Sending more information before the event
What you will learn in this chapter
- Information to include in event reminder
- Venue, accessibility, and travel information to include
Before the event, you should send a reminder to your guests:
- Basic information: date, time, location, schedule.
- Who to contact if you need additional information.
You should also send extra information about the day. Try to provide as much information as possible in advance of the event. This can be through emails or a link to a page on a website, or both.
Detailed venue description
It can be essential for some people to know more about the venue. In your event communications, try to include:
- Location of entrance.
- Basic room set-up. For example: event held across two rooms.
- Access, for example: ground floor with direct, step-free access.
- Any relevant dimensions, for example: floor to surface height of tables is 30 inches.
- Floor surface detail, for example: the main room is carpeted, the entrance hall has a highly polished tile.
- Availability and location of quiet room and prayer room.
- Location and quantity of accessible toilets, which side transfer from wheelchair, for example left to right. Availability and location of Changing Places toilet.
Accessibility information
It’s important to include accessibility information for those who need it. Let people know about:
- Induction loop.
- BSL interpreter.
- Captioning.
- Dog water bowls for assistance dogs.
- How to identify staff or volunteers on arrival. For example: someone will meet you or look for someone wearing a specific uniform.
- Whether speakers will self-audio describe.
Travel guide
Car parking:
- Location of nearest accessible and Blue Badge parking.
- Ground surface detail. For example: car park is laid with paving throughout with step-free access to front door.
- Any specific instructions. For example if attendees need to share their registration number and vehicle make and model in advance.
Public transport:
- Distance between nearest station to venue, use distance rather than approximate time.
- Link to timetables if relevant.
- Accessibility of train station itself For example: step-free access from all platforms to street level.
- Ground surface detail between station and venue. For example: pavement surface is uneven in parts.