Accessibility

• Choose a venue that is easily accessible by public transport and offers enough parking spaces for people with reduced mobility.
• A sufficient number of parking spaces is 2 accessible parking spaces for each 50 parking spaces. After this, add 1 accessible parking space for each 50 parking spaces.
• Make sure that the space has accessible passage, an elevator or ramps if necessary and enough space to move around with a wheelchair.
• The width of the elevators should be at least 100 cm and depth 140 cm.
• The angle of the ramp should be 5–8 %.

Communication should be clear and accessible to ensure that all information is up-to-date and available.

Key Guidelines:

Provide accessibility information in all communication—on websites, advertisements, and invitations. Also, mention any potential accessibility challenges.

Make information easy to understand:

• Use plain language if the event is large and attracts a diverse audience.
• Utilize clear images and symbols (e.g., accessible routes, elevators).

Offer essential information in multiple languages

• Consider translating essential information such as safety guidelines, accessibility details, and event schedules.
• At a minimum, include information in Finnish, Swedish, and English to ensure broad accessibility.
• Additional languages can be included based on the event’s audience and needs.

Ensure websites and digital materials are accessible:

• Use clear fonts and good color contrast.
• Avoid relying solely on images to convey information—always include a text alternative.
• Provide captions for videos whenever possible.

Clearly describe the event venue:

• Maps and images help participants plan their visit in advance.
• The location and features of accessible restrooms are especially important.

Provide contact details for the person responsible for accessibility and ensure they can be reached by phone and email.

Following these guidelines ensures that event communication is clear and easily accessible to all participants.

Websites, registration forms, and event materials should meet accessibility requirements (WCAG 2.1), but the basics of accessibility can be implemented even without technical expertise.

Websites and Digital Materials:

• Ensure that websites are screen-reader-friendly and allow text size adjustment.
• PDF materials should be structured clearly and be compatible with screen readers.
• Always provide a text alternative alongside images to ensure information is accessible to all.

Live Streaming and Virtual Events:

• Add captions to streamed content, if possible. Automated captions can be a good starting point, but their accuracy should be verified.
• Clear instructions for remote participants—Provide easy-to-find guidance on how to follow and engage with the stream. Ensure compatibility with mobile devices and slower internet connections.
• Sign language interpretation or live captioning—Consider providing these options for spoken segments, particularly for large or publicly funded events. Inform participants in advance if this service is available.

By following these steps, digital event experiences become more accessible and practical for events of different sizes.

• Make sure that the event has quiet areas for those who need a break from the soundscape. Offer information in initial information and at the event to whom the quiet spaces are meant for, where they are and who you can ask for help if needed.
• Offer information about how participants can ask for help if they need sign language interpretation, for example.
• Avoid using large, flashing lights. Offer information beforehand of such flashing lights.
• Prepare to offer hearing protection to people with hypersensitivity.

A safer space refers to an event environment where all participants feel welcome, respected, and safe. It is the responsibility of the event organizer to create an atmosphere where discrimination, harassment, and inappropriate behavior have no place.

How to Ensure a Safer Space?

Clear Principles and Communication

• Establish safer space principles for the event and publish them on the website as well as visibly in the event venue.
• Communicate clearly that discrimination, harassment, or inappropriate behavior will not be tolerated.

Low-Threshold Reporting Channels

• Provide participants with a clear way to report harassment or uncomfortable situations. This can include an anonymous feedback channel or direct contact with designated safety personnel.
• Ensure that staff members know how to respond if they receive a report of inappropriate behavior.

Training for Staff and Organizers

• Train event staff and volunteers to recognize discrimination and harassment and to take appropriate action when necessary.
• Appoint a designated safety officer or team that participants can turn to if needed.

Participant Responsibility

• Encourage attendees to respect each other’s space, boundaries, and well-being.
• Make it clear that all participants share responsibility for creating and maintaining a safer space.

• Offer online registration and a possibility to purchase tickets in advance.
• Make sure that buying and reserving wheelchair tickets is possible via the same channels as other tickets.
• Ensure the accessibility of ticket sales:
  • Sales points must be easily accessible.
  • Staff must be aware of accessibility questions.
• Inform people about accessible seating and ticket practices on your website.
• Offer accessible seating in different ticket categories if the facility makes this possible.
• Assistant tickets are always free of charge, since the assistant is working.
• Inform clearly whether or not the assistant needs a separate free-of-charge ticket or can they enter without a ticket.

• Offer accessible restrooms and necessary equipment such as wheelchairs and aids for people with impaired vision.
• Ensure that the accessible toilets include support rails on both sides of the toilet seat (preferably mounted on the wall).
• There should be at least 80 cm of free space on both sides of the toilet seat, or at least on the other side.
• Offer materials for those visually impaired, including materials in braille.
• Train the staff to offer help and guidance for those who need it.

Make sure that all performances and briefings are accessible. For example, use descriptions of all visual elements.

All distributed materials must be accessible:

• use alternate descriptions for visual elements

Ensure that video materials are accessible:

• All video materials should include captions.
• Offer subtitles or sign language interpretation, if possible.

Use neutral and equal terminology in your communications.

Ensure that the event facility includes an induction loop and offer information about it.

• Clearly mark accessible routes, including pathways to different event areas, accessible restrooms, and service points.
• Provide detailed information in advance about the width of accessible pathways.
• Ensure accessibility regardless of weather conditions.
• For winter events, make sure pathways are sanded and free of snow.
• Avoid obstacles—Event furniture, movable stands, or other elements should not block accessible routes.
• Secure cables and other ground-level elements to prevent tripping hazards and ensure smooth passage.
• If accessible routes include detours, they must be properly signposted with a continuous guidance path.

Feedback helps improve event accessibility. Accessibility-related feedback can be integrated into general event evaluations.

Principles for Accessible Feedback Collection

• Offer multiple ways for giving feedback: online form (suitable for screen reader software and in plain language), in-person feedback, anonymous option or paper form.
• Use plain language and offer a simplified language version if needed.
• Communicate the option to give feedback beforehand and ensure that giving feedback is easy for everyone.

Adjusting feedback collection based on event size:

• For smaller events: A simple and user-friendly feedback method is sufficient.
• For larger or publicly funded events: Providing multiple, accessible feedback options is recommended.

A well-designed feedback process supports the continuous improvement of event accessibility while considering available resources.

This checklist (in Finnish) follows The Finnish Association of People with Physical Disabilities' (Invalidiliitto) instructions on planning and executing an accessible event. It is designed to support event organizers in recognizing and implementing accessibility measures in their events.