Accessible Campus Events 

Event planners are responsible for planning and providing for the accessibility needs of participants with disabilities at any event sponsored on behalf of the University. The University is obligated by federal and state laws to ensure program accessibility to persons with disabilities and it is simply the right thing to do. As an event planner, you can create experiences that are not just accessible, but welcoming to your diverse audiences. The Disability Resource Center is here to help you create an accessible and inclusive event. 

Plan for Access Early

Thinking about access during the planning phase of an event is critical. All events should have someone assigned to think about access and to coordinate accommodations. They should consider barriers that may affect those with a wide range of disabilities (e.g., visual, hearing, and mobility) in a wide range of areas, including: 

• Accessible Location/Venue
• Accessible parking and drop-off areas  
• An accessible path and door, preferably automatic door opener, for primary entrance.
• Arrange space so that all guests can use common routes. Routes are wide, flat/paved and clear of debris. 
• Accessible check-in/registration process (tables, kiosks, vendors, etc.)    
• An accessible room layout, including Adequate space for service animals and/or wheelchair maneuverability, approximately 3-5 ft. wide aisles/routes. 
• wheelchair accessible seating which allows an inclusive, shoulder to shoulder experience. (i.e. wheelchair seating is not on the “sidelines” and is integrated within the seating footprint of the room.) It is best to have 2 distinct options. 
• Accessible restrooms (indicated with signage). 
• For amplified sound, ensure an assistive listening system with enough devices available. 
• Accessible path of travel from seating area to presentation space (clear, wide, no steps).
• Space for 1-2 American Sign Language Interpreters (ASL) and/or CART (Communication Access Real-time Translation) Captioners in proximity to the presentation area.   

Budget

When budgeting for meetings, conferences, artistic performances, do not forget to list accommodating people with disabilities as a budget item. For instance, you may need a sign language interpreter, captionist, assistive listening devices, or media in an alternate format (e.g., handouts in large print or Braille). The Disability Resource Center can help you arrange for these services, but the event host will be responsible for covering the cost of services.  

Use an Accommodation Statement

Let participants know up front that accommodations can be made by including an accommodation statement on all of your communication (registration forms, flyers, e-mail, advertisements, etc.) Below are example accommodation statements.  

Presentation and Materials

As the event planner, you will want to work with invited speakers and presenters to ensure that presentations and materials are accessible to people with disabilities.  

• Presenters, facilitators, speakers should face the audience when speaking and use a microphone. 
• Presenters should describe any images or graphs that are relevant to the presentation. 
• Videos to be used during the presentation should be captioned in advance.  
• If using slides, be sure they are completely legible, with large print and sharp, contrasting colors; the presenter should also allow adequate time for the audience to read the visual aids. 
• Be prepared to provide materials to attendees in advance of the event.  
• If attendees need alternative format versions (large print, Braille, etc.) of any hard copy materials, please contact the Disability Resource Center for Assistance.