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Designate a contact person to respond to and address requests for disability-related accommodations.
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Use a variety of mediums to promote the event; e.g., print, email, accessible website and/or app, captioned video.
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Publicize the event early and allow yourself at least one week of time to put accommodations in place.
Sample Accessibility Text for Events
[Name of Department Hosting the Event] would like to make this an inclusive and accessible experience for everyone. Should anyone require disability-related accommodations to participate in [name of program, service, activity], please send any requests to [designated person @virginia.edu] as early as possible, but no later than [insert date] at [insert time], so that we have time to arrange for the necessary accommodations.
Note: To allow for time to put the disability-related accommodation in place, we recommend including a date that is at least 5 business days prior to the event.
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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.
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State that materials are available in alternative formats and will be provided upon request.
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Be prepared to accommodate individuals by providing alternative registration options (e.g., by text, email, or phone call).
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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).