How to fill in the Visitor Access Guides

As part of Kirkstall Art Trail’s accessibility commitment, we want to provide clear access information for our visitors. These are known as visitor access guides.

Use this how to guide to complete the visitor access guide form.

About Visitor Access Guides

A visitor access guide provides key information to enable people to plan their visit. It is an in-depth description of a place or space. The guide describes the route to get in and what the facilities are like inside. Because visitors have diverse access needs, the guide helps them decide if a place is accessible for them.

Each access guide has a photo of the venue, which shows the entrance and provides a link to the exact location on the what3words website. There is also a summary table with five categories. Some guides may include extra photos or directions on how to find the venue.

The access guides can be found at the bottom of every venue page. The 2026 Venue Directory links to these individual pages.

Guidance to filling in the access information document

The guidance helps you to write your descriptions and gives you prompts on what to look out for when doing so. It includes example visitor access guides.

Venue description

Approaching the building 

Describe the approach to the building.

• Is the path leading up to the venue level? (Level access means no step or threshold higher than 2 cm.)
• Is the ground even? Describe the surface, for example, stone paving, tarmac, concrete, etc.
• Is the ground uneven? Describe the surface, for example, cobbles, gravel, grass, mud, cracked paving slabs, etc.
• Can you put boards down? Loose gravel and soft mud can be problematic for a variety of people.
• Is there a gate? Is it heavy? Will it be unlocked? Describe it, for example, wooden, metal, it’s height etc.
• Is the entrance into the garden step-free? Describe the steps, for example, their height, how many, are there handrails, etc.
• Can you provide a ramp?

Remember, keep the approach to the entrance clear by removing items like wheelie bins, rubbish bags, and plant pots.

Entrances

Describe the entrance to the building.

• Is the entrance step-free?
• Is there an alternative accessible entrance?
• If there are steps, describe them, such as the number of steps, their height, and the presence of handrails.
• Will the door be unlocked? Do you have to knock to gain entry?
• Do the doors open automatically? What direction do the doors open?
• Are they heavy to push or pull?
• How wide are the doorways? Wheelchairs come in a range of styles and sizes, the minimum legal width that a doorway should be in order to be wheelchair accessible is 775mm (30.5 inches). However, widths between 900–1000mm (35–39 inches) are more ideal as they are easier for individuals in wheelchairs to pass through.

Please note we do not expect private residences to have step-free entrances or wide doorways. However, we still want you to describe what your entrance is like.

Interior

Describe the interior.

• Is there room for a wheelchair to manoeuvre (if applicable)?
• Describe the ground surface, for example, carpet, rugs, tiled, floorboards, etc. 
• Are there hallways? Describe the route through them. 
• Are there chairs for visitors to sit on? 
• Is there limited room for visitors? How many people can comfortably fit in the room? (optional)
• Dogs

Dogs

Assistance/Guide dog owners have important rights under the 2010 Equality Act. Under this law fully trained assistance dogs have full rights of access to public places, spaces and services. This does not cover private residences, but we do encourage you to be as accessible as possible. 

Assistance Dogs UK states the following:

“Assistance dogs are highly trained to carry out a range of tasks and alerts that support a disabled person or someone with a long-term medical condition. They are trained to behave well in public, and remain calm, attentive and close to their human partner. As a result of this training, assistance dogs are unlikely to jump up or bark, unless this forms part of an escalated alert, and they are very unlikely to display signs of fearfulness or aggression towards people or other dogs.”

When filling out this section, consider the following:

• Is your venue dog-friendly? Do you also allow pet dogs?
• Do you provide water bowls for assistance/guide dogs?
• Do you provide a toilet area for assistance/guide dogs?
• Are there any other dogs or animals at your venue?
• Is there a limit to the total number of dogs allowed inside at any one time?

Please note, we will be stating that all dogs are to be kept on the lead at all premises as a courtesy to all venues.

Toilets

Describe the toilet’s facilities.

• Are there public use toilets on the premises?
• Is there an accessible toilet? Are there support handrails beside the toilet (indicate if they are on one or on both sides)? Is there room for a wheelchair to manoeuvre, and can a support assistant or companion fit inside?
• Is there a gender-inclusive toilet? Are there gender-segregated toilets?
• Are there baby changing facilities? Are you a breastfeeding-friendly space?

Please don’t feel obliged to provide access to your toilet facilities if this is a private residence.

Food and drink

• Do you serve food or drink?
• If yes, please state what kind of food or drink, for example, hot or cold beverages, meals, or dietary-specific options.
• Is there table service available?
• Can you provide highchairs for babies and small children? 
• Do you have large print or pictorial menus available?
• Do your menus describe the ingredients of meals? Can visitors make special dietary requests?
• Are there any unique circumstances, for example, pay as you can, free, etc.

Private residences are not obliged to offer food or drink. Refreshment spots are clearly marked on the map.

Photograph of Venue

The venue listing includes a photograph to help visitors identify the location.

• The photo must show the path or street leading to the venue.
• Ensure the photo shows the entrance to the venue.
• If possible, move any objects that are obstructing this view, such as cars.
• The photo must be clear and good quality, and in landscape orientation. Try to pick a sunny day to take the photo.
• You may send extra photos if it helps to describe the venue in more detail. For these additional shots, either landscape or portrait orientation is acceptable.

The example below shows the entrance to Hollybush Classroom.

Examples

(Please note that this information will be re-checked before being published in 2026) 

Appendix

These are descriptions that have been used across a variety of venues. They are here to help you write your own guide.

Venue description

• There is a [wooden/metal] gate into the garden. The height and width of the gate are XX cm. The latch is on the [left-hand/right-hand side].
• There is X step[s] up into the garden. The height of the step[s] is X cm.
• The [path/garden/driveway] consists of [paving slabs/grass/soil/gravel]
• There is a [concrete/paved/grass/gravel/stone] path towards the house.
• There is a step [into a porch]. The height of the step is XX cm.
• There is a door sill that extends out by X cm.
• The height and width of the door threshold are X cm.
• The door opens inwards.
• There are [grab rails/hand railings] on [both sides/the right-hand side/the left-hand side].
• The floor area is [carpeted/wooden floorboards/stone/tiled], with a rug [that has been secured to avoid trip hazards].
• Seating is available.

Dogs

• Both assistance dogs and pet dogs are allowed. Please keep them on a lead.
• Assistance dogs only.
• Not at this venue.
• Dog water bowls are available.
• There are bins available for disposing of poo bags.

Toilets

• Not available at this venue.
• [Location of toilets]
• Separate male and female toilets.
• Gender inclusive accessible toilet.
• Facilities in the accessible toilets include [list]
• Baby changing facilities are available in {where]

Food and drink

• Not available at this venue.
• [Location of the refreshments]
• They serve [cold/ hot/ alcoholic/ soft drinks, cold/ hot food, sandwiches/ snacks/ cakes etc.]
• Special diets [gluten/ vegetarian/ vegan etc.] are available.
• Counter service (only).
• Table service available/can be requested.
• Highchairs are available.
• [tea/cake] will be available.
• Please give a small donation towards [organisation].