Venue-Checklist

Checklist for accessibility venues of a11ychi events

General Logistics

• Location of venue
• Is the venue near accessible public transportation e.g. train, bus, drop-off/pick-up, etc.? (Important for people with disabilities and people with low incomes)
• Capacity of venue
• Shape of room. Deep or wide?
• Flexibility in seating formats (ex. classroom (seats with tables), lecture (seats), pods, etc.)
• Any obstructed views (ex. columns, irregular walls, etc.)
• Electrical outlets; are thet numerous, flexible in location
• Lighting: can lighting be dimmed? Or is it off/on, all or nothing? Is it flexible enough to make the front of room dark but the back light
• Can any windows be covered via shades or blinds?

Audio / Visual / Wi-Fi

A/V

• What kind of A/V setup does the venue have? (projectors, monitors, etc.)
• If Projectors
  • How many projectors available? Ideally, two: 1) For slides; 2) For live-captioning
  • What kind of backdrop for projectors? Pull-down screen? On wall? (To ensure enough contrast on slides)
• If Monitors
  • How many monitors available?
  • If multiple, how many input sources available? Ideally, two: 1) For slides; 2) For live-captioning
• What type of input connections available? (ex. HDMI, VGA, lightning adapters, etc.)
• How many microphones? (Are they handheld, lapel, or both?)
• What kind of audio/sound system? Will it work for live captioner(s) and those watching the live-streaming?

Wi-Fi

• Is there a dedicated venue wi-fi network (separate from the primary network)?
• Is there an ethernet connection that can be used as a fallback?
• Is there a Wi-Fi access for organizers to connect? (i.e. for live streaming and social media posting)
• Is there a separate, guest Wi-Fi access for any attendees who may need it for live-captioning, tweeting, etc.?
• What is the speed of the wi-fi on the network at the venue?
  • Use mobile app Speedtest to obtain download and upload speeds. Upload speeds most important for streaming.
  • 5mbps speed baseline; 20mbps good; 100mbps great.

Event Experience

• What time can we access the venue (to setup)
• What time must we vacate the venue
• Who from the venue will meet / greet / instruct / support A11YChi organizers to set up?
• During housekeeping announcements, who from the venue will represent, share, and promote themelves to the attendees?

Accessible Experience

• Does the venue align with the mission of A11YChi?

• Is the venue ADA compliant?

  • All entrances (e.g. step-free access, elevator or another way to other floors) and restrooms (stall with grab bars, lowered sinks, etc.) and any other spaces needed are accessible
  • All event logistics (stage, aisle, reserved seating, etc.) are accessible
  • Directional signage is accessible to those who are blind/low-vision and/or on mobility devices
  • Service animals are welcome
  • Quiet areas available
  • Mothers area / child support

• If the venue will provide food, can they accommodate? (e.g. provide non-alchollic, vegetarian, vegan, Halal, Kosher and/or gluten-free options?)