June 19, 2025

Preparing for an Event

by Our content team

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A handy checklist of potential barriers to effective communication. Use it to prepare for hosting an event such as a conference, training day or presentation.

Check:

Remove physical sources of distraction, e.g. telephones, televisions, computers, or any other potentially noisy objects within the room.
Close all windows and doors once everyone is in the room.
Ensure all technology being used has been safety checked and works effectively, e.g. microphones, projectors, computers.
If preparing handouts or other material, check that irrelevant or wordy material has been omitted and jargon/slang removed.
Adequate temperature and ventilation - not too hot or cold. Check throughout the day.
Seating and layout of furniture - comfortable chairs, arranged so that everyone can see the speaker/presentations.
Adequate table/desk space for writing if necessary at an accessible height. If writing surfaces are not at wheelchair height, do you have alternative provision?
Danger nearby - check for obstacles, e.g. cables and wires.
Remove physical barriers between the speaker and the audience, e.g. table or lectern.
Lighting - the room should be well lit, but not too bright. No shadows or reflections from the sun.
Adequate provision for comfort breaks and refreshments.
Make sure that people have enough room to move - they should be comfortable and not squeezed together.
Arrangements made for deaf/hard of hearing people and blind/partially sighted people (e.g. hearing loop/subtitled videos/transcripts/sign language interpretation/audio version/Braille/font sizes and color).
Venue is accessible for people with mobility problems (e.g. doors large enough to accommodate wheelchairs, wheelchair lifts/ramps, accessible bathrooms and break-out rooms).
Provision in the room for people with wheelchairs to maneuver - all desks/tables set out at a height that is accessible to wheelchair users.
Any signs are clear (preferably dark lettering on a light background and a mix of upper and lower-case and large print and/or universally recognized picture signs) at a level that they can be read by wheelchair users.
Ensure sight/hearing lines to speakers are clear (e.g. for lip readers).
If using any computer equipment, ensure that it is accessible to all participants (e.g. voice recognition software, predictive typing, large screens, alternative mouse etc.).

Preparing for an Event

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