Event Accessibility

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.

Planning the Event

  • Designing accessible events ensures the participation of all, including those with disabilities
  • Include accessibility as a budget item in the event planning process​
  • The event sponsor is responsible for planning accessibility and responding to accommodation requests​
  • Campus ADA offices are resources for assistance

Event Registration

Provide multiple avenues for registration if registration is required​:

  • Online​
  • Paper​
  • In person

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).

Accessibility Details

Share accessibility information with attendees ahead of time​, such as:

  • Accessible parking options
  • Building wheelchair access
  • Accessible restroom locations
  • ASL interpretation and captioning availability​
  • Types of activities to expect (such as presentation slides, videos)​

Doing so will assist attendees in deciding whether they need reasonable accommodations.

Event Materials

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:

QR Codes

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.

In-Person Events

Physical Accessibility - Venue Selection

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:​

  • Provide shuttle service, golf carts, etc.​
  • Reserve parking lots closer to the entrance​
  • Provide clear directions on accessible pathways​
  • Offer virtual participation

Physical Accessibility - Room Set Up

Ensure clear pathways​:

  • Maintain at least a 36''+ wide aisles​
  • Avoid tight table layouts​
  • Tidy up pathways (cords, trash bins, etc.)​

Provide integrated, flexible seating options​:

  • Movable seating to adjust layouts quickly​
  • Designate accessible seating as reserved with signage (throughout the room; not just at the front and back)​
  • Account for companion seating

Physical Accessibility - Audiovisual

Audio considerations​:

  • Test the sound quality​
  • Always us a microphone – even if you have a "loud voice"​
  • For audience participation, pass the microphone to speaker or repeat questions/comments​
  • Minimize background noise​

Visual​ considerations:

  • Ensure clear line of sight to speakers, screens​
  • Use clear, large font, high-contrast (presentations, printed materials)​
  • Avoid placing screens directly behind presenters/interpreters as this can make lip reading difficult​

Emergency Procedures

  • Ensure that event safety protocols and emergency procedures accommodate attendees with disabilities​
  • Guide for Assisting Individuals with Disabilities in an Emergency
    • "If you observe a person with a disability having difficulty evacuating, remember to ask if assistance is needed before taking action. Inquire how best to assist the individual and whether any precautionary measures need to be taken or items need to accompany the person."

Preparing Staff & Volunteers

  • Designate a point person or prep your entire team to support accessibility needs onsite​.
  • See the whole person; not just the disability – remember we all simply want to be part of the same experience!​
  • Some people will need extra time to move, speak, perform a task, or participate in an activity. Respect and patience go a long way.​
  • Avoid being overly protective. Offer support and know that people will let you know what they need.
  • How to offer support:
    • "Would you like any assistance?"
    • "Take your time - we're not in a rush."
    • "We have space reserved - would that be helpful?"
    • "Is there anything I can do to make this more comfortable for you?"

Remote Attendance

If possible, live stream or record the event to accommodate anyone who cannot be there physically. Resources for live streaming or recording

Virtual Events

Event Platform

  • Select a virtual event platform that can meet accessibility needs
  • Zoom is a recommended option as it is provided by the university and provides robust features for hosting accessible events
  • Learn about Zoom accessibility best practices

Captioning

  • Provide captioning for all audio content
  • ​Enable automated live captioning at minimum​
    • Zoom automated captioning typically has a high level of accuracy
  • Human-created live captioning is required for accommodations and public live-streamed events​
    • Recommended vendors:
      • Verbit (works well with medical terminology)
      • Spoint
  • If you have questions about providing captioning accommodations: contact the Office of Disability, Access, and Inclusion for student accommodations, and HR - ADA Compliance for employee and guest accommodations 

Transcripts

  • Best practice: Provide transcripts for recorded sessions​
  • Transcripts can be posted or shared with the video recording​
  • Zoom can provide transcript files for recorded sessions

Presentation Accessibility

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.

Additional Resources

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