Accessibility checklist for events

Checklist

• Digital accessibility

  Communications and Marketing

  • Make use of VU Amsterdam’s editorial guidelines (especially from page 8 onwards) when writing invitations and other copy.
  • Ensure that information on the accessibility of an event is clear and readily available.
  • Include a phone number or email address that people with disabilities can contact with questions and/or requests.
  • Preferably make it as easy as possible to register for an event or meeting, for example by only having to press the 'yes' or 'no' button.

  Accessibility of e-learning resources (Canvas)

  • Limit your use of colour. Not everyone is able to perceive colour, so it is important to make sure that colour is not the only way you convey information or require action from the user (e.g. offering the choice between a green or a red button).
  • Make use of high contrast. Images that are rather dark or do not feature enough contrast between text and background are not easily visible to everyone. Improve the contrast ratio to ensure that the foreground stands out clearly from the background. 
  • Use filenames that are short, clear and specific. For example, ‘article-on-accessibility-for-visually-impaired.pdf’ rather than simply ‘article.pdf’. This makes the file’s content immediately clear to everyone. Make sure the file name does not contain spaces or special characters.
  • Use meaningful and recognisable link names. Knowing what will happen when you click on a link is important: will it download a file or take you to another website? Describe each link clearly. Avoid generic terms such as ‘click here’ or ‘read more’ unless they are explained. 
  • Use text with clickable images. People whose vision is impaired often cannot see images clearly, if at all. Assistive technology can read out an alternative text. Often, when an image is used as a ‘clickable link’, the text only refers to the link itself (e.g. ‘click link’) and not the image. Always make sure that you include a description of the image. 
  • Use ‘real’ text. Sometimes text is only displayed as visual content within an image. Text presented in this way is not accessible or not readily accessible to people whose vision is impaired. By using ‘real’ text you ensure that the text is selectable and compatible with assistive technology. 
  • Provide structure. For students with a disability, information that consists of several sections can be difficult to process. It is therefore important to use elements that provide structure, such as a title, an introduction and subheadings.
  • Make use of meaningfully marked headings, labels and lists. Make headings bold and in larger fonts so they are easier to identify visually. When headings are marked using coding, assistive technology can also recognise them and provide structure and overview. 
  • Ensure a well-organized layout of (teaching) material and provide it with a clear structure, clear language, unambiguous instruction. Avoid figurative language and non-verbal communication.

  Want to know more about digital accessibility?
  Click on the following links (which lead to an external site):

  Digital accessibility
  Accessibility guidelines

• Physical accessibility

  Accessibility of locations

  • Make sure the location for an event is accessible to people with disabilities. If this is not feasible, inform visitors in advance and make it clear what is and is not possible in terms of access.
  • Set up an information point during the event where people with disabilities can go with questions.
  • Inform the VU in-house emergency services if you expect people with disabilities to attend, and get them involved in the organisation of your event.
  • Make sure that hosts and hostesses are informed about the event in advance, and know who to contact if guests have any questions.
  • Ensure that thresholds and raised surfaces higher than 2cm are fitted with driving plates/ramps.
  • Cover power cables and/or pipes that run across the ground.
  • Ensure that self-applied signage (e.g. stake signs) is clearly visible and legible, including from a wheelchair.
  • Use pictograms where appropriate: they make signage even clearer.
  • Use clear, unambiguous signage and programming
  • Over-stimulation costs a lot of energy and stress. In communication, point out the rest room and where it can be found.

   If applicable:

  • Designate at least one special area with a view of the stage for people with disabilities.
  • Ensure that a cash register and/or electronic payment terminal is accessible and usable by wheelchair users (90-120cm high).

  Personal contact

  • Notify relevant employees about the degree of accessibility at the event.
  • Make sure that employees are proactive, address people directly and are not embarrassed to ask for clarification.
  • Make sure that wheelchair users are addressed at eye level. 
  • Make sure that when communicating with people who are deaf or hearing impaired, employees show their faces, speak calmly and articulate clearly.
  • When communicating with people who are visually impaired, employees should make physical contact and tell them who they are and how they can help.

  Help with organising the event

  • There are a number of disabled parking spaces in the vicinity of VU Amsterdam. Visitors who wish to use the on-campus parking facilities due to their disability should send an email to servicedesk.fco@vu.nl.
  • Are you expecting a large number of people who need to use a disabled parking space? If so, check in advance to make sure you can reserve the required number of spaces. If necessary, additional spaces can be blocked off by the VU-VUmc parking company.
  • On the VU campus, there is space to drop people off close to an entrance. If you wish to make use of this space, it is useful to let Security know in advance. 
  • Every building has at least one wheelchair-accessible entrance.
  • Most buildings have one or more accessibility lifts at the entrance. These lifts are equipped with an intercom so that visitors can report to the reception desk if necessary.
  • Visitors can request a pass to use the wheelchair-accessible entrances at the W&N Building (1083-A) or the Main Building by sending an email to toegangsbeheer.fco@vu.nl. Opening hours Access Management: 09.00-16.00 hrs.
  • All restaurants and the library are wheelchair-accessible.
  • All VU buildings have toilets adapted for disabled use.
  • Guide dogs are allowed inside VU buildings.
  • Many lecture halls at VU Amsterdam also have loop systems for people with hearing aids. Check in advance that the loop is working properly.
  • Check whether the room has a microphone so that the sound can be amplified.
  • A mobile loop can be requested from the Audio Visual Centre (AVC).
  • The AVC can provide support for automatic subtitling at events.
  • You can also request a sign language interpreter or writing interpreter for the hearing impaired through the AVC.
  • The Kerkzaal on the 16th floor of the Main Building is not suitable for hosting events due to its poor accessibility.
  • More information on the accessibility of building at VU Amsterdam is available on this page.

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