Why Inclusive Events Matter
- 1 in 4 adultsin the U.S. has a disability
- Accessible events benefit everyone (parents with strollers, people with temporary injuries, etc.)
- Required by law (ADA) for public events at public universities
- Creates better experiences and increases attendance
Planning Phase
Ask About Accommodations Early
Include this in every event registration:
"If you require any accommodations to participate in this event, please contact [name] at [email] at least [X days] in advance."
- Ask early (at least 2 weeks before for simple accommodations, more for complex needs)
- Follow up with requesters to understand their needs
- Keep accommodation requests confidential
Budget for Accessibility
Build these costs into your event budget:
- Sign language interpreters
- CART (real-time captioning)
- Accessible venue features
- Alternative format materials
- Assistive listening devices
Form an Inclusive Planning Team
- Include people with disabilities in planning
- Assign someone as accessibility coordinator
- Consult with the Disability Resource Center for complex events
Venue Selection (In-Person)
Physical Accessibility
Seating Arrangements
- Reserve front-row seating for people who lip-read or use interpreters
- Leave space for wheelchair users to sit with companions
- Ensure sightlines aren't blocked
- Provide a variety of seating options (chairs with arms, without arms)
Signage & Wayfinding
- Clear, high-contrast signs
- Large text (minimum 1" tall for distance viewing)
- Signs at consistent heights
- Braille signage for rooms
Virtual Events
Platform Selection
Choose accessible platforms like:
- Zoom— Good keyboard accessibility, live captions, screen reader support
- Microsoft Teams— Built-in live captions, good accessibility
- Webex— Accessible with screen readers
Test with assistive technology before the event.
Virtual Event Checklist
Zoom Accessibility Settings
- EnableLive Transcriptionin account settings
- Turn on captions before sharing the invite link
- Allow participants to pin/spotlight interpreters
- EnableGallery Viewso users can see interpreters
Accessible Presentations
Slide Design
- Use high-contrast colors (dark text on light background)
- Minimum 24pt font for body text, 36pt for titles
- Sans-serif fonts (Arial, Calibri, Verdana)
- Limit text per slide (6 lines max)
- Avoid animations that flash or auto-advance
Presenting Tips
- Describe visuals:"This graph shows enrollment increasing from 1000 to 5000 over 5 years"
- Pace yourself:Pause to allow interpreters and captioners to catch up
- Face the audience:Don't talk to the screen—people need to see your face
- Use the microphone:Even if you think you're loud enough
- Repeat questions:"The question was..." before answering
Materials
- Share slides in advance (at least 24 hours)
- Provide accessible formats (tagged PDF, Word, accessible PowerPoint)
- Offer large print handouts on request
- Make materials available electronically
Common Accommodations
| Accommodation | Who Benefits | Lead Time |
|---|---|---|
| Sign Language Interpreters | Deaf attendees | 2-4 weeks |
| CART (Real-time Captioning) | Deaf, hard-of-hearing, non-native speakers | 1-2 weeks |
| Assistive Listening Devices | Hard-of-hearing attendees | Check venue availability |
| Reserved Seating | Wheelchair users, people who lip-read | Day of event |
| Large Print Materials | Low vision attendees | 1 week |
| Electronic Formats | Blind, low vision attendees | 1 week |
Day-of-Event Tips
- Have staff/volunteers trained in accessibility
- Identify yourself and your role when speaking
- Point interpreters to the speaker/screen as needed
- Ensure pathways remain clear throughout
- Have backup plans if technology fails
- Check that live captions are working
- Be ready to help without being asked
After the Event
- Share recording with accurate captions
- Provide slides and materials to attendees
- Send follow-up survey that includes accessibility questions
- Document what worked and what didn't for future events