Plan an Accessible Event
Making an event accessible is easier if you keep access in mind throughout the planning of your event. The following information will help you plan for and to provide for accommodations that will make your event accessible to people with disabilities.
When planning your event
Consult with a Disability Access Specialist.
Know how accommodations for your event will be funded.
Make all accessibility arrangements well in advance of the event.
When making event arrangements
Put a standard accessibility contact statement on all your publicity, including print ads, web pages, flyers, radio and TV spots. The statement should provide an event contact, as well as the Disability Access Specialist's phone numbers and web site. DAS can provide you with sample disability access statements.
Schedule events in wheelchair accessible buildings and rooms. Try to hold events in rooms that are inclusive and do not require people in wheelchairs to be isolated in one portion of the room.
Provide preferential seating toward the front of the event for attendees who are utilizing sign language interpreting or real-time captioning services.
Sign language interpreters should be situated in proximity to the event speaker and within the sight line of deaf attendee(s) so that both the interpreter and speaker can be viewed simultaneously.
Arrange for spot lighting to be on the sign language interpreter.
Real-time captioners with laptop monitors should be seated next to the attendees. Real-time captioners using projecting equipment should be situated in close proximity to the projection unit. Real-time captioners will require that some space be set aside for the placement of equipment.
Provide advance copies of written materials and outlines for sign language interpreters or real-time captioners, well in advance.
Provide alternative media for visually impaired attendees, in advance.
When possible, all media shown[ videos, TV, etc.] should be captioned; please consult Educational Technology Services about captioning.
When configuring your event setup
As soon as possible, notify attendees with disabilities when their accessibility arrangements are in place.
Identify, label, and publicize the location of the accessible restroom closest to your event. (Within about 200 feet).
Be sure to walk through your event venue. Check that automatic door openers and elevators are operational. Verify that all paths are clear and free of steps for wheelchair access. Be mindful of lighting or any visual obstructions that could hinder visibility for disabled attendees. The Access Specialists are happy to walk through the site with you and make suggestions.