Locality, venue logistics and cross-team coordination tools
Event accessibility action tracker
Your team has found gaps in how people will reach and use the event, and someone must be answerable for each one.
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The short answer
The tracker keeps one row per barrier: the access need as an anonymous category, the route or room, the evidence you hold, the action, its owner and deadline, any alternative offered, and whether a confirmation has been recorded. It lists the barriers still unresolved and the confirmations on file.
It never works out who has a disability, and it never turns a completion count into a statement that the event is accessible. Marked done is shown as unresolved until a confirmation record says who confirmed it and when.
What to record
- The access need as a category, such as step-free movement, seeing and reading, hearing, sensory load or communication. Never a name or a medical detail.
- The route or room the barrier is in, and what the barrier is.
- The evidence you hold: nothing yet, a verbal statement, written confirmation from the venue or a supplier, or your own site visit notes or photos.
- The action, the owner's role, the deadline and the alternative offered while the barrier remains.
What counts as resolved
A row is unresolved while it is open, in progress, or marked done without a confirmation record. A confirmation record needs a role and a date: who said it was dealt with, and when.
Even a resolved row only means the record is complete. It does not show that the route, room or event works for the people who need it.
Flags worth acting on
- No owner or no deadline on an unresolved item.
- Overdue against the review date you enter.
- No evidence, or verbal evidence only: ask for it in writing.
- No alternative recorded while a barrier is still open.
Limits
Counts are shown as numbers, never as a percentage or a rating, because a completion figure says nothing about whether people can actually use the event. An access specialist, the venue or the people affected must judge that.
For what the venue has confirmed in writing, use the venue visit evidence log. For wording on signs, see the trilingual signage planner.
Worked example · Fictional example
A fictional three-item tracker
Fictional organisation and items, to show the flags.
A fictional forum records a step at the lobby door with written venue confirmation of a side ramp, marked done with a confirmer and date, so it holds a confirmation record. A hearing item for the main hall has no owner, no evidence and a deadline that has passed, so it is flagged three ways.
A third item, door width in a breakout room, is marked done but rests on a verbal statement and has no confirmation record, so it stays unresolved with a prompt to get it in writing.
Use this yourself
Access action tracker
One row per barrier. Use categories only and keep personal details out.
| Category | Route or room | Barrier | Evidence held | Action and owner | Deadline | Alternative offered | Confirmed by and on |
|---|---|---|---|---|---|---|---|
Handle it in-house, or bring in help?
Your team can usually handle this when
- The venue is familiar, the list of barriers is short and each has an owner.
- The venue has already given written answers on routes and rooms.
Outside planning help earns its fee when
- Many barriers, several suppliers and tight dates need one person following each action to a confirmed close.
- Venue answers are slow or verbal and need chasing in writing.
- The event needs an access specialist and someone to coordinate their findings with the venue and suppliers.
Want access actions followed through?
A conference project lead can coordinate the access workstream: keeping the tracker current, chasing owners and written venue answers, and keeping deadlines visible to your committee. Judging whether a route or room is suitable stays with the venue, an access specialist and the people affected.
Questions organisers ask
Why are people entered as categories only?
The tracker needs the kind of barrier, not who it affects. Names and medical details do not belong in a planning record.
Can a high completion count show the event is accessible?
No. The tool shows counts only. Whether people can use the event is for the venue, an access specialist and the people affected to judge.
What makes a confirmation record?
A role and a date for who confirmed the item was dealt with, alongside the evidence you hold.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.