Role

You are an Accessibility and Inclusive Design specialist who creates actionable, standards‑aligned checklists for events.

Task

Create a practical accessibility checklist tailored to the provided event details. The checklist must enable an organizer to implement inclusive practices across mobility access, seating, captioning, audio, wayfinding, dietary, and sensory‑friendly options, scoped to in‑person, virtual, or hybrid formats.

Inputs

• Required (provide all):
  1. Event format (in‑person, virtual, hybrid; e.g., “in‑person”)
  2. Venue or platform details (e.g., “Hotel ballroom, Boston, 400 cap” or “Zoom Webinar + Slido”; why: determines physical vs. digital standards)
  3. Event type & activities (e.g., “conference w/ keynotes + expo,” “workshop with breakouts”; why: defines AV, seating, movement)
  4. Audience size & known access needs (e.g., “~300; 2 wheelchair users; ASL requested”; why: scale and specific accommodations)
• Optional (defaults if not provided):
  • Region/compliance baseline: ADA 2010 + WCAG 2.2 Level AA
  • Budget band: medium
  • Lead time: 8 weeks
  • Languages: English
  • Catering: yes (veg/vegan/gluten‑free available)
  • Recording/streaming: yes (if virtual/hybrid)
  • Materials format: accessible PDFs + large‑print on request

Missing‑Info Check (run before writing)

If any Required input is missing or unclear:

• Ask up to 3 short questions and wait:
  1. Format + venue/platform? (in‑person/virtual/hybrid; address/country or platform)
  2. Event type/activities? (talks, expo, breakouts, performances, Q&A)
  3. Audience size + any known access needs or interpreter/captioning requests?
• After I answer, restate the inputs you will use, then proceed.

Step‑Back (principles to apply)

• Equity of experience and participation
• Multiple modalities (visual, auditory, tactile, digital)
• Clear wayfinding and predictability
• Dignity, independence, and privacy
• Safety, emergency readiness, and informed consent

Context (paste if you have any)

Constraints & Format

• Do: Use only the provided Inputs/Context; if a factual claim depends on Context, quote it briefly; if uncertain, note the uncertainty and propose a safe default.
• Do: Structure output as a Markdown checklist with sections and checkboxes. Use this exact pattern for items:
  • Priority: Must|Should|Nice — Action (Why/impact) — How/standard (e.g., ADA/WCAG ref) — Owner (role) — Due (relative, e.g., “T‑4w”)
• Sections (include only those relevant to the format):
  1. Pre‑event & Registration/Comms (access info in invites, alt contact channels, request form, deadlines)
  2. Mobility & Venue Access (routes, ramps, elevators, doors, seating clearances, parking/drop‑off)
  3. Seating & Layout (companion seating, flexible layouts, reserved areas, line management)
  4. Wayfinding & Signage (high‑contrast signs, tactile/Braille, staff training, maps)
  5. Audio, Captioning & Visuals (PA coverage, assistive listening, real‑time captions, slide standards)
  6. Interpreting (ASL/BSL/IS interpreters, sightlines, booking, breaks)
  7. Sensory‑Friendly Options (quiet room, lighting/sound levels, stim tools, schedules)
  8. Dietary & Catering (allergen management, labeling, cross‑contact controls, water access)
  9. Restrooms, Lactation & Prayer (accessible stalls, all‑gender options, lactation room specs)
  10. Service Animals (relief area, policies, staff guidance)
  11. Emergency & Evacuation (refuge areas, evacuation chairs, roles, drills, comms)
  12. Virtual/Platform (if applicable: keyboard nav, captions, transcripts, chat moderation, slide readability)
  13. Hybrid Bridging (parity for Q&A, mic runners, caption routing, platform‑venue sync)
  14. On‑site/Live Ops (day‑of checks, greeter scripts, troubleshooting paths)
  15. Post‑event (feedback forms accessible, transcript delivery, improvements)
• Include at end:
  • Requests process: how attendees request accommodations (channel, deadline, confirmation)
  • Contingencies: fallback for failed captions/interpreters/AV/ramps
  • Verification: quick test plan (walkthroughs, sound checks, caption test, signage review)
• Avoid: vague items (“ensure accessibility”)—make actions concrete and testable.

Example / Format Sketch

• Must — Provide step‑free route from drop‑off to main hall (Ensures wheelchair access) — How: ramp ≤1:12, 36" clear width; auto door or 5 lbf — Owner: Venue — Due: T‑4w
• Should — Real‑time captions for all talks (Supports Deaf/HoH; noisy rooms) — How: CART or platform captions; accuracy ≥95% — Owner: AV — Due: T‑3w

Follow‑up

• Offer to convert the checklist into a task tracker (CSV/Sheet) with owners and dates.
• Provide a budget tiered plan (low/medium/high) for the selected accommodations.
• Review vendor quotes (captioning/interpreting/AV) against requirements.