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Accessibility Planning Workbook

Plan practical accessibility requirements and actions for your event with this editable planning workbook. Operations and organiser teams capture Event Setup, an Accessibility Plan register and an Attendee Journey access map, then print the companion checklist for walkdowns. This is a working planning aid, not certification, legal compliance assurance or a substitute for a specialist accessibility assessment. It is separate from the noindex accessibility-communications-kit used for messaging.

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Format
PDF · XLSX
Difficulty
Advanced
Time
45 min
Stage
Plan → Build → Run

What this resource helps you do

  • Capture the essential accessibility planning workbook inputs in one place
  • Hand off a consistent template across event operations owners
  • Reduce last-minute gaps before the plan milestone
  • Track statuses, owners, and follow-ups across the full planning cycle
  • Export a shareable view for stakeholders and suppliers

When to use this resource

  • During plan and build when accessibility requirements must be owned
  • Before venue walkdowns and supplier briefings on access needs
  • When translating access requirements into attendee journey and communications actions

What is included

  • accessibility-planning-workbook.xlsx
  • accessibility-planning-checklist.pdf
  • PDF + XLSX download package
  • Instructions: Guidance for completing the accessibility planning workbook.
  • Event Setup: Event and governance setup shared across planning sheets.
  • Accessibility Plan: Accessibility planning register of requirements, actions and owners.
  • Attendee Journey: Accessible attendee journey and communications map.
  • Accessibility planning checklist: Printable companion PDF checklist for walkdowns and readiness checks.

Information required before starting

  • Event dates, venue context and governance owners
  • Known access requirements and priority attendees needs
  • Named action owners and target completion dates

What you produce

  • Event accessibility setup baseline
  • Accessibility planning register with owners and actions
  • Accessible attendee journey and communications map
  • Printable companion checklist for walkdowns

Who this is for

This resource is designed for Event organisers who need a practical, reusable document for event operations.

  • event organiser

    Owns the accessibility planning baseline and ensures actions have named owners.

  • operations manager

    Turns requirements into venue, supplier and onsite actions using the plan and checklist.

Event-type use cases

  • conference

    Plans access requirements across registration, sessions, wayfinding and support desks.

  • festival

    Coordinates multi-area access actions and journey support across a large site.

How to use this resource

  1. 1

    Complete Event Setup

    Enter event, venue and governance owners so every sheet shares the same baseline.

  2. 2

    Build the Accessibility Plan register

    List practical requirements, actions, owners and dates rather than vague intentions.

  3. 3

    Map the Attendee Journey sheet

    Note where access support and communications are needed across the journey.

  4. 4

    Print the companion checklist

    Use the PDF checklist during walkdowns to confirm planned actions are visible on site.

  5. 5

    Escalate specialist needs separately

    Treat this workbook as planning support only; engage specialists where legal, clinical or certification advice is required.

Common mistakes to avoid

  • Treating the workbook as legal compliance or certification — Use it for practical requirements and actions only; obtain specialist advice for compliance decisions.
  • Confusing it with the accessibility-communications-kit — Keep requirements and actions here; use the communications kit for access-related messaging content.
  • Leaving owners blank on the Accessibility Plan — Assign an owner and target date to every material requirement before sharing.

Download files

Unlock this resource above to download every included file. Companion files do not need a separate form.

Accessibility planning workbook — editable XLSX

Editable Excel workbook with Instructions, Event Setup, Accessibility Plan and Attendee Journey sheets for practical accessibility requirements and actions.

When to choose it: Use as the live planning register for access requirements, owners and journey actions.

XLSX · 10 KBLocked

Accessibility planning checklist — printable PDF

Companion printable accessibility planning checklist for walkdowns and readiness checks alongside the workbook.

When to choose it: Print for venue walkdowns and onsite access readiness reviews.

PDF · 3 KB · CompanionLocked

Continue your planning workflow

Next step →Accreditation And Credential MatrixNext step →Complimentary Tickets And Holds RegisterNext step →Contingency And Emergency Action Matrix

Take this workflow into EventSuite

Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.

Get startedStart your setupConnect your event operations to EventSuite — ticketing, vendors, marketing, and analytics in one platform.Talk to usBook a demoSee how EventSuite can replace spreadsheets and manual processes for your events.

Event management

Run events end-to-end from brief to post-event reporting.

Attendee engagement

Boost satisfaction with messaging, feedback, and digital tools.

Frequently asked questions

Frequently Asked Questions

Does this certify the event as accessible or legally compliant?+

No. It is a practical planning workbook and checklist. It is not certification, legal compliance assurance or a substitute for a specialist assessment.

How is this different from the accessibility-communications-kit?+

This workbook plans requirements and actions. The communications kit focuses on accessibility-related messaging and is a separate, noindex resource.

Which workbook and checklist format support accessibility planning?+

A primary Excel workbook plus a companion printable PDF accessibility planning checklist.

Which sheets are in the workbook?+

Instructions, Event Setup, Accessibility Plan and Attendee Journey.

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