Checklist for hosting inclusive events at the University
This checklist will help ensure our events are accessible and inclusive. We welcome your feedback. Please email firstname.lastname@example.org
- Is your venue accessible (including toilets and car parks) to people with disabilities? Access arrangements may also be needed for guests who are elderly or pregnant. Accessible venues and car parks at the City Campus
- Do attendees have any access requirements, including assistance when arriving/departing the venue?
- If your invitation is sent via email, does your online RSVP form include spaces to identify these requirements?
- Are attendees’ nametags easy to read? Guidelines for creating accessible materials are on page 42 of the University of Auckland Style Guide
- Is your venue is easy to find on a map? View the University’s campus maps
- If attendees require a braille map of the City Campus, email Student Disability Services
- Does your venue has sufficient seating for attendees who are elderly or who have a disability?
- If children are attending, are there resources in place (e.g. children’s play area/catering)? Read our guidelines on babies and children on campus
- Are there unisex toilets available near or at the venue? This is particularly important for our transgender and gender diverse community. A clear and simple message to include in your “housekeeping” brief is: “Because we are an inclusive University, we have unisex, gender-specific and accessible toilets. Transgender and gender diverse people are of course welcome to use the toilets of their choice.” Where to find unisex toilets
- Is photography is permitted at your venue? Some venues do not allow photography of certain areas, such as the lashings in the Fale Pasifika.
- Do you have model release forms on hand for attendees whose images may be used in our communications and marketing materials? Download model release forms from the central services page of the staff intranet (under media and marketing/resources)
- You can request halal, vegetarian, vegan and allergen-free catering from our preferred suppliers
Accessibility of Information
Its important to ensure all of our electronic information and communication is available and accessible to all. From hand outs to slides, clear easily understood information is vital at events. Find out how you can write accessible information and communications.
When planning your event please give as much notice as possible to those who may be involved in organising or supporting it.
If dignitaries, heads of state, government ministers or other VIPs are expected to attend, please contact:
Office of the Vice-Chancellor
Phone: +64 9 923 3750
If visitors from international countries are attending your event, please contact your faculty’s Associate Dean (International) or International Manager for advice on protocols specific to the country represented.
Māori and Pacific protocols
Where to go for advice or guidance on Māori or Pacific protocols:
Office of the Pro Vice-Chancellor (Māori)
Phone: +64 9 923 2525
To book Waipapa Marae contact:
Department of Māori Studies
Phone: +64 9 923 7938
To book the Fale Pasifika contact:
Phone: +64 9 923 9674
Te Reo and Pacific greetings
Inclusivity and diversity
- Does your audience/speaker list reflect the cultural and ethnic diversity of the University community? Does your event have gender balance?
- Will communications developed after your event reflect the University’s commitment to being a safe, inclusive and equitable place to study and work?
- Do you require sign language services? If so, visit Sign Language Interpreters Association
- Have you checked that the venue’s sound system/microphone are accessible for your audience?
- Are your signs/presentations accessible to vision-impaired audiences? Read the Blind Foundation’s guidelines to creating accessible documents
Read page 42 of the University of Auckland Style Guide
- Do your video or online materials require captions or subtitles?
- Read the Blind Foundation’s advice on communicating with someone who is blind or has low vision
- Are you using multiple communication methods to accommodate different learning styles (eg, verbal communication, pictures, text)? Remember to describe any images or graphs on your slides for anyone who may not be able to see them clearly.
- Have you checked if the materials for your event need to be sent out in advance and are accessible (e.g. offered in braille or large print)?
- Have you scheduled sufficient breaks? Attendees might need to take care of medical needs during breaks.
- The University is a secular institution that recognises people’s spiritual and religious needs
- Have you asked attendees if they have any dietary/cultural requirements? If your invitation is sent via email, does your online RSVP form include a space to identify these requirements?
- Are there regulations around the kinds of food you are allowed to serve? Some venues have their own catering guidelines.
- Are you offering both alcoholic and non-alcoholic beverages? Some people may not drink alcoholic beverages for cultural, religious or personal reasons. We recommend you include a variety of high-quality non-alcoholic options. Read our Event Management Policy
- Read the University’s alcohol policy
Gifts, hospitality and benefits
Read about best practices and guidelines for ensuring University conferences are inclusive and accessible to all participants.