All Formats

This section covers access provision that’s relevant across all event formats (in-person, online, and hybrid) covering what should be in place before and during the event, the importance of good communication with authors, and what’s needed post-event.

Communication

There’s no excuse for poor communication with authors in the lead up to an event and yet authors often find themselves chasing organisers for important information. Ensure your access provision is listed on your website and link to it when communicating with your authors. Don’t make assumptions about an author’s needs and ensure good communication to discuss things like booking their preferred BSL interpreters, how many interpreters are needed, and so on. Good communication is key.

Listen to the needs of disabled authors and meet them – make sure they can engage in the conversation; don’t ask someone to sit in pain or discomfort, and don’t ask them to talk about issues they want to avoid.

1. Invitations

   Ensure you include all the information the author needs to make an informed decision about whether they can accept the invitation. Invitation emails should include access information and a link to your accessible web page that outlines your access provision. Invitation templates should cover all event details such as venue, date and time, length of event, pay, travel, accommodation and access info. If something is still to be confirmed, mention this; don’t leave it out. Don’t put the author in a position where they have to chase for information that should be in the original invitation.

   If events are going to be available online either as a one-off livestream, online for a limited period or permanently, or both, ensure this is all explained, agreed upon, and confirmed with the author at the contracting stage.

   See “Choice” for information on online events and authors’ choice.

2. Event format

   Whether online, in-person, or hybrid, both authors and the audience should be informed that if they need to, they can move around, stretch, leave the event and return later. You could also look into making events more interactive than the usual format of authors being interviewed and doing a reading and include different elements like video reels or a short play. Be creative!

3. Event Length and Breaks

   In terms of event length, this is where access needs can clash. Some disabled authors can find it difficult to do half-day or full-day sessions and may find it easier if the event is broken up over several days. However, some disabled authors may find that they can do half or full days but would be unable to do several consecutive days. It’s important to bear this in mind and consult with authors on what is best for them. Ensure decent breaks are built in (and again, consult with authors on what suits).

   Reference: Jamie Hale, Jeda Pearl

4. Method of Communication

   Emails aren’t accessible to some people. Find out in your initial communication what an author’s preferred method of communication is (e.g. Zoom, phone calls, voice-notes, texts).

   Reference: Sandra Alland

5. Invitation and Covid Safety Information

   If you’re asking authors to attend in-person events, outline your Covid safety measures. Even with measures in place, some disabled and chronically ill authors will not be safe and will only be able to attend online, so online provision is important. If you plan in advance (including budgeting) for having authors potentially joining events online, it should make implementing it easier. Consider the following:

   • While at time of writing there is no longer a legal requirement for people to wear masks indoors or take Lateral Flow Tests (LFTs) before attending events, event organisers can be good allies to disabled people by asking participants and audience members to wear masks (if not exempt) and to take LFTs before attending. Recognise that for some masks can be an additional barrier.

   • Event organisers could also provide some free LFTs at the event

   • How these measures can be implemented: it could be an honour system or people could be requested to provide evidence of negative LFTs

   • Have hand sanitiser readily available

   • Make sure rooms are well ventilated

   See “Covid Safety” in the Career Development section for more information on Covid safety.

6. Options for Attending

   When sending an invitation, make it clear if there's the option for the author and audience to attend either online or in person. Essentially, is the event hybrid for both authors and the audience? If these aren’t an option, state this so an author can make an informed choice without a lot of back and forth.

7. Access Requirements

   When inviting an author, always ask whether they have access requirements, and whether they have an access rider they would like to share.

   See some example access riders in our Resources section.

   Ensure:

   • You have opened a dialogue where they can share requirements, but don’t ask for details about their impairment or chronic illness – you need to know what they need, not what they have

   • You offer an anonymous way for people – including audience members – to reach you to ask about access provisions. Some people may not want to reach out publicly or disclose disability and may simply have questions that need answering

   • You check what authors need and don’t make assumptions. Assumptions lead to mistakes and it’s the disabled person who bears the brunt

   • You double check before the author’s event whether or not access needs are fully implemented; if not, the author should be informed immediately and an alternative put in place (e.g. joining online), and if this isn’t possible, the author should still be paid for their time

   • You offer help in the form of staff or volunteers assisting authors without personal assistants or companions. Many disabled migrants do not have access to public funds, and offering this assistance should be doable without the need for authors to disclose that they do not have access to public funds

   Reference: Maud Rowell, Bea Webster, Jamie Hale, Khairani Barokka, Elspeth Wilson

8. Website

   Your website should be accessible (check with your web designer). An ‘Access’ tab should be on the homepage in the main menu of your website; it shouldn’t be buried under other headings. If you don’t have a website or if access varies across your events (e.g. due to using multiple venues) access information should be on your event booking page. Your website and/or event page should clearly outline full access details (including what access isn’t available, and what you’re doing to make it available in future).

   Navigation around your website should be intuitive:

   • Use menu headings to help people find relevant information

   • Blind and partially sighted people should have the ability to zoom in without any glitches and overlapping text

   • People should also be able to highlight text (allowing those using screen readers to highlight what it reads to them, giving them control)

   • Your site should have decent contrast for typeface and background colours, and the typeface should be sans serif

   • Buttons should be large enough for people using alternative computer access methods to dwell on them and click them easily, and the page should be responsive to keyboard shortcuts

   Reference: Maud Rowell, Jamie Hale

9. Reminders for Participants

   A month or so in advance is a good time to start communicating with authors about the event. Follow up with regular reminders (at least every two weeks) and any new information; this is especially useful for neurodivergent authors.

   Reference: Elspeth Wilson

10. Author Meet-Up with Chair

    Secure a Chair well in advance (we recommend inviting a disabled Chair if there are disabled authors).

    Make sure you:

    • Give authors and the Chair a chance to communicate in advance (online or in-person meet-up) to get to know each other and confirm discussion points in advance, and offer questions in advance if authors need this (ideally, the Chair can organise this, but if they can’t, have a member of staff available to assist with this).

      It also ensures everyone knows each other’s access requirements (e.g. needing to refer to notes), so they can discuss what’s needed during the event. People can get familiar with each other’s pronouns and it allows blind or partially sighted people to get used to people’s voices. Chairs should discuss with participants what they’re happy to talk about and what they’d like to avoid – for example, a disabled person might not want to talk about disability if they’re there to talk about their work, or someone may have PTSD or dissociation and need to avoid certain triggers.

    • The Chair should ensure it’s clear who’s speaking by using participants’ names when directing questions

      See “Ensure it’s clear who’s speaking” in the Audiences section for more information on this.

    • We advise that the Chair inform the participants in advance (and remind them during the event intro) that they are invited to give a brief physical description of themselves at the start of an event if they want to do so. The Chair can also invite audience members who are asking questions to give a brief physical description.

      Given the intention is to convey a sense of the person, these descriptions can be anything from a list of physical descriptors to a more creative and entertaining way of describing oneself. (Some blind and partially sighted people find physical descriptions useful, while some say it privileges sight; however, it’s useful for people, if they choose to, to be able to convey important information about themselves that could be otherwise missed, e.g. physical differences, and to prevent misgendering based on voice).

    Reference: Maud Rowell, Jamie Hale, Khairani Barokka, Elspeth Wilson, Jeda Pearl.

11. Tech-check

    Ensure participants are briefed on the tech:

    • If online: what platform is being used?

    • Guide participants on how to use its features

    • Assist authors who are planning to do a presentation whether in-person or online

    • If in-person do a mic check

    • Ensure hearing loops are working

    • Ensure participants know who will be meeting/greeting and facilitating them (online or in-person)

12. British Sign Language (BSL) Interpreters and live captioners

    Book them well in advance. It’s very important to check with the author which BSL interpreters or captioners they prefer to work with.

    See “Spotlight: BSL Interpreters” and “Spotlight: Live Captioners” for more information.

13. Other Interpreters and Support

    Some deaf writers might require professional lipspeakers. DeafBlind writers might require someone experienced in DeafBlind communication, including things like Visual Frame Signing or Hands On Signing. Learning-disabled writers might have or require communication support workers. Don't assume that all access is covered because you've booked BSL interpreters; ask authors what they require and if there's someone they prefer to work with.

    Reference: Sandra Alland

After Events

1. Debrief

   After the event, allow authors, including Chairs if used, a chance to debrief and network, whether online or in-person. Note any access needs for this (e.g. a BSL interpreter).

   See “Specific Provisions for Author Networking Events” for more on networking.

2. Feedback

   Ask for the author’s feedback on your access provision and allow for this to be done anonymously where possible, for best data-capture. If you’ve had authors decline an invitation due to format and access, ask them what it was that didn’t suit their needs.