Planning the agenda
What you will learn in this chapter
- Keeping to your running order.
- How to make sure your speakers and entertainment are accessible.
Running order
Your agenda should have enough time for each part of your event. It’s a common mistake to include too much in the agenda. This can lead to unrealistic timings and delays.
Keeping to timings is very important. Overrunning can cause issues for some attendees. If it happens, you shouldn’t make a break shorter to try and make up for the time.
Make sure anyone who is speaking or has facilitating responsibilities is aware of this.
Booking disabled speakers and entertainment
If you are booking entertainment, consider hiring disabled talent. You should also make sure that the entertainment is accessible.
You should give any speakers, hosts or entertainers an access template. This means they can share their access needs in a clear and simple way.
Scope access template (Word document)
Creating an accessible environment
This might mean booking equipment and professionals. There is more information about this in the next chapter.
You should also think about:
- low-level and consistent lighting
- avoiding loud noises
You might also want to tell your audience that they can move around if they need.
Give speakers accessibility guidance
Make sure to brief your speakers in advance. We recommend sharing accessibility guidance with them. Be clear about what to expect and what is expected of them. Give them an email address and phone number they can use on the day and in advance.
If speakers are using slides, ask them to send them in advance. They should also make sure they read everything meaningful on the slides.
PowerPoint presentation accessibility (Scope for Business)
Visual descriptions
You should ask everyone who will be speaking to describe themselves. Provide some guidance on the level of detail required. This involves explaining:
- what you look like
- what you are wearing
- your location in relation to anyone else
For example: “I’m Bob, I’m male, medium height, black with short-cropped hair. I’m wearing a tight orange t-shirt and black jeans.”
The host or first speaker should also briefly describe the room and surroundings.