The Accessible Events Guide provides practical tools to help event organizers create inclusive and welcoming experiences for everyone, including particularly people with disabilities.
Co-created by the Equity & Inclusion Office, the Centre for Workplace Accessibility, the Disability Resource Centre, and the Office of the Provost and VP Academic.
Accessibility – more than a checklist
Accessibility is more than a compliance checklist – it is about doing our best to build inclusive and welcoming spaces where people with a diversity of bodies and minds can fully participate. In British Columbia, one in four people identify as having a disability.
The Accessible Events Guide helps event planners ensure that events big and small are welcoming to people with disabilities.
Whether or not you know that a person with a disability will be attending your event, it is best practice to plan for diverse access needs – including those related to vision, hearing, mobility, chronic pain, energy-limiting conditions, scent, and noise sensitivity. By both anticipating access needs and responding to requests for accommodation, you can help ensure everyone can fully participate.
Accessibility is a collective responsibility and a requirement under the Accessible BC Act. Faculty, staff, students, and event organizers all play a role in cultivating a culture of access at UBC.
Guide details
What’s inside the guide:
- Planning essentials: Designating an event coordinator, budgeting, and tips for choosing event venues, including considerations for in-person, virtual, and hybrid events.
- Event logistics: Scheduling tips, food and drink considerations, and safety planning.
- Communication strategies: How to share accessibility information and respond to accommodation requests.
- Day-of-event guidance: Preparing opening remarks, prepping physical spaces, and tips for hybrid and virtual events.
- Post-event actions: Feedback surveys and continuous improvement strategies.
- Templates and tools: Email templates, accessibility statements, and responding to accommodation requests.
- UBC resources: Campus supports for accessible event planning
This guide is provided in a tagged and screen-reader friendly PDF format. If you need an alternative version or additional assistance, please contact us.
Plan ahead
Some accessibility services require significant lead time and budget. Key considerations:
- CART real-time captioning: approximately $160–$200 per hour; book 2–4 weeks in advance
- ASL interpretation: approximately $410 per hour; book as early as possible due to limited provider availability
- Funding support: partial funding for faculty and staff events may be available through the Centre for Workplace Accessibility
UBC context
The Accessible B.C. Act and UBC’s Accessibility Plan are part of a broader commitment to disability inclusion across the province and our campuses. This guide supports that work by giving event organizers practical, actionable steps – whatever the size or format of your event.