Things to consider when choosing a venue

• Accessible parking
  • Provide a map of the location and highlight the nearest accessible car parking provision.
• Vehicle drop-off available close to the building
  • Typically, within 50 metres is acceptable.
• Step-free access and egress
  • Level access to the venue should be provided. If steps are present, provide signposting to ramped or lift access.
• Enough space available inside the meeting area
  • Spacing between  tables should be at least 1m wide, but preferably 1200mm.
  • Wheelchair users will welcome being given a choice of where to sit.
• Toilets
  • Ensure any directions for toilets includes the accessible provision and parenting rooms.
  • If Changing Places toilets are available, provide separate signage.
  • If you have several wheelchair users in attendance (and others with unseen disabilities) and there is only one accessible toilet, extra time may be needed for breaks.
• Suitable hospitality available
  • It is usually simpler to provide drinks only (dairy-free alternatives to cow's milk could be offered if provided hot drinks).
  • If providing a lunch a simple buffet is best, but consider Halal, vegan, gluten free and other dietary requirements, with special attention to any allergies notified.
• Presentation
  • If using PowerPoint, is the screen visible for everyone (that is, large enough)?
  • Is the lectern or microphone stand for speakers height adjustment?
  • If a stage is being used for presentations and a presenter has a mobility difficulties, if it does not have a ramp then a temporary ramp must be installed.
• Sufficient light levels
  • Lighting in venues can be important, for example for those that may lip read. Dimming lights can also cause problems for those with visual impairments.
  • Does the room have even lighting (without any flicker)?
• Sufficient power points
  • Ensure there are enough power points for charging specialist equipment.
• Hearing enhancement systems available and working
  • Is a hearing loop embedded into the fabric of the room?
    • If not and you are using a room on campus, contact Digital Services via the Staff Portal and request a portable hearing loop.
    • If you are using external premises, please arrange directly with them.
  • Ask for a sound check to be performed in advance to ensure the equipment is working.
• A roving microphone for questions
  • If you are hosting a question and answer session, ensure you have more than one microphone to pass around the audience. These can be supplied by Digital Services for on-campus events.
• Robust and safe fire evacuations for everyone
  • Entry level rooms are preferred as they make fire evacuation simple.
    • If you are hosting an on-campus meeting or event and choose an upper floor room, ask the University's Health and Safety Services to provide an emergency evacuation plan, including a plan for anyone who is unable to use the stairs.
  • Ensure any instructions for fire evacuation include information for disabled people.