Public and Commercial Services Union

This checklist covers issues that need to be looked at when selecting venues for events. Some of these will only apply to residential events, whilst the remainder will be equally applicable to all meetings, conferences or training courses.

Advertising/pre-meeting publicity

Make sure than any notices or circulars announcing the event are in suitable formats or brought to the attention of all members.

Transport

Not all public transport is accessible to wheelchair users. Ensure that your venue is not inaccessible to such members due to a lack of public transport links.

If members with mobility impairments drive to an event, it is essential that they can park nearby.

Look at the routes from parking areas and/or transport facilities.

• How will people get to the event?
• If transport is being laid on, is it accessible to all?

Public transport

• Where is the nearest train/bus station?
• Is it accessible to wheelchair users?
• Are the trains/buses serving the station accessible?
• If reaching the venue will require a taxi ride, check whether taxis serving the station are accessible?

Cars

How many reserved places for disabled drivers are there?
Are they conveniently located?
Are spaces wide enough (minimum width of 3200mm)?

Paths and walkways

• Are these wide enough for wheelchairs (1200mm minimum)?
• Are they level, or ramped?
• Are they easily identifiable by colour or texture?

Venue

Once members reach the venue, they must be able to get inside, and move around freely between the areas where the event will be held.

Entrance

• Is it level, ramped or with steps?
• If stepped, is there another, accessible entrance?
• If so, is it clearly signposted?
• Are handrails provided, on both sides?
• Some venues have removable ramps. If so, how does a wheelchair user signify that they need assistance?
• If there is a bell, is it accessible and at a correct level?
• Are there doors?
• Are they automatic?
• If not, how do they open and how heavy are they?
• If they are automatic, do they open when people are at a safe distance from them?
• If there are glass doors, are they clearly visible when closed?
• Do any vision panels extend below the middle point?

Reception area

• Is the area inside the entrance level, ramped or with steps?
• Is it free of obstacles (e.g. signboards, flower displays, seats)
• Are all areas, especially accessible facilities such as lifts and accessible toilets clearly signposted?
• If there are external and internal doors, are they sufficiently far apart?
• If there are weather mats, are they flush with the floor?
• If there is a reception desk, is it at an appropriate height?

Staffing

Are staff available to assist/guide disabled people, if required?

Lifts

• Are lift entrances wide enough?
• Are the controls at a suitable height?
• Are they marked in Braille?
• Are floors and operations of the lift (e.g. doors closing) announced?
• Is the movement of the lift smooth?
• Are the lifts reliable?
• Is there one or more 'protected' lift that can be used in the event of fire?

Toilets

• Are there accessible toilets?
• Are there sufficient number?
• Are they available on all floors/on the same floor level as the meeting room?
• Are they fitted with alarms?
• If so, will an alarm always be noted?
• Do doors open inwards, outwards or slide?

Lighting

Members with visual impairments may have some vision, which will be helped if the lighting is well designed. Also, be aware of the needs of any members with photosensitive epilepsy.

• What forms of lighting are used throughout the venue?

Meeting rooms

• Is there an Induction Loop provided? (you may want to check at the start of the meeting that it is operating clearly)
• Are rows of seats spaced so as to allow easy access for those with mobility impairments?
• Are wheelchair users able to sit with their colleagues?
• Are aisles wide enough?
• Are seats available with clear sight-lines for those using interpreters, and for the interpreters themselves?
• Are microphones accessible to all?
• Are lecterns etc. available at a suitable height?

Residential accommodation

• How many accessible rooms are there? Is this sufficient for expected need?
• Are room controls and wardrobes set at convenient heights?
• Are there rooms equipped with induction loop facilities?
• Are televisions equipped with teletext facilities? (to enable those who require them to access subtitles)
• Do bathroom specifications meet the needs of delegates?
• Are rooms/bathrooms equipped with alarms?
• Are textphone facilities available?

Miscellaneous

If members have guide or hearing dogs, these need to be provided with appropriate facilities throughout the event. Local Guide Dogs associations can sometimes be of assistance.

• Are dogs (guide and hearing) allowed in the premises, including any restaurants etc.?
• Can bowls of water etc. be provided?
• Are people available to 'walk' the dogs?
• Is there a nearby area where dogs can be exercised?
• It is important that emergency procedures allow for the safe evacuation of everyone. If firm arrangements are announced at the start of the meeting, make sure that hearing-impaired delegates are aware of procedures.
• Are there adequate precautions to ensure fire alarms are audible/visible to all?
• Is there an adequate evacuation plan, taking into account all needs?
• Is first aid provision available?
• Can you readily contact emergency services, if needed?
• If any form of catering is provided, it should cater for all requirements and be accessible. Fixed seating an present difficulties for wheelchair users.
• Does any food facility cater for required diets?
• Is it 'self-service'?
• Are staff available to assist, if required?
• Members with back injuries, rheumatism, arthritis etc. may find sitting for a long time painful. members with mobility impairments may find long distances between meeting rooms problematic.
• Are there regular breaks in the meeting/course/conference?
• If moving between rooms, are these reasonably close together?
• If the venue, or parts of it are carpeted, is it deep pile, which could cause difficulties for wheelchair users?
• Events, in particular residential events, are not always confined to the main meeting venue. People tend to socialise outside of the venue. This should be considered when selecting a location.
• Are local social venues (e.g. pubs, clubs and restaurants) accessible?