Planning Accessible Programs and Events

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 alternative 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.
  • Designate someone to monitor and respond to the chat function.
  • Read questions, comments, and responses out loud within the chat out loud.
  • Ask participants/attendees to state their names each time they speak.
End of the Event

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.
  • 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.