Digital Accessibility
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
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.
Accommodation Requests
Include an option to request accommodations in your event registration form and include a contact email to request accommodations directly in your event materials.
- 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 accommodation requests received less than [5] business days before the event may not be able to be fulfilled.”
- If you receive an accommodation request which you need assistance fulfilling:
- For student accommodations, contact the Office of Disability, Access, & Inclusion (ODAI) at disabilityaccess@cuanschutz.edu or 303-724-5640.
- For employee accommodations, contact ADA Compliance at HR.ADAcoordinator@cuanschutz.edu.
Accessibility Details
Share accessibility information with attendees ahead of time. This might include accessible parking options, building wheelchair access, accessible restroom locations, ASL interpretation and captioning availability, and types of activities to expect (such as presentation slides, videos). This will help attendees request accommodations if necessary.
In-Person Events
Physical Accessibility
- Ensure entrances/exits, access paths, and seating arrangements are clear for attendees, including those with mobility aids such as wheelchairs. You can also reserve easily accessible seating options for attendees who may need this accommodation.
- Test the sound quality of your venue to ensure the best possible audio experience for your audience. Microphones are typically recommended.
- Use clear, high-contrast signage to guide attendees and ensure staff members are available to help attendees navigate the event.
Presentation Accessibility
Important considerations are the accessibility of presentation materials (such as PowerPoint slides), presentation structure, presentation format (in-person, virtual, or hybrid), and the needs of your audience. Learn about accessible presentation best practices.
Emergency Procedures
Ensure that event safety protocols and emergency procedures accommodate attendees with disabilities. Guide for Assisting Individuals with Disabilities in an Emergency
Remote Attendance
If possible, live stream or record the event to accommodate anyone who cannot be there physically. Resources for live streaming or recording
Additional Guidance
Learn more about accessible in-person events.
Virtual Events
Event Platform
Select a virtual event platform that can meet accessibility needs. Zoom is one recommended option at CU Anschutz. Learn about Zoom accessibility best practices.
Captioning
Provide captioning for all audio content. Contact ODAI for student accommodations or ADA Compliance for employee accommodations.
Transcripts
Offer transcripts for recorded sessions. Learn about Zoom transcripts.
Presentation Accessibility
Important considerations are the accessibility of presentation materials (such as PowerPoint slides), presentation structure, presentation format (in-person, virtual, or hybrid), and the needs of your audience. Learn about accessible presentation best practices.
Additional Guidance
Learn more about accessible virtual events.