Somewhere on every email or flyer/poster for an invitation to a university event there should be the following text: "Individuals that require accommodations for this event please contact Accessibility Services by [10 business days prior to event date]. email: firstname.lastname@example.org | phone: 510-885-3868." For example, if your event is on April 11, 2014 your announcement would look like this: "Individuals that require accommodations for this event please contact Accessibility Services by March 31, 2014. email: email@example.com | phone: 510-885-3868."
Guidelines to Making Your Event Accessible to Persons with Disabilities
When planning events open to the public, be sure your organization’s events are accessible for people with disabilities. For example the event may require a sign language interpreter, large print handouts, or simply making sure that the room you reserve is easily accessible.
- Advertising: Consider utilizing multiple types of media that can be accessible to all students.
- Path of travel: If using "sandwich boards" or other stand alone signs for advertising, please make sure they are not in the path of travel for individuals with mobility or sensory impairments. Advise facilities or outside vendors to be aware of path of travel when parking pick-up or moving trucks, unloading equipment/construction for event.
- Restrooms: Assure nearest restrooms are unlocked.
- Sign Language (ASL): Sign language interpreter arrangements should be made in advance.
- Elevator Access: Check that the elevators are in working order the day before and the day of the event.
- Assistive Listening Devices (ALDs): Assistive Listening Device arrangements should be made in advance.
- Seating: Determine the locations of seats free of line-sight obstruction or ambient- noise interference. Try to choose rooms with ramp platforms to most, if not all, parts of the room. Locate seats for optimal viewing and listening.
- The Podium: It is impossible to assume in advance the needs of all your participants. If the event includes members of the public as presenters or speakers, be sure to consider access to the podium and all event activities.
- Accessible Print: Consider print alternatives, including handouts in large print or on discs (for persons who have requested this with advance notice). Please also post printed materials electronically, if possible, for reference after your event.
- Audio-Visual Equipment: Technological capabilities available include film and video open captioning, FM microphones, printed or print alternative copies of dialogue and scripts of media presentations, monitors and boards fully visible from all seats, and amplification appropriate for particular rooms.
- Clearly list contact information: Clearly list on all signs, posters, and event advertisements the contact information of the person who is responsible for accessibility issues including: wheelchair accessibility, seating arrangements, audio-visual capabilities, alternative print options, podium access, sign language availability, and accessible van and elevator services as they relate to your event.
- Wheelchair Accessibility: Be aware of the physical accessibility of the building and specific rooms in which events are held, as well as the accessibility of nearby bathrooms. Note the presence/absence and locations of functioning elevators and unobstructed ramps. Events held on grassy areas are not always wheelchair-accessible. Also observe entrances and exits to the event, reception, and refreshment areas, as well as proximity of bathrooms to these locations. Consider also the possibility of extra-wide wheelchairs.
Resource: Health and Disability Events 2017 - 2018