There are several accessibility-related considerations to keep in mind when hosting an event, whether it is in-person, virtual, or hybrid. Below are some considerations:
Accessibility Statement & Event Accommodations
It is important to let your audience know that you are creating an inclusive event. Below is sample language which may be included in your marketing and communication materials:
Our goal is to make this event as inclusive as possible. Should you require accessibility accommodations, please contact... (the contact should be you or someone directly involved with the program)...by XXXX date (this should be at least one week before the event).
If your event has a registration, then we also encourage you to include an accommodation section in the registration. Asking participants at the point of registration if accommodations are needed gives a realistic understanding of the level and type of services needed. The following information should be included on the registration form:
Will you require accommodations to attend the workshop? (This is a required answer - YES or NO)
No, I do not need any accommodations.
Yes, I will require accommodations as indicated below.
Live Captioning Services (This would be professional level captions rather than automatic captioning)
ASL Interpreter
Workshop materials in accessible format:
E-text
Braille
Large print
A personal attendant will accompany me.
I have food-related allergies as specified (provide an open text field)
Other accommodation requests: (provide an open text field)
Virtual Programs and Events
Promotion and Registration
- Designate a contact person to respond to and address requests for disability-related accommodations.
- Use a variety of mediums to promote the event; e.g., print, email, accessible website and/or app, and captioned videos.
- Publicize the event early and allow yourself at least one week of time to put accommodations in place.
- Include a statement on web pages, captioned videos, emails, e-flyers, and other forms of promotion and registration materials that explains how to request a reasonable disability-related accommodation and who to contact with questions about accommodation and event accessibility.
- State that materials are available in alternative formats and will be provided upon request.
- Be prepared to accommodate individuals by providing alternative registration options (e.g., by text, email, or phone call).
- Be prepared to accommodate individuals by providing accommodations on the day of the event (e.g., Sign Language Interpreters, Live Captioning/ Computer-Aided Real-time Translation (CART)/ live streaming, Accessible Video and Audio Materials (e.g., captions, transcripts, audio descriptions).
Presentation
- Inform presenters of the process to request accommodations and who to contact for accommodation and event accessibility information.
- Ask presenters to:
- provide presentation materials well in advance in order to timely create accessible formats for attendees/participants;
- use a large font that can be seen at a distance;
- use readable fonts, such as sans serif, and consider the color contrast of the text on the slide;
- describe any images, charts, or graphs when presenting materials;
- avoid using slide transitions and animations; and
- use videos that include captions and activate the captions when presenting.
- Provide copies of materials to interpreters and/or CART captioners in advance.
Start of Event
- State meeting norms up-front to provide clear expectations for communication, such as how attendees can ask questions.
- Designate someone to monitor and respond to the chat function.
- Read questions, comments, and responses within the chat out loud.
- Ask participants/attendees to state their names each time they speak.
End of the Event
- Create post-production captioning or transcripts of video and audio files, if the event was recorded.
In-Person Programs and Events
Venue
- Visit the prospective site of the meeting or event in advance.
- Conduct an assessment of the venue for accessibility starting with the surrounding area and parking lot to ensure accessible parking and entrances are available.
- The venue, and the pathways to the venue, should be well-lit.
- Check for adequate directional signage indicating accessible parking, travel routes, and entrances.
- Assess the pathway to the entrance.
- Are there curb cuts from the parking lot?
- Are there ramps or elevators?
- Are there stairs?
- Assess the facility, including meeting rooms, dining areas, and restrooms for accessibility.
- Doors should open easily.
Promotion and Registration
- Designate a contact person to respond to and address requests for disability accommodations.
- Use a variety of mediums to promote the event; e.g., print, email, accessible website and/or app, and captioned videos.
- Include a statement on web pages, captioned videos, emails, flyers, and other forms of promotion and registration materials that explains how to request a reasonable disability-related accommodation and who to contact with questions about accommodation and event accessibility.
- Be prepared to accommodate mobility devices, assist with orientation to the facility, provide sign language interpreters, captioning, Computer-Aided Real-time Translation (CART), material in alternative texts, dietary and other accommodations.
- Provide alternative registration options; e.g., email, text message, or phone.
- State that materials are available in alternative formats and will be provided upon request.
Meeting and Event Space
- Registration and meeting materials, as well as food and beverages, should be placed where they are accessible to a person in a wheelchair.
- Tables should allow knee clearance for individuals using wheelchairs. Avoid long table cloths and allow sufficient room for individuals using mobility devices to approach tables and turn around easily.
- Allow adequate clearance around and between tables, so people using mobility devices can navigate easily.
- Integrate accessible seating throughout the room allowing open spaces for people using wheelchairs.
- Make sure there is seating with a clear view of the interpreter for people who are D/deaf or hard of hearing.
- The speaker podium should be adjustable and accessible; e.g., ground-level or accessible via a ramp.
- Allow space in the front of the room for a sign language interpreter as well as a CART captioner and equipment.
- Accessible restrooms should be in close proximity to the meeting or event space.
- Staff should understand that service animals are allowed.
- Electric cords should be covered to prevent tripping hazards.
Meals
- Make sure there are accessible routes for individuals using wheelchairs and other mobility devices in the seating areas.
- Do not use tables with attached seating.
- The menu should account for dietary restrictions.
- Tables should allow knee clearance for individuals using wheelchairs. Avoid long table cloths and allow sufficient room for individuals using mobility devices to approach tables and turn around easily.
Presentation
- Inform presenters of the process for requesting an accommodation and who to contact for accommodation and event accessibility information.
- Ask presenters to:
- provide presentation materials well in advance in order to timely create alternative formats for attendees/participants;
- use large font that can be seen at a distance;
- use readable fonts, such as sans serif, and consider the color contrast of the text on the slide;
- describe any images, charts, or graphs when presenting materials;
- avoid using slide transitions and animations; and
- use videos that include captions and to activate the captions when presenting.
- Provide copies of materials to interpreters and/or CART captioners in advance.
- Make sure visuals and text can be seen from the back of the room.
- Speakers should use a microphone.
- Reserve an additional microphone that can be used to provide to attendees/participants when asking questions or sharing comments.