Turn participation needs into a confirmed delivery brief
An accessibility checklist for team building should describe the tasks people will do, the arrangements they need and who will confirm those arrangements. “Everyone is welcome” is not a delivery specification.
This planning tool complements the inclusive activity guide. It is not legal advice, a certification or a promise that every venue or program can meet every requirement. Confirm actual arrangements with participants through an appropriate private contact, your organization and the provider.
1. Invite requirements without asking for diagnoses
Explain the expected timing, location, travel and participation demands before the event. Offer a private contact for access requirements and communication preferences. Ask what would enable participation, rather than requiring someone to disclose a diagnosis to colleagues.
Keep access information out of public team rosters and shared supplier documents unless the information is necessary and its handling is agreed. Follow the employer’s privacy process. Do not promise absolute confidentiality if the appropriate delivery contact needs limited information to arrange support.
2. Check the demands of the actual activity
| Demand | Questions for planning |
|---|---|
| Movement and handling | Standing, reaching, lifting, fine-motor tasks, travel distance and seated contribution. |
| Communication | Spoken instructions, written information, captions or other agreed arrangements. |
| Vision and reading | Legible materials, contrast, non-color cues and access to instructions. |
| Sound, light and sensory load | Music, microphones, flashing effects, crowd noise and a lower-stimulation option. |
| Energy and timing | Breaks, pace, waiting, duration, medication or rest needs handled privately. |
| Social contribution | Competition, public performance, personal disclosure and equivalent alternatives. |
These are prompts to investigate, not assumptions about a person’s capabilities. Ask the provider how a proposed adjustment changes the task and whether the contribution remains meaningful. “They can watch” is not equivalent participation.
3. Confirm the venue and the route
Review arrival, entrances, internal routes, facilities, seating, surfaces and the locations of each activity. Check that a route remains usable after tables, materials, AV and catering are in place. Ask the venue and employer to confirm applicable emergency arrangements through qualified contacts.
For a large group, include briefing audibility and visibility, queues and movement between zones. Use the large-group operations guide. For remote participants, check the hybrid participation guide and the actual meeting platform.
4. Copy the supplier-ready access register
| Requirement or task | Arrangement to confirm | Owner | Acceptance check |
|---|---|---|---|
| Instructions | Agreed written and spoken formats available before the task. | Facilitator and organizer | Review materials with the planning contact. |
| Activity contribution | Meaningful role with agreed physical and communication demands. | Provider | Walk through the actual task and alternative. |
| Venue route | Confirmed entrance, facilities and movement path. | Venue and organizer | Check the installed layout. |
| Break or quieter space | Agreed location and return route. | Venue and organizer | Brief the private day-of contact. |
| Change on the day | Named contact and adjustment decision route. | Organizer and provider | Test contact details before arrival. |
Replace these examples with confirmed arrangements. Add only the information each owner needs. Include requirements in the provider brief before selecting a program or accepting a quote.
5. Test the arrangement before participants arrive
Use a dry run or document review appropriate to the requirement. Confirm that materials can be used, instructions can be followed and the actual layout supports agreed contributions. A general assurance from a supplier is not the same as testing the selected format.
For example, a fictional team chooses a build challenge. The planner and provider agree seated material handling, written instructions and a quality-check role that contributes to the shared result. They test those arrangements before announcing them. This example illustrates a planning process; it does not claim a particular FullTilt program has already been adapted that way.
6. Ask what worked, privately and without assumptions
After the event, ask whether the agreed arrangements worked and what should change. Do not infer satisfaction from attendance or ask someone to represent every person with similar needs. Record operational learning without unnecessary health information.
For further guidance, consult W3C’s accessible presentations guidance, Section508 meeting guidance and British Columbia’s inclusive-event guidance. Their scope differs; a checklist does not establish legal compliance.
Ask which participation requirements a proposed event format can support. Bring the task, venue and timing information rather than assuming an activity name guarantees access.