Accessible event practices enhance the event experience for everyone, and you should assume that someone in your audience will have accessibility needs. It’s necessary to plan for accessibility with both in-person and virtual events.
Provide multiple avenues for registration if registration is required:
Include an opportunity to request reasonable accommodations.
Example language for registration forms:
Do you have a disability and require an accommodation to be able to access this event? If yes, please describe.
Please note that requests received less than five (5) business days prior to the event may not be able to be fulfilled. For additional assistance with accommodation requests, please contact (insert name) at (insert email address).
Share accessibility information with attendees ahead of time, such as:
Doing so will assist attendees in deciding whether they need reasonable accommodations.
Ensure that event materials are available in a digital format in addition to any physical formats, such as flyers. Follow digital accessibility requirements and best practices:
If you are including a QR code with your event materials, also include the corresponding link for the QR code. Use a URL shortener (such as TinyURL) to make long URLs easier to access.
Although our campus is broadly accessible (sidewalks, ramps, elevators for all buildings), not all locations are equally convenient. Consider the distance from public transit or parking lots, and map out routes in advance and test them.
If long distance is unavoidable, consider the following support:
Ensure clear pathways:
Provide integrated, flexible seating options:
Audio considerations:
Visual considerations:
If possible, live stream or record the event to accommodate anyone who cannot be there physically. Resources for live streaming or recording
Important considerations are the accessibility of presentation materials (such as PowerPoint slides), presentation structure, presentation format, and the needs of your audience. Review the Accessible Presentations Guide to learn more.