Accessibility and covid statement 

We aim to run our conferences in an inclusive and accessible way that means everyone can participate equally. As part of our sign-up process, we’ll ask you to let us know any reasonable adjustments we can make to help you attend.  

Below are some of the common issues people let us know about, and what we do to ensure we can address them. If you think there’s something missing, or unclear, then let us know. 

Covid measures 

We want to deliver the safest event we can, while ensuring we benefit from the face-to-face interactions we’ve missed since the pandemic struck. We’re also very conscious of those who may be at additional clinical risks, so we’ll asking everyone to take precautions to support as much participation as possible. 

However, due to the nature of in person events we’re not able to offer a complete covid-secure in person experience. For example, social distancing may not be always possible. 

Below are the measures we will be taking, built on our experience during the height of the pandemic developing the Supporting Communities Safely guidance for community organisations. 

  • If covid regulations force us to cancel our in-person event we will move to a fully online delivery. We hope not to do this, but will let you know as soon as possible if we have to. 

  • For our in-person event, we’ll be following the principles contained in current guidelines which include measures beyond the strict legal restrictions. 

  • We are strongly encouraging those attending to protect themselves and others by:

  • Getting vaccinated including all relevant boosters before event if possible. 

  • Testing themselves prior to the event and not attending if you test positive or have indicative symptoms. 

  • Wearing a mask during the event where possible. 

  • Observing careful hand hygiene and avoid unnecessary physical contact within the venue. 

The venue 

We aim to only use accessible venues that we’ve made sure can offer a good experience to everyone attending. Sometimes there might be things we’ve missed, but we’ve checked with the venue the following: 

  • That the venue has adequate ventilation in all spaces used to ensure that potential spread of COVID is minimised.  (This may require you to dress slightly more warmly than usual to accommodate this key COVID safety measure.) 

  • That lifts are working and that there is level access to all parts of the venue – we check this when booking and the day before the event. 

  • A hearing loop in in place and working, and microphones will be used by all speakers. 

  • That the venue can cater fully to dietary requirements and specific requests. 

  • That accessible toilets are available and working. 

  • That they can provide specific furniture, such as chairs without armrests. 

  • That there’s enough space at the front of rooms for users of wheelchairs 

  • The venue has provided information on how to get the venue, including local parking and transport links. 

Our programme and booking 

  • We have adjusted our usual event timings to reduce the need for peak time transport. 

  • We’ll structure our programme to make sure attendees don’t have too much time ‘being talked at’. 

  • We’ll give time for people to go to and from their workshops. 

  • We’ll ensure a decent length of time for lunch and breaks. 

  • When signing up please let us know any reasonable adjustments we can make to help you attend. 

  • Please let us know when booking if you’d like an additional space for a carer or personal assistant to assist you during the day. 

Presentations and workshops 

  • We’ll advise any presenters on good practice around accessible communications. 

  • We’ll let them know any specific requirements that attendees may have. 

  • If asked for by an attendee, we’ll provide BSL and note takers.  

Accessible documents 

  • We can provide large print, or digital files of slides documents being used on the day – you can request these are sent to you beforehand, just let us know. 

  • We’ve asked all presenters to provide these to us beforehand and will have copies on the day. 

  • Where we don’t have a presentation, we’ll do our best to get this to you. 

Online events 

  • We’ll aim to offer the same accessibility experience online as offline, including access to translators and note takers. 

  • We won’t schedule Zoom workshops that are more than 2.5 hours, and ensure they have regular breaks. 

  • We’ll use the chat so that people can communicate in different ways. 

  • We can send presentations or documents we have before the event. 

  • We are still learning about what's possible in “hybrid” events with both face to face and online participation.  We commit to do our best to meet the widest range of needs through this approach although we can't currently guarantee that we can make it as good as either a fully face to face or fully online experience.