Make Event Information and Booking Options Easier to Access

Guests should be able to understand a painting event before completing a booking. Put essential information in readable text: what the activity involves, where it happens, what is supplied and what choices participants have. A decorative flyer can support promotion, but it should not be the only place these details appear.

Prepare a complete event information block

Include the date, start and finish times, time zone for remote events, location, arrival instructions, organizer contact and any cost or booking deadline. Explain whether the format is guided, self-led or drop-in. State the materials provided and what guests must bring. If children may attend, describe the actual supervision arrangements.

For example, “painting supplies provided” is less clear than a confirmed contents list followed by “bring clothing you are comfortable painting in.” Do not use the phrase “all included” when refreshments, instruction or additional household items are outside the arrangement.

Make access information useful

Share the venue information you have checked and invite participants to discuss practical needs. Provide instructions in an adaptable text format and make important information available beyond images or spoken announcements. W3C's accessible events checklist offers further guidance on venues, materials and participant requirements.

Avoid describing an event as fully accessible without knowing the relevant facilities and arrangements. A named contact can investigate a specific request more effectively than a vague “special needs” box that nobody reviews.

Test the booking journey

1. Start from the same link guests will receive.
2. Check that the event name, date and location agree across the listing and form.
3. Read every field label and identify what is genuinely necessary.
4. Try the form on a small screen and with keyboard navigation.
5. Check what happens after an error or an incomplete field.
6. Confirm the confirmation message explains the next step and contact route.

Use an authorized test process rather than submitting unwanted live registrations. Ask someone unfamiliar with the event to describe what they think they are booking; misunderstandings often reveal missing information.

Maintain one current version

Keep the approved event details in one record and update flyers, partner listings and reminders from it. Give the record a revision date internally. If the room or start time changes, contact booked participants through your established process instead of relying on an edited poster.

Common questions

Do we need a long form to understand access needs?

No. Provide a clear contact route and collect only information needed to arrange participation. Explain who will review any request.

Can a QR code be the only booking route?

Provide a readable web address or contact alternative as well, so someone who cannot use the code still has a practical next step.

Continue with inclusive planning, format descriptions and host preparation.