / RSVP

Ask people before your event if they have any needs that would help them attend or take part in the event. If you’re sending out a survey, an open text box asking for any accommodations attendees might need can be helpful. You could also collect this information from members at the beginning of the year.

Ask attendees for their pronouns. This could be as part of an ice-breaker, or you could have name labels with space for pronouns. If your event is online, you can ask attendees to include their pronouns in their name on screen.

Access Needs

There are many different types of disability and many more access needs that people have. 

Some requests may be simple, such as a person requiring anything printed to be in a certain size or on a particular colour paper, or they may be more complex such as needing to book a sign language interpreter.

We recommend generating an access statement and sharing this alongside other details, such as how to travel to the venue, on your event page, via social media, and in a pre-event email. Here’s a tool developed by Cambridge SU to help you!

Further Support

It is wise to ask the person how they usually source any specific support they are asking for before turning to others for help.

You can also contact:

Inside UCL

• Support for disable and neurodivergent students.
• Accessibility at UCL.
• Counselling services.
• Student Support and Wellbeing.

Outside UCL

• NUS Disabled Students’ Campaign.
• Activity Alliance.
• Transport For All.
• Mencap for learning disabilities – they have an advice line which will provide information and resources.

If you have any questions, feedback, or concerns about the contents of this guide, please email us at [email protected].