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Accessibility Guide

This guide is designed to encourage student groups to think about how they can make their activity as accessible as possible.

Introduction

Welcome to the Accessibility Guide for Student Groups. This is designed to encourage student groups to think about how they can make their activity as accessible as possible.

Why is this important?

Thinking about accessibility and taking small actions to promote it helps all members feel safe, supported, and able to fully participate.

How to use this guide

The guide is split up into multiple sections on the following areas:

  • Physical spaces
  • Events
  • Food/catering
  • Transport
  • Communications

Each section is made up of reflective questions and actions that you can take to promote accessibility. There is no expectation to implement all of the actions that we suggest. They are there to provide tangible ways that your group can become more accessible.

Physical Spaces and External Venues

One way of improving accessibility is to do with the physical spaces that your group uses. Whilst it isn't possible to completely change or restructure a room or building, there are some things you can do to make things more accessible. Some key areas to consider are entrances, facilities, and rooms.

Entrances

Reflective Questions

  • Is there an accessible entrance to the venue? Is this different from the main entrance?
  • Is there parking? How far is this from the entrance?
  • Is it easy to navigate from building entrances to the space you are using?
  • Are there lifts or ramps attendees can use to get to and from your event?

Actions to take

  1. Send video tours and/ or written directions on how to get to your space to attendees in advance. Where routes are different for using lifts or ramps, include these too.
Facilities

Reflective Questions

  • Is there clear signage? Would more signs help members access your space and other facilities?
  • What toilet facilities can attendees use during your event? Are there accessible and gender-neutral bathrooms?
  • Are there water fountains or places to access water during your event? Are they easy to find/use?
  • Is there a separate, quiet space for members to use during your event? Can this space be changed to support sensory input? What features does this room have? For example adjustable lighting, different seating options.
  • Is there anything you can do to make this space more comfortable? For example providing fidget toys, colouring sheets.

Actions to take

  1. Identify the nearest water fountains and toilets (including gender neutral and accessible bathrooms) and have this information available to members throughout the event.
  2. Clearly signpost to a quiet space that members can use throughout the event.
  3. Have a bank of equipment for quiet spaces that attendees can use.
Rooms

Reflective Questions

  • Do room layouts allow for space to move freely between tables, chairs, etc?
  • Are there any height adjustable tables or different seating options?
  • To manage sensory input, can lighting be changed? How loud is the environment around the space you are using?

Actions to take

  1. Rearrange tables and chairs to allow everyone to move easily within and enter/ leave the room as they please.
  2. Clearly signpost to a quiet space that members can use throughout the event.
  3. Have a bank of equipment for quiet spaces that attendees can use.

Events (in person)

When hosting events, there are lots of things you can do to promote a culture of inclusion. These can occur before, during and even after the event.

Before events

Reflective Questions

  • Is your event following a specific schedule or is it a more chilled/ drop-in and out event?
  • Is there anything about the content of your event that members should know about in advance?
  • Is your event aimed at any group in particular?
  • Does your event have assigned seating?

Actions to take

  1. Announce your event well in advance so that people can plan accordingly.
  2. Give contact details for one committee member who can answer any questions. If possible, this person should also be at the event so that they can keep an eye out for anyone they have been speaking to.
  3. If possible, send out an event schedule along with any slides or materials that are going to be used in advance so that members know what to expect.
  4. Include a content warning of potential topics likely to come up that might be difficult for members to engage with.
  5. If you have a target audience, mention this in your event description.
  6. Ask members if they have access to needs regarding where they sit at the event, such as being at a quieter spot, being closer to the door or to be near a known person.
During events

Reflective Questions

  • Do attendees already know each other? What can you do to get new members involved?
  • Are the organisers of the event identifiable for anyone who has questions to speak to?
  • Are members able to come and go from the event without interruption?

Actions to take

  1. Take time at the start of the event to highlight a point of contact for any questions.
  2. Bring attention to the committee member who is available for any questions or concerns.
  3. Have name badges and pronoun stickers so that everyone knows how to address each other.
  4. Where possible, consider doors towards the back of an event so members can leave discretely if needed.
After events

Reflective Questions

  • Did you notice anyone who looked like they were struggling to participate? How can you support them next time?
  • Did anyone give you informal feedback on accessibility?

Actions to take

  1. Get in touch with attendees to ask for feedback and work on areas that are identified as needing improvement.

Events (online)

Hosting online events requires thinking about accessibility in slightly different ways but as a priority, it remains the same.

During events

Reflective Questions

  • How are members expected to engage? Mics/ cameras on? Through the chat? How is this being moderated so that everyone gets the opportunity to speak/ not everyone is speaking at once?
  • What materials are needed? Do members need anything outside of the device they are joining to participate?

Actions to take

  1. Let members know what they will need prior to starting the event.
  2. Take five minutes at the start to explain how communication will work so that everyone is on the same page.
  3. For events over Zoom or Teams, turn on live captioning.
  4. Make use of the raise hand function to stop people from talking over each other.
  5. For any online talks or webinars, download a transcript after the event. You can then edit this and send it over to attendees.
  6. Encourage everyone to put their name and pronouns at the bottom of the screen.

Communications

When thinking about accessibility in communication, it is important to think about where and how you interact with your members.

Social Media

Reflective Questions

  • Is the text/ key information on your posts easy to read?
  • Are your captions accessible to those who use screen readers?

Actions to take

  1. Write Alt text for each of your posts.
  2. Keep event descriptions as simple as possible so meaning is not lost.
  3. Put subtitles on any video or reels.
  4. Use an easy-to-read font and size of text.
  5. Consider colour contrast of background and font colour.
Group chats

Reflective Questions

  • How easy is it for members to keep up with group chats?
  • Is key information hidden amongst other conversations?

Actions to take

  1. Pin messages about upcoming events so that information doesn't get lost.
  2. Separate channels for different forms of communication: general conversation, information, events, etc.
  3. Have minimal channels of communication so members do not get overwhelmed.
  4. Where possible, have committee members or organisers identifiable in a chat.
Other commmunications

Reflective Questions

  • Are your communications clear and easy for everyone to understand?

Actions to take

  1. Include a TL;DR (Too Long; Didn't Read) summary at the end of longer communications to summarise key points.

Food and Catering

Whether it is catering for a large event or buying snacks for a casual social, it is important to keep in mind how to support people with different access needs.

Food and catering

Reflective Questions

  • Are the snacks you buy for socials varied to account for dietary requirements?

Actions to take

  1. Ask for dietary requirements in advance.
  2. Keep hold of any packaging in case any members would like to check ingredients.
  3. Make sure foods are kept separate and clearly labelled to avoid cross contamination across allergens.

Transport

It is important to think about how accessible your events are to travel to and from, or if part of your event involves moving between different locations.

Travelling to events

Reflective Questions

  • Do any of your members have different access needs where they may need to travel in a different way?
  • Are all members comfortable with how you are travelling and the route you will be taking?
  • Are there any external works that might make it more difficult to move between locations?

Actions to take

  1. Share travel plans or options as far as possible.
  2. When travelling as a group, share the route in advance.
  3. Consider a buddy scheme to ensure everyone feels safe when using public transport.
  4. Check if there are likely any disruptions or delays in getting to the event and communicate this to members in advance.
After events

Reflective Questions

  • Do you know if all of your members have a way of getting home safely?
  • Is anyone travelling alone?

Actions to take

  1. Where possible, use a buddy scheme particularly if it is late or dark.
  2. If anyone is waiting on a taxi, wait with them as a group.
  3. Ask members to message when they are home safe.

Further resources

Here is a list of further resources on accessibility for you to dip in and out of:

  1. Support with writing Alt text

    Digital Accessibility Services

    Design102

  2. Contrast checker

    WebAIM

    Colour Contrast checker

  3. Accessibility and Social Media

    Disabled Students UK

  4. Sensory friendly event ideas

    Disabled Students UK

We'd like your feedback

This is also not an exhaustive list – if there is anything you think is missing, or anything that your group already does that other groups could be doing, please get in touch!

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