Accessibility is about making sure as many people as possible can take part, access information and feel included. Whether you’re organising an event, creating social media content or sharing a video, thinking about accessibility from the start can make a big difference. You don’t need to know everything – there are plenty of tools and resources that can help.

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How can I make videos more accessible?

Adding closed captions means people can follow your video without needing to hear the audio. This can support deaf and hard-of-hearing students, as well as anyone watching somewhere they can’t or don’t want to use sound.

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There are apps and tools that can generate captions automatically as you speak. Some also let you use a script while recording, which can then become your captions.

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Always check automatically generated captions before publishing – names, accents and specialist terms can sometimes be picked up incorrectly.

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For live events or performances, you could also explore live speech-to-text or captioning services.

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What is audio description?

Audio description explains important visual information that someone might not be able to see, helping blind and visually impaired people follow what’s happening.

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This could include describing actions, settings, expressions or other visual details that aren’t already explained through speech. Audio description can be provided for recorded content as well as some live events.

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Ai-Media provides information about audio description and accessibility services.

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How can I make images accessible?

If you’re sharing images online, adding alt text or an image description helps people using screen readers understand what's in the image.

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Focus on the information someone needs to understand the purpose of the image. You don't need to describe every tiny detail.

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For example, instead of “Photo of students”, you could say “A group of students chatting together at a Students' Guild event in Devonshire House.”

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If an image contains important text, make sure that information is also available outside the image rather than relying on people being able to read the graphic itself.

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Some useful guidance can be found on American Anthropology Association’s website and Tug Agency’s website.

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How can I plan an accessible event?

Accessibility is much easier to build in from the beginning than add at the last minute. Think about the different ways students might experience your event and what could make it easier for them to take part.

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This could include:

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• scheduling regular comfort and rest breaks

• providing comfortable seating

• having a quieter space away from busy or crowded areas

• offering an online or hybrid option where possible

• considering whether BSL interpretation or captioning is needed

• making information about accessibility available before the event

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You might not be able to anticipate everyone's needs and that's okay. Giving students an easy way to tell you about their access requirements can help you make appropriate arrangements.

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What should I check when choosing a venue?

Before booking somewhere, think about the whole student experience, from arriving at the venue to moving around and using its facilities.

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Useful questions to ask include:

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• Is there step-free access to the entrance?

• Are there accessible toilets, and what facilities do they have?

• Is there step-free or lift access to all the spaces being used?

• Is an induction or hearing loop available?

• Are assistance dogs welcome?

• Is accessible parking available nearby?

• Is there somewhere quiet that students can use if they need a break?

• If something isn't accessible, be clear about this before the event so students can make an informed decision about attending.

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How should I communicate accessibility information?

Don't make students search for accessibility information or contact you just to find out whether they can take part.

Include an accessibility statement when you're promoting your event. This can tell students what you've already put in place and give them a way to contact you about any additional requirements. Check out one of the Guild’s events on FIXR to see an example.

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It's also helpful to include practical information such as step-free access, accessible toilets, seating, quiet spaces, captions or BSL interpretation directly on the event page.

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What if someone has an access requirement I haven't planned for?

You won't always know what someone needs until they tell you. If a student contacts you about an access requirement, listen to what would help them take part and explore what's possible. Try not to make assumptions about what someone can or can't do.

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You might not always have the answer straight away. It's okay to ask for support or find out more - what matters is that students feel listened to and included.

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Accessibility isn't about getting everything perfect. It's about thinking ahead, removing barriers where you can and making it easier for everyone to be part of your activity.