The Non-Judgemental Accessibility Checklist for Venues

How to assess a venue for accessibility without shaming the venue, yourself, or your guests. (A PDF checklist is available for download.)

How to Use This Checklist

This isn't about finding the "perfect" venue. Virtually no venue is fully accessible—that's infrastructure, not judgment. This checklist helps you understand what barriers exist and how to work around them or require improvements.

Key mindset: You're not judging the venue. You're assessing reality so you can plan thoughtfully.

The Guest Journey: Where to Start

Rather than room-by-room assessment, imagine a guest arriving for the first time. What do they experience?

Start here:

  1. Guest arrives in the carpark
  2. Guest walks from car to entrance
  3. Guest enters the building
  4. Guest navigates to ceremony space
  5. Guest finds their seat
  6. Guest navigates to bathrooms
  7. Guest moves to reception space
  8. Guest finds the reception bathroom
  9. Guest leaves at end of day

Walk this journey yourself. Take notes. This reveals everything.

The Checklist: Mobility & Physical Access

  • Carpark: Accessible parking spaces exist, are clearly marked, and are close to the main entrance (not a 200m walk)
  • Carpark to entrance: Path is level or gently sloped (no steep hills). Paved or sealed (not gravel that wheelchairs sink into)
  • Entrance doors: Door width is minimum 75cm (for standard wheelchairs). Doors open easily (not heavy or requiring a keycard)
  • Ceremony space access: Step-free or ramped entry. If there are steps, is there an alternative accessible route?
  • Ceremony seating: Space for wheelchairs or walkers. Wheelchair spaces positioned for good sightlines, not crammed in the back
  • Ceremony seating floors: Level and stable (not carpeted uneven surfaces that are hard to navigate)
  • Reception space access: Step-free entry from ceremony to reception (or clear ramp/accessible route)
  • Reception seating: Mix of tables and chairs (some people can't sit at standard table height). Space between tables for wheelchair/walker navigation
  • Reception floor: Level and firm. Avoid marble, polished concrete (slipping hazards for people with mobility challenges)
  • Bathrooms - location: Accessible toilet is on same level as main areas (not downstairs/upstairs requiring navigation)
  • Bathrooms - design: Wheelchair-accessible cubicle (minimum 1.5m x 1.5m). Grab bars on both sides of toilet. Accessible basin and mirror
  • Bathrooms - multiple: If you have 200 guests, one accessible toilet is insufficient. At least 2-3 total accessible facilities
  • Ramps & thresholds: Any ramps have gentle slope (1:12 ratio ideally), handrails, and no gaps
  • Outdoor areas: Paths are paved and level (not gravel, grass, or uneven surfaces)

    • Sensory & Acoustic Accessibility

  • Sound levels: Can you hear conversation at table level without shouting? (Too much echo = hard to hear for everyone, especially those with hearing loss)
  • Background music volume: Can be controlled by venue (not blasting at 110dB)
  • Ceremony sound: Does the venue have a built-in sound system? Will you need external speakers/microphone?
  • Lighting: Can be dimmed or adjusted (harsh bright lighting is uncomfortable for sensory-sensitive guests; also affects photography)
  • Sightlines for ceremony: Can guests in the back see the couple? Are there video screens if it's a large space?
  • Reception lighting: Not blindingly bright. Some dimmer control
  • Quiet space available: Is there a separate room or area where guests can retreat if overwhelmed? (Beneficial for people with anxiety, autism, sensory sensitivity)

    • Bathroom Facilities in Detail

    Bathrooms are often the differentiator between "we tried" and "actually accessible."

  • Number of accessible stalls: At least 2, ideally 3+ (one accessible toilet serving 200 guests creates huge queues and anxiety)
  • Stall size: Minimum 1.5m x 1.5m to allow wheelchair transfer
  • Grab bars: Both sides of toilet, at correct height. Firmly mounted (not wobbly)
  • Toilet seat height: Standard height (43-48cm) makes standing/sitting easier for older guests and some disabled guests
  • Doors: Open outward (not inward where wheelchairs get trapped). Not heavy to open
  • Basin & mirror: Accessible height and space underneath for wheelchair users
  • Hand dryer or towels: Not mounted above the basin (accessible at lower height)
  • Lighting: Bright enough to see clearly. Some people have vision differences
  • Sensory considerations: Hand dryers are loud (problematic for sensory-sensitive guests). Paper towels + quiet disposal is better
  • Privacy & dignity: Locks work properly. Adequate space (not cramped). No "is anyone in there?" visibility

    • Streaming & Technology Readiness

    If you're planning to livestream, assess the venue's technical capabilities:

  • Internet speed: Test upload speed at speedtest.net. Need minimum 5 Mbps (ideally 10+ Mbps). Test during the actual time of day your wedding will happen
  • WiFi signal: Strong signal throughout ceremony and reception spaces (not just at front desk)
  • Backup internet: Does venue have 4G/5G backup? (Good venues can arrange mobile hotspot backup)
  • Camera positioning: Where would a camera mount for best sightlines? Can the venue support a tripod or camera rig?
  • Power supply: Adequate power outlets near where equipment would sit (not running 50m of extension cable)
  • Acoustics for streaming: As mentioned above—good audio pickup is critical for remote guests
  • Lighting consistency: Consistent lighting for camera (not half bright, half dim)
  • Space for streaming team: If you hire professionals, is there adequate space for their equipment and crew?

    • Dignity Check: The Service Entrance Question

    Here's a key question many venues won't anticipate:

    "Is your accessible entrance the same as the main entrance? Or is accessible access through the service entrance/back area?"

    If the answer is "accessible access is through the back," that's a dignity issue. Your grandfather in a wheelchair shouldn't enter through the same door as deliveries and staff.

    If this is the case, you can:

    • Request that guests with mobility needs use the main entrance (sometimes venues just never thought to adjust)
    • Arrange a staff member to greet wheelchair users at the accessible entrance with a warm "let me show you to the main foyer"
    • Reconsider the venue if it's truly a back-door-only situation and signals disrespect

    Questions to Ask the Venue

    Questions About Physical Access

    • How far is accessible parking from the main entrance?
    • Are all guest areas (ceremony, reception) on the same level, or are there steps between them?
    • How many accessible toilet facilities do you have? Where are they located?
    • What's your most accessible entrance? Is it the same as the main entrance?
    • Can you provide a site plan showing accessible routes?

    Questions About Sensory/Accessibility Features

    • What's the acoustics like in your spaces? Can you provide a sound level reading?
    • Do you have a sound system? Is it included in the venue cost or rental?
    • Can lighting be dimmed or adjusted?
    • Do you have a quiet space available if guests need a break?
    • What's your policy on guests bringing service animals, mobility devices, or medical equipment?

    Questions About Streaming (If Relevant)

    • What's your WiFi upload speed? (Ask them to test it, or test yourself)
    • Can you provide mobile hotspot backup if internet drops?
    • Is there adequate power supply for camera/streaming equipment?
    • Is there space for a camera tripod/crew in ceremony and reception areas?
    • What's your policy on professional livestreaming vendors bringing equipment?

    Questions About Flexibility & Inclusivity

    • How much notice do you need for specific access arrangements?
    • Are there any restrictions on service animals, mobility devices, or medical equipment?
    • How do you handle last-minute access requests on the day?
    • Can you accommodate dietary restrictions? (Not just vegetarian, but allergies, texture needs, etc.)

    Red Flags & How to Handle Them

    Red Flag: "We don't really have guests with accessibility needs"

    Translation: We haven't thought about this. You're asking a good question that exposes our lack of planning.

    How to handle: It's not about their guests—it's about potential guests. "I have family members with various access needs, so I want to make sure your venue works for everyone."

    Red Flag: "We can make accommodations for special cases"

    Translation: Accessibility isn't built in; we'll scramble day-of if needed.

    How to handle: Ask for specifics. "What does 'accommodations' look like? Who arranges it? When would you need notice?" Vague promises often become last-minute scrambles.

    Red Flag: "The accessible toilet is in the back/downstairs"

    Translation: Accessibility was an afterthought.

    How to handle: Escalate. "Can we arrange for accessible guests to use a main-level bathroom instead?" If the venue is inflexible, consider elsewhere.

    Red Flag: "WiFi is unreliable; you might not be able to livestream"

    Translation: Their internet infrastructure is poor.

    How to handle: Budget for mobile hotspot backup, or hire a professional livestreaming vendor with their own internet. Don't rely on a venue's unreliable WiFi.

    How to Document Your Assessment

    After your venue visit, write notes immediately:

    • Photo/video record of paths, entrances, bathrooms (for your own records)
    • Specific measurements (doorway widths, distances, etc.)
    • Sound level at different spots (use your phone's decibel app)
    • Internet speed test results
    • Questions you asked and venue's responses
    • Red flags or concerns

    This documentation helps you remember details weeks later and spot which venues truly prioritize access.

    The Reality: No Venue Is Perfect

    Some venues are heritage listed. Some are old barns. Some are beautiful spaces in buildings that predate accessibility standards.

    That's okay. Your job isn't to find perfect—it's to find honest, and then work with what you have.

    Honest venues: "Our space has some limitations. Here's what we can do. Here's what we can't. What matters to your guests?"

    Dishonest venues: "Everything's accessible!" (Then you arrive and discover it's not.)

    Choose honest venues, even if they require workarounds. Dishonest venues will disappoint you on the day.

    Download the Checklist (PDF)

    A printable version of this checklist is available as a PDF for your venue visits. You can take it with you, mark items as you assess, and keep notes on each venue for comparison.

    (Note: PDF checklist available upon request through the Accessible Weddings contact form. For now, you can print this page or use the checklist items above.)

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