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 what the food options are for persons with food allergies and sensitivities.
We recommend using an accommodation statement in publicity materials to let individuals know how to request accommodations for your event or program, if needed. The standard statement we use is:
Harvard University welcomes individuals with disabilities to participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact [insert email and telephone number of the program/event sponsor] in advance of your participation or visit. Requests for American Sign Language interpreters and/or CART providers should be made at least two weeks in advance, if possible. Please note that the University will make every effort to secure services, but that services are subject to availability.
Abbreviated Reasonable Accommodation Statement
To be used when space is limited:
Anyone with a disability who would like to request accommodations or who has questions about physical access may contact [insert email and telephone number of the program/event sponsor] in advance of the program or visit.
To ask questions or to receive consultation about an accommodation statement, contact UDR at disabilityresources@harvard.edu.
When designing publicity materials, such as email flyers, word documents, or PDFs, we encourage making them accessible from the start. Resources to help ensure that your web and print content is accessible can be found on the Digital Accessibility Services website.
An accommodation is a change, alteration or modification to the way things are customarily done that provides an equal opportunity to participate in or benefit from a program or activity. Examples of accommodations include but are not limited to:
- American Sign Language Interpreter
- Materials in alternative formats, such as providing a digital version of a hand-out, braille material or changing fronts sizes.
- Preferential Seating
- Assistive Listening Devices
At larger events or when a reasonable accommodation has been requested, it is a best practice to assign one or more individuals the responsibility for ensuring that accommodations are provided, and overseeing accessibility such as helping with seating, ensuring captioning and other technology is working, and maintaining clear pathways.
Requests for reasonable accommodations should receive a timely response. Any cost associated with providing a reasonable accommodation will be covered by the entity sponsoring the event. The accommodation preferred by the participant should be given primary consideration, however, in some circumstances, alternative accommodations may be offered so long as they are effective.
UDR has identified some effective communication service providers and vendors.
To ask questions or to receive consultation about the reasonable accommodation process, contact UDR at disabilityresources@harvard.edu.