Planning Accessible Meetings and Events
Planning Accessible Meetings and Events
Meetings and Events
Whether you are planning a large meeting for colleagues or a seminar that is open to the public, designing an event that is accessible ensures the inclusion and participation of all, including persons with disabilities. For example, your event may require a sign language interpreter, large print handouts or simply ensuring that the room you reserve is easy to access for all participants.
The event sponsor is responsible for planning for accessibility and responding to reasonable accommodation requests. Planning for accessibility in advance will optimize the opportunity for an event without barriers, and will minimize the need for last minute changes. The costs associated with access are considered part of the overall expense of the event. A best practice is to include the expense of any anticipated accommodations as a budget item in the event planning process.
We encourage building accessibility in on the front-end in both practice and budget, as you would catering, AV or other event needs.
At the Event
Design presentations and programs for an audience with diverse access needs using the following best practices.
Effective Communication for Individuals with Hearing Loss
The Americans with Disabilities Act (ADA) requires that organizations communicate “effectively” with students and visitors with disabilities. The goal is to ensure that communication with students and visitors with disabilities is equally effective as...
Event Emergency Planning
When planning an event, prepare for emergencies including how to the needs of participants with disabilities will be addressed.
Hosting Accessible Hybrid Meetings
Hosting hybrid meetings can present unique challenges as we try to bring groups together from both remote and in-person locations. The following is guidance is focused on accessibility to ensure all individuals can participate in the meeting without...
Publicity Materials - Accommodation Statement
Providing details about an event in publicity materials can help participants determine what accommodations may be needed, if any. Information that may be helpful to know includes location, availability of assistive listening devices and wheelchairs and...
Space Selection
When planning events, be mindful of the physical accessibility of the building and specific rooms in which events are held, as well as the accessibility and route to nearby restrooms.
Vendors/Service Providers
Some reasonable accommodations and steps to ensure accessibility include use of external vendors. We encourage building accessibility in on the front-end, in both practice and budget planning, as you would catering, AV or other event needs
