Things to consider when arranging a face-to-face event or meeting

• Check the date against major festivals and holidays
  • Check an interfaith calendar for key religious holidays. Christian holidays will largely coincide with bank holidays (events in weeks containing bank holidays usually have a lower turnout) and you should also consider other religious holidays that may prevent someone from attending, for example, Yom Kippur or Ramadan. Check the date against school term times (where applicable).
• Provide the contact details and deadline date for requesting reasonable adjustments
  • Consider how to share information in line with all Data Protection legislation.
  • Provide a deadline date, as it can be very difficult to find communication professionals, such as British or Irish Sign Language (BSL and ISL) interpreters, at the last minute.
• Provide the contact details and deadline date for dietary needs
  • Label any food, including pork products, and segregate meat from vegetarian items. If a nut allergy is advised, you may prefer to make up a separate plate even if nut-free products have been requested.
• Agree the briefing with anyone presenting or chairing
  • Arrange a briefing sheet or meeting to ensure appropriate language, description of any images, and how to time for additional support needs such as interpreters. Doing this early will help you to create a realistic timetable.
  • Stress the importance of not over-running. People may rely on medication, food or support needs, so meetings or events that over-run can cause distress.
• Agree the deadline dates for materials with presenters
  • Warn anyone presenting that material may need to be provided well in advance so it can be produced in alternative formats.
• Make sure that programme timing allows for support needs
  • It's important to allow enough time for support needs, including translation and language support services, interpretation of tactile materials, and longer breaks to allow for physical access needs to toilets, for example.
• Provisionally book communications support
  • Ask anyone providing communication support about break needs. Typically if there are two BSL or two ISL interpreters they will rotate every 20 minutes or so. Usually, you will not need to stop the meeting for this, but find out before the meeting or event commences.
  • You may also have to book lip speakers.
  • You may also be required to book live captioning services (captioning by a person either at the venue or remotely, rather than via automation or using AI creation) - these need to be booked and confirmed well in advance.
• Quiet space
  • Provide a quiet room, if possible. This provides a space to relax, take medicine (if required), or to take a sensory break.