Accessibility & Sustainability Event Generator

Accessibility Options

Banner for Event Generator

The Accessibility & Sustainability Event Generator helps users create accessible and sustainable event plans. Developed by Trinity College Dublin's disAbility Service, it provides tools to ensure events accommodate diverse accessibility needs (e.g., wheelchair access, hearing loops, ISL interpreters), and sustainable practices like zero waste and eco-friendly products. Users can input event details, generate a PDF, and follow guidelines for inclusivity and sustainability. It emphasises feedback collection to improve event planning.

Your feedback and suggestions are highly valuable as we continue to improve this tool. Accessibility & Sustainability Event Generator Feedback Form (Opens in a new window).

More Information on Planning and Booking Events

Individuals or groups wishing to hold events on College property (indoor or outdoor) on or off the main campus are required to make an application, normally two weeks in advance, at the Enquiries Office, Regent House. An electronic application (Opens in a new window) form is available for this purpose. Permission to host such events is then sought from the Junior Dean.

Please refer to the Junior Dean - Events and Parties (Opens in a new window) page for more information. The Central Events Team are responsible for dealing with all enquiries and bookings related to meetings and events. For more information please visit Central Events - Commercial Revenue Unit (Opens in a new window). You can also submit an event using the News & Events Submitter Information Form (Opens in a new window). Please email orla.sweeney@tcd.ie for further information regarding News & Events.

To book an event space, students should contact the Enquiries Office at enquiries@tcd.ie. They will provide all the necessary details for your booking.

Please try to give at least 10 working days' notice before your event. Requests submitted with less notice may not be processed in time, but the team will do their best to help.

The most important takeaway: contact the Enquiries Office as early as possible to ensure your event request can be handled smoothly.

All Student Society Spaces are available for use again from Monday to Friday, between 10am and 9pm, provided they adhere to College Regulations. Available Teaching Spaces can also be booked through the Enquiries Office for extracurricular activities. To ensure proper management, all Teaching and non-Teaching bookings must be recorded in CMIS (Opens in a new window).

Note: The disAbility Service is available to provide guidance on planning events. Contact the disAbility Service at askds@tcd.ie with questions or concerns regarding your event. Post-Event: After your event or when possible, make recordings of your program, along with transcription, available online after the event. Notify all who registered when and where the recording is available. Send a post-event survey to gather feedback on accessibility and sustainability at the event.

How to Use the Accessibility & Sustainability Event Generator

Follow these steps to create your event's accessibility and sustainability statement:

  1. Fill in the information you have for your event in the provided fields.
  2. Click on the button.
  3. After the completed form is generated, click on the button, and copy the text that appears.
  4. You can also click on the button, and this will create an 'event-details.pdf' document.
  5. You can also click on the button, and this will create an 'event-details.docx' document.
  6. Click on the button, and this will email a copy of the completed event-details (text) to your email address.

Section 1 - Event Details

Please provide the event name.
Event Name is required.
Please provide a brief description of the event. This information will help users understand the event's purpose.
Event Description is required.
Please provide the full address or location of the event.
Event Location is required.
Please enter the full name of the event organiser.
Event Organiser Name is required.
Please enter a valid email address.
Please enter the time in the following format, e.g., 10:00 AM or 10:00 PM.
Event Start Time is required.
Please enter the time in the following format, e.g., 10:00 AM or 10:00 PM.
Event End Time is required.
Enter the start date of the event in the format mm/dd/yyyy.
Event Start Date is required.
Enter the end date of the event in the format mm/dd/yyyy.
Event End Date is required.
Is this event hosted online?

Note: If it's an 'Online Event' please refer to the Technology and Accessibility guide for more information (Opens in a new window). An online or hybrid event ensures more people can engage in meaningful ways, regardless of their circumstances. A hybrid event combines in-person and virtual elements, allowing attendees to participate either onsite or online, offering flexibility and inclusivity.

Select 'Yes' if the event is being held online or hybrid. Required answer.

Event Recordings for Online Events

Note: Recordings reduce the pressure of attending live events, accommodating various accessibility needs. Please refer to the Social Media Accessibility guide for more information, which includes information on audio description. (Opens in a new window).

Will the event be recorded and be available to view afterwards?
Required answer.
Is this an in-person event?

Note: If it is an In-Person Event, please refer to the Is your Building Accessible? guide for more information (Opens in a new window) or check with the TCD Sense Map to find out if a building is accessible (Opens in a new window).

Select 'Yes' if the event will be held in-person or hybrid. Required answer.

Section 2 - Event Accessibility

Wheelchair access requires smooth, flat surfaces without lips or abrupt transitions, gently sloped ramps instead of steep ones, wide doorways, and sufficient space within rooms for wheelchair users to move comfortably. 'Step-free access only' means all areas, including entrances, exits, and seating spaces, are fully accessible without stairs or steps, ensuring easy navigation for wheelchair users.

Is the event accessible?
Required answer.

Event Facilities

Is seating available at the event?
Required answer.
Wheelchair accessible toilet

Note: Read more about Enabled toilets and changing places toilets in Trinity(Opens in a new window).

Required answer.
Hearing Loop Availability

Note: A loop system enables hearing aid users to hear various sound sources in large rooms or reception areas, in auditoriums, offices, theatres, or other large public areas. More information about Trinity Installed Loop Systems (Opens in a new window).

Required answer.

Section 3 - Accessibility Options

Note: Irish Sign Language (ISL) Interpreters should be provided upon request. Ask attendees if they have any accessibility requirements at least two weeks before an event. More information on booking an ISL Interpreter at Trinity (Opens in a new window).

Irish Sign Language Interpretation Availability:
Required answer.

Speaker Accessibility Options

Note: Ensure all speaker platforms are accessible. Ask speakers about any specific accessibility requirements they might have at least two weeks before the event. Provide details on accessible technologies available.

Speaker Accessibility Accommodations

Note: Checked Box = Yes. Unchecked Box = No.

Please select any applicable accommodations (Optional field).
Accessibility Requirements

Note: When promoting events, always include a consistent and welcoming accessibility contact statement in all promotional materials, such as print advertisements, web pages, and flyers. For example: 'We are committed to making this event accessible to everyone. Please contact us with any accessibility needs or accommodations you require to participate fully in this event.'

Required answer.
Disabled Person's Parking Availability

Note: More information on Accessible Campus Parking at Trinity (Opens in a new window).

Required answer.

Neurodivergent Individuals

Note: Find out more about creating a sensory-friendly environment at the TCD Sense Project page (Opens in a new window). For information about the sensory environments in different areas of Trinity and physical access information for buildings across campus, visit the TCD Sense Map (Opens in a new window).

Are there provisions for a designated quiet space?

A designated quiet space at events provides a calm area where neurodivergent individuals can retreat to avoid sensory overload.

Required answer.
Is event information clear, concise, and provided in multiple formats?

(e.g., written, visual, verbal to cater to diverse cognitive processing styles.)

Required answer.
Is a detailed timeline of the event provided?

A timeline is important for an event because it provides a clear, structured overview of what to expect, helping neurodivergent individuals manage their time, reduce anxiety, and feel more in control of the situation.

Required answer.

Audio & Visual

Audio Descriptions provide spoken explanations of visual elements such as settings, actions, or key visual details. This helps blind or visually impaired attendees understand and appreciate the visual aspects of the event, such as performances, artwork, or presentations. Visual Descriptions, including subtitles, captions, and sign language interpretation, ensure that attendees who are deaf or hard of hearing can access spoken content, music, or sound effects.

Audio description availability
Required answer.
Are the presentation slides (MS PowerPoint etc.) accessible?
Required answer.
Does the event include a video showing or video call?
Required answer.

Immunocompromised Individuals

Note: Immunocompromised individuals have weakened immune systems, making them more vulnerable to infections and illnesses. It is important for an event to consider immunocompromised individuals by implementing safety measures such as masking, using HEPA filters, and keeping windows open for better ventilation.

Masking:

Masking is wearing a face covering to reduce the spread of airborne particles, such as viruses, and protect against infection.

Required answer.
HEPA:

HEPA filters are high-efficiency air filters that capture tiny particles, including dust, allergens, and pathogens, improving air quality.

Required answer.
Open Windows:

Opening windows to improve ventilation is important for the safety of immunocompromised individuals, as better airflow reduces airborne contaminants and lowers the risk of illness.

Required answer.

Section 4 - Sustainability

Note: When planning or evaluating a sustainable event, focus on waste management, transportation, consumption, and promoting sustainability awareness to align with sustainability principles. Read more about Trinity Sustainability Initiatives (Opens in a new window). There are also TCD Sustainable Event Guidelines (Opens in a new window) that provide guidance on how to plan and execute events in an environmentally friendly way.

Single Use Items

Single-use items, such as coffee cups, plates, water bottles, gift wrapping, and plastic bags, are typically discarded after one use. In contrast, 100% reusable items are designed to be reused, reducing waste by minimizing the need for disposal.

Will single use items be available at the event?
Required answer.

Reducing Waste

Note: A zero-waste event minimizes landfill waste by focusing on reducing, reusing, recycling, and composting materials, eliminating single-use items, and promoting sustainable practices.

Will the event be a zero waste event?
Required answer.

Food and Drink Options

Note: If food and/or drink are provided, be mindful of restricted diets. Regarding providing food at your event, clearly indicate potential allergens and gluten-free, vegan, vegetarian, food labelling, and other options.

Will the event take a veggie first approach?
Required answer.
Gluten free options availability:
Required answer.
Are foods labelled with all their ingredients?
Required answer.

Transport

Note: Promoting transport options like walking and cycling for events is vital for creating accessible, sustainable gatherings.

Will public transport and active travel be promoted for the event?
Required answer.

Sustainability of Procured Products and Services

Note: A number of Sustainability Guides (Opens in a new window) have been created to share helpful information about how to conserve resources, reduce waste, and recycle on campus. You can also find information about Sustainable Procurement (Opens in a new window). Ensuring products and services are sustainably sourced reduces environmental impact and supports ethical practices, making events more eco-friendly and responsible.

Are products and services procured for the event sustainably sourced or produced?
Required answer.
Will the event promote sustainability and gather feedback for improvement?
Required answer.
Select 'Yes' if the event will include activities or information to promote sustainability awareness, such as workshops, informational booths, or educational materials.

Additional Information

Note: Adding additional information is crucial for making events more inclusive and accessible because it addresses the diverse needs of participants and removes barriers that might prevent people from fully engaging.

Consider adding any additional details that could help attendees, such as catering options, specific accommodations, or transportation information (Optional field).
Include email addresses, phone numbers, or other contact information for accessibility or accommodation enquiries. (Optional field)
Include a web/website link for the event if there is one (Optional field).
Please specify the event cost or indicate if it is free (Optional field).
Upload an image as it adds more interest to your event (Optional field).
Form has been successfully submitted!
Data copied from the form will be displayed here for review.

Trinity disAbility Service

Trinity disAbility Hub
Printing House Square
Trinity College Dublin
Dublin D02 DP29

Trinity Sustainability

House 1
Trinity College Dublin
Dublin 2
Dublin D02 DK07

Trinity Ability co_op

DU Neurodiversity Society (DUNeS)