Accessible Event Planning
All campus meetings and events should consider accessibility early and often during the planning phase. Accessible events benefit everyone and ensure that participants can fully engage in the event and contribute should they desire. Planning events can become complex very quickly. To ensure that accessibility details aren't overlooked or requests aren't lost in the shuffle, follow the steps below to ensure your event is accessible from the get-go:
Event Accessibility Checklist
Include an Accommodation Statement in Event Marketing
- Advertise any accessibility features that will already be a part of the event, such as captions, accessible routes, etc.
- Language should be included wherever an event is advertised that invites participants that need it to request assistance.
- Flyers, emails, and webpages that promote the event or points of registration should include a direct method for a participant to contact the organizer, for example:
"If you require an accommodation to attend this event, please email [event organizer email] or call [event organizer phone number] at least 72 hours before the event begins."
Designate a Single Point of Contact
- Designate a single person to oversee your event accessibility and coordinate individual accommodation requests.
- Ensure that follow-up with individual accommodation requests is timely and involves necessary departments on campus to facilitate the request, such as OSD, campus safety, etc.
- Ensure participants can contact the designee at any time leading up to the event and while the event is in progress, should they require assistance.
Arrange Captioning in Advance
- Captioning should be available to all event participants, whether attending a live venue or participating online. One or the other is insufficient to ensure that your audience is covered.
- In addition, having a Sign Language Interpreter (ASL) present does not negate the need for captions.
- Machine-generated captions are not of sufficient quality; arrange a live captionist to provide captions for your event by completing the Caption Request Form. Requests should be placed as soon as possible, as there can be bottlenecks for this service.
NOTE: A live captionist will not provide captions for pre-recorded videos shown within an event. Event organizers should place a separate request for captioning pre-recorded videos before the event.
Inform Presenters and Panelists on Accessibility Etiquette
- Inform speakers always to use a microphone
- Ensure all audience questions are asked on a microphone; if not, have a presenter or moderator repeat the question with their microphone before furnishing an answer.
- Encourage presenters to audibly describe visuals that convey information, such as those contained in PowerPoint presentations.
- Presenters or moderators should also describe any interactive components of an event to benefit those that cannot fully participate.
- Accessible versions of presentations or handouts should be made available to participants in advance of the event, preferably in a digitally accessible format. ITS Accessibility can remediate materials and presentations to make them fully accessible; complete the Document Remediation Request form for this service.