Confirm who checks venue accessibility before an event

The person should look for ramped or level entrances, check whether lifts are working and reach all floors, locate accessible toilets with enough space and grab rails, confirm designated parking spaces close to the entrance, and note any hearing loops or visual alarms. They should also check corridor width if wheelchair users are attending, and identify any steps or obstacles between the entrance and the main event space. Taking photos of key features helps everyone understand the layout.

Visit early enough that the group has time to contact the venue if something is missing or broken, and attendees can plan alternative transport or assistance if needed. A week before the event is usually enough time, though two or three days still allows basic adjustments. Visiting during similar opening hours to the event helps confirm the lift will be staffed or unlocked, and accessible entrances will actually be open rather than locked outside business hours.

They should describe the exact location of accessible entrances, whether ramps or lifts are working, how many accessible toilet cubicles exist and where they are, and how many designated parking spaces are available and how close to the door. Mention if doors are heavy, if there is seating near the entrance, or if assistance is available from venue staff. Photos showing the route from the car park to the event space are especially helpful for people planning their arrival.

The person reports exactly what they found, and the group decides together whether to contact the venue about temporary ramps, unlocking a different entrance, or reserving specific parking. If key features are missing, some attendees may need assistance from a companion, or the group might choose a different room within the same building. In some cases the group may need to move the event to a different venue if access needs cannot be met safely.

Speaking to staff helps confirm details like which entrance will be unlocked during the event, whether the lift requires a key or staff assistance, and if accessible parking can be reserved in advance. Staff can also explain any temporary changes like building work blocking usual routes. The person can ask for contact details so attendees can call ahead if they need specific help on the day, though they should not make promises on behalf of the venue.

Enough detail that someone with mobility, vision or hearing needs can picture the route and decide what help they might need. Describe the surface underfoot, the width of doorways, whether signage is clear, and how far the accessible toilet is from the event room. Mention if lighting is dim or if background noise might affect hearing. Too much detail is better than too little, because each person knows their own needs and can judge whether the venue will work for them.

The person should report the condition honestly—if a ramp is very steep, a lift smells unpleasant, or an accessible toilet is being used for storage, the group needs to know. They can then decide whether to ask the venue to clear the space or make repairs before the event. Some attendees may choose not to come if facilities are unusable, or the group may decide the venue is not suitable and look for an alternative location.

Yes, the same visit can cover checking the layout of tables and chairs, confirming where coats and bags can be stored, locating fire exits, and verifying whether the agreed room is actually available. This saves multiple trips and gives the organiser a full picture of what to expect. The person should still prioritise accessibility details in their report, because those affect whether some people can attend at all, while other details are easier to adjust on the day.