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²ÝÁñÉçÇø is committed to maintaining an inclusive, welcoming and accessible educational, working and living environment for people of all abilities across campus. ²ÝÁñÉçÇø strives for our campus experiences to be universally designed and accessible by all people to the greatest extent possible.

It is everyone's responsibility at the University to ensure that our campus activities, events, programs, and services provide inclusive participation for all attendees. Identifying and removing barriers to access throughout the event planning process will result in a more inclusive and welcoming experience for all community members. Therefore, if you are planning an event, program or activity at ²ÝÁñÉçÇø, please carefully review the information outlined below.

Please contact University Events for any questions or for assistance with planning accessible events.
 

• Consider the date and time of your event to minimize barriers related to length of day, number and duration of breaks throughout the event, availability of transportation, and religious observances.
• Ask for, receive, confirm, and track all accommodation requests from participants.
• Communicate accommodations arrangements with participants and staff.
• Identify staff who will be available to help with access-related tasks.
• Coordinate all materials for accessible distribution several days in advance.
• Request interpreters and captioners at least two weeks in advance.

When selecting a venue, be sure it meets all of your accessibility needs. The VenueVU Space Reservation and Event Request site provides details and/or contact information for most spaces on campus. Conduct an early site visit to clarify accessibility and what may require additional planning related to:

• Entrances and elevators
  
• Restrooms (single stall, accessible, all-gender, and transfer table availability)
  
• A refrigerator and microwave for those bringing food
  
• Sufficient accessible parking and transportation
  
• Audio technology (microphones, listening devices)
  
• Temperature control and lighting considerations
  
• Quiet spaces
  
• Ensure space is large enough
  
• Accessibility to the stage and/or podium (e.g. ramps)
• Designated seating for those who are hard of hearing or have limited visibility
• Ensure screens can be seen from all seated/standing locations and add more if necessary
• Plan for wheelchair-accessible seating and paths throughout the space
  
• Well-lit areas to walk
• Seating with full backs
• Consider sufficient spacing between rows of chairs and/or tables
• Provide a variety of seating and table options (e.g. table heights, styles, sizes). Both low tables and high tables are important.
  
• Include paper towels in bathrooms as an alternative to hand dryers for those with sensory issues or noise sensitivity
• Confirm emergency protocols and request changes needed for people with disabilities (e.g. elevator use during a fire)
  
• Identify other events at the same venue that day and plan to reduce access barriers (e.g. managing noise level)
  
• Avoid decorations in pathways, flash/strobe effects, latex balloons, and fog machines
  

• When you send out an invitation to an event, be sure to include a message to let invitees know who they can contact regarding accommodations. If your event has multiple organizers, designate someone to be the point person for accommodation needs. Your message might include text such as: "What accommodations or support might you need to be successful at [describe event]? Or, "If you need accommodations to fully participate in this event, please contact [event coordinator] by [date]."
• Create accessible versions of materials and distribute digitally in advance
• Provide accessible online registration
• Indicate access being provided (e.g., interpreting, captioning, audio description, etc.)
• Provide copies in Braille (as requested), large print, and digitally on the event day
• Ensure digital materials are accessible and limit distractions for screen readers. Include image descriptions
• Check and update all presenters’ materials for accessibility
• Print preferred names on name tags in a large, dark font
• Consider the color choices and contrast of all materials

• Make sure each slide can be read by a screen reader
• Include alt text on all images
  
• Remind presenters to speak slowly, always use a microphone and sound amplification, and describe images/explain slide content
• If possible, provide printed transcripts and materials for attendees who may need them
• Record your presentation and make it available, with captioning, for attendees afterwards (especially for panels)
• For video presentation, include subtitles or closed captioning
• Sign Language Interpreting: If your event needs sign language interpreter, you may reach out to the .

• Plan ahead to provide gluten-free, dairy-free, vegetarian, vegan, kosher, and halal options
• Clearly label all food and keep specialized options separate
  
• Catering: When providing food for an event, some guests may have dietary restrictions. If using ²ÝÁñÉçÇø catering, you can refer to their menus for gluten free, dairy free, and other allergy-friendly options. Reach out to Catering directly with any questions or special requests.  
• Ensure that dining spaces are inclusive. Avoid high-top tables and provide seating options that are accessible to individuals using wheelchairs or other mobility devices. Use large, high-contrast food labels that are easy to read and consider offering printed or digital menus in advance upon request. 
  

• Post directional signs and station greeters at all entry points, elevators, and stairs
• Provide golf carts for those with mobility issues, especially if the event is far from parking or if the event takes place in multiple locations
• Use an inclusive check-in process (consider table height, amount of noise, number of staff, flow of check-in process)
• Set up clear and spacious paths outside and inside
• Brief all staff about accessibility plans
• Ask photographers to not use flash and seek permission before photographing people

Various offices on campus are available to assist with questions regarding creating accessible events

• ²ÝÁñÉçÇø Events | Email
• Office for Access and Disability Services | Email
• Learning Support Services | Email
• University Technology Services | Email
• Disabled ²ÝÁñÉçÇøns Employee Resource Group (ERG) | Email