Event resources and guidelines

[Male speaker 1 (wears a black long sleeved T-shirt)]

Whether it's driving out to the Carnival of Flowers in Toowoomba or jamming out of the Big Red Bash in Birdsville. We all love going out to enjoy the world around us.

That's why it's so important that events are designed to be accessible to everyone.

[Female speaker]

Accessing and participating in events can prove more challenging for people with disability and can even cause unnecessary stress and anxiety.

Have you ever gone out and worried you wouldn't be able to use the toilet or access the bar or even navigate to the exit when it's time to call it a night?

[Male speaker 2 (wears a white T-shirt)]

Things like crowded venues, loud music and poor lighting, stairs and complex language can create barriers for people with sensory, physical or intellectual disabilities and can prevent us from being able to fully participate.

[Male speaker 3 (wears a blue T-shirt)]

So how can you make an event accessible and inclusive? Well, it all starts in the planning stage.

Think about how customers or patrons will experience the event from start to finish.

This is how you can identify potential barriers to accessibility and make simple adjustments that will ensure everyone attending will not only be able to enjoy the event but also feel safe included.

[Male speaker 2]

Before heading out to an event, people with disabilities often spend a great deal of time researching and planning to ensure they feel confident and comfortable before going out.

We'll often check event websites and social media channels for information on things like accessible transport options to get to and from an event, If there are accessible bathrooms onsite or if Auslan interpreters will be employed at the event.

[Male speaker 3]

Having access to all of the information on what is and isn't available prior to the event can help with planning and making an informed decision about attending the event.

Did you just say information on what isn't available. I hear you ask. You had correctly if we know in advance what you don't have, it doesn't necessarily mean that we can't attend.

It can provide an opportunity to make an informed decision or plan a little differently.

[Male speaker 1]

For example, if you provide information that there's not an accessible bathroom on site, I may still be able to attend, but I may then plan in advanced to stay for a shorter amount of time.

This information can be provided on your website as an accessibility page or FAQs. It should be easy to locate and be provided in an accessible format.

[Female speaker]

Something that is often overlooked is the accessibility of all event communications and marketing materials.

This includes print materials, websites, emails and social media to help everyone stay up to date on events, ensure that all text is easy to read. Think about the choice of font style, the font size, and ensure the text colour clearly contrast against the background.

In addition, make sure all included images and graphics have ALT text that describes the image for those who use screen readers. After all, the more people who know about the event, the more people that will show up.

[Male speaker 2]

Ticketing can also present some barriers to accessibility. It's a good idea to have different options available for purchasing tickets, including wheelchair accessible seating, as different platforms or processes can be more accessible for different people.

For example, someone who is deaf or hard of hearing may face barriers booking tickets over the phone or in person, while someone who is blind or has low vision could find an online ticketing platform inaccessible.

[Male speaker 3]

Some people with disability may also need to bring a friend, a family member or support worker with them so they can attend the event or experience.

In this situation, companion cards make the card holder, i.e. the person with disability eligible to receive a second ticket or companion ticket equivalent to the ticket type they have purchased for themselves free of charge.

[Female speaker]

Companion cards are issued nationally or by the state government.

And whilst not accepted everywhere, by offering this option at your event or venue, you are on the way to creating an inclusive experience.

Don't forget, it's important that ticketing and box office staff are aware of what companion cards are and trained in how to process them so they can best assist during the ticketing process.

In Queensland businesses that affiliate with the companion card scheme are provided with promotional materials as well as entry into the searchable online database used by card holders.

For further information, you can visit the Queensland Government Companion card website.

[Male speaker 2]

The training of staff working at the event itself is also as important and can have a big impact on the experience of those attending.

Staff that are knowledgeable and empathetic will be better equipped to handle any inquiries or situations that may arise throughout the event.

[Male speaker 3]

Have you thought about how your customers will enter the event space? Things like ramps and having level access are a good start, but there's more that makes for a truly accessible entrance.

Clear, easy to read, high contrast signage can help guide people to the entrance, ensuring they know exactly where to go.

[Male speaker 2]

For those driving to the event accessible car parking should be located near the entrance.

For those being dropped off, there should be an accessible loading zone close to the entrance with curb ramps and clearly marked pathways allowing easy and level access.

It's important to be mindful that any street closures or barricades do not block curb ramps or accessible pathways.

[Female speaker]

It's also good to make sure the main entrance to the event is accessible to everyone.

With the use of ramps and level access so that no one has to use an alternative entrance and risk feeling left out.

[Male speaker 1]

Once everyone has arrived, it's time for the fun to begin. Consider the layout of the event space and organise it in a way that allows enough space for everyone to manoeuvre around easily, whether they're walking or rolling.

If there are too many people in a smaller space, this can make it difficult for people using wheelchairs or mobility aids to move around, limiting their experience of the event.

[Male speaker 3]

Wide, clear and smooth pathways allow full access to all areas and make it a more comfortable and safe experience for everyone.

The use of braille and pick and wayfinding technology like Bindi Maps or Blind Square can also be helpful to those who are blind or have lower vision, enabling them to better navigate the space independently.

[Female speaker]

Ensuring accommodations are made for all people with disability. Attending the event will make for a smooth experience for everyone.

For example, quiet rooms and break areas can offer people with sensory sensitivity or social anxiety a place to rest and recharge when needed.

[Male speaker 2]

If any performances, speeches or digital media are shown as part of the event,

consider the audio information that could be missed by people who are deaf or hard of hearing. To make sure everyone has access to the full experience.

It's important to provide Auslan interpreters, captions, and assistive listening devices.

[Male speaker 3]

It's also good to think about vantage points for stages or screens at the event.

Will someone sitting in a wheelchair or someone of short stature be able to see these easily if there's a crowd of people standing in front of them?

Viewing platforms that are accessed via a ramp or lift can offer a more accessible vantage point and to let everyone to watch the great entertainment on offer.

[Male speaker 1]

When it's time for refreshments, food and drink outlets should be easily located and be spaced out enough to ensure key lines don't cause overcrowding or block pathways.

Having tables located nearby and movable chairs to allow for people using wheelchairs or mobility aids to roll up easily is ideal.

It's also good to remember that some people require the use of cutlery and straws to eat and drink. So it's important these are available on demand for those that need them.

[Female speaker]

take into consideration the placement of the accessible toilets. Do they have enough space for wheelchairs and other mobility devices to manoeuvre easily?

And is it clear signage to locate them?

[Male speaker 3]

Just like us, it's important to remember that assistance animals need to relieve themselves throughout the day so it can be a good idea to have dedicated grassed areas with waste disposable bins available for these.

[Male speaker 2]

Queensland is known to host many great events such as music festivals, sporting events, arts markets and countless other events that take advantage of our gorgeous settings.

The information in this video is designed to help you create and deliver accessible and inclusive events, venues and experiences that can be enjoyed by everyone who comes to visit.

[Male speaker 3]

When people have a great time, they often want to take something home as a souvenir to remember the experience.

So here are some quick tips you can take home as your souvenir.

Review the entire event experience and identify barriers to accessibility.

Have information about accessibility available on your website and social media channels.

Ensure event staff are trained in working with and assisting people with disability.

[Female speaker]

The Department of Tourism Innovation and Sport website includes a list of Queensland disability peak bodies for your information.

You can also find further resources such as venue access, information templates, accessible communication and brand guidelines, and further learning videos on this website in the Accessible Tourism Toolkit.

[Male speaker 1]

Remember, we are the experts on our disability and we all bring our own unique set of accessibility requirements.

So if you're ever unsure about things, respectfully ask us and we can share what you can do to assist us.

Together we can create accessible events and experiences to show off everything that Queensland has to offer.

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