Planning and Design

Whenever planning for accessibility, the following tips and best practices are helpful to keep in mind:

• Be proactive: Designing for accessibility is an investment of time, resources, and capacity. Start planning for accessibility early to avoid the need to retrofit later on, and ensure disabled people and experts are actively part of the planning process.
• Plan for variability: There is no “one size fits all” program. Assume that your program participants will represent a diversity of cultural and linguistic traditions, ways of knowing and engaging with the world, and accessibility needs and preferences. Make sure you design all your programs and events to reflect this variability.
• Be flexible and responsive: Accessibility is personal and nuanced. Design your program components to accommodate diverse needs and communication styles, and be ready to make adjustments based on engagement with program participants.

You can engage the disability community more fully in your accessibility planning and design process through doing the following:

• Make decisions in consultation: Consult with the disability community and collaborate with accessibility experts to assess how your existing programs meet the needs and preferences of disabled individuals. Work with local advocacy groups and specialists to gather feedback, identify areas for improvement, and support the planning and design of accessibility features or services for both physical and digital spaces.
• Determine whether separate programs are desired or necessary: While it’s critically important to ensure all programming is accessible to people with a wide range of disabilities, some individuals may benefit from separate programs with tailored features for equitable participation. These might include programs such as ASL tours, virtual tours, touch or tactile tours, or programs with modified sensory elements or crowd sizes. (To learn more, visit the Hub pages on Touch and Tactile Services and Sensory-Friendly/Relaxed Events.) Work with the disability community and experts to determine which specific programs might be valuable or desired.

Ensuring that your staff is knowledgeable about accessibility is key. You can support your staff through doing the following:

• Hire skilled facilitators: When recruiting program staff, educators, docents, event staff, or other facilitators, ensure that you clearly state your commitment to accessibility and your expectations for inclusive practices.
• Provide comprehensive training and ongoing professional development: Train all staff members on accessibility protocols, communication strategies, and practices for effectively supporting individuals with various disabilities. Regular refresher courses and workshops will help staff stay up-to-date on best practices and new strategies for inclusivity and will account for changing needs with staff turnover.

When sharing information with visitors about the accessibility services your organization provides (or gathering information about specific visitors’ accessibility needs), consider the following principles:

• Build trust:
  • Communicate your intention to do everything you can to ensure that participants feel welcome, comfortable, and have equitable opportunities to participate and engage.
  • Share contact information for a person who can answer questions and provide information, and ensure follow up is prompt.
  • Assure that any disability or accessibility information shared by participants is confidential and will be used to enhance their experience.
  • Recognize that trust is also built through accountability when intentions fall short.
  • Create clear avenues for participants to provide feedback on accessibility and inclusion, and commit to acknowledging this feedback openly.
  • Communicate any actions taken in response, demonstrating a genuine commitment to continuous improvement.
• Share detailed access information:
  • Provide clear information about the physical, sensory, and programmatic accessibility features and services that your organization provides. Communicate this information through your communication channels, as well as in your registration and/or intake process.
  • Share a clear process and timeline for participants to request additional accommodations or services. (For more information, visit the Hub pages on Providing Services and Fulfilling Requests and Preparation/Know Before You Go Materials. Additional information about accessible communication practices can be found throughout the Communications section of the Hub.)
• Ask about accessibility needs, not disabilities: In your intake forms, avoid asking questions about specific disabilities. Instead ask questions about specific features, services, or accommodations that would facilitate equitable participation.

When planning and designing any program or event, keep accessibility considerations in mind. These relate to the physical spaces and materials you use, as well as sensory elements, programmatic and instructional design, and communication access.

Below, you can find different parts of the Hub with more detailed information on how to incorporate various accessibility features into your institution.

• Physical Accessibility
  • For general physical accessibility features of most spaces (e.g., entrances, elevators, parking, restrooms, etc), refer to the Physical Features page. The Care and Convenience Features page offers information about features such as water fountains, rest benches, etc.
  • For features of specific spaces where programming might take place, visit:
    • Classroom, Meeting Rooms, and Studios
    • Galleries, Collections, and Exhibits
    • Gardens and Outdoor Spaces
    • Historic Spaces
    • Live Displays, Habitats, and Tanks
    • Theaters and Auditoriums
  • If you provide programs in spaces that you rent or borrow, visit the Renting Space to or from Others page.
  • If your venue is not physically accessible or you are in the process of making access improvements, you still have a responsibility to provide programmatic access. Consider alternative locations or alternative ways of participating, such as live streaming, virtual tours, etc.

• Communication Accessibility
  • Provide multiple languages, formats, and services to support participants in understanding information communicated during your programming, as well as to empower them in communicating effectively with others. These might include:
    • Sign Language Interpretation
    • Captioning
    • Audio Description
    • Large Print
    • Braille Materials
    • Assistive Listening Systems
    • Audio Amplification
    • Touch and Tactile Services

• Sensory Accessibility
  • The Sensory Features and Sensory Services pages provide information about how to modify or provide more multimodal sensory elements for greater accessibility, as well as how to provide more tools and support services.
  • For specific information and considerations about implementing Sensory Friendly/Relaxed Events, please visit that page.

• Instructional Accessibility
  • For programs that have educational or instructional components, please visit the Accessible Instructional Practices page for guidance.
  • Visit the Evaluation and Feedback page to guide your planning process around gathering input from program participants, which can inform improvement.