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Accommodation Requests

Responding To Requests

When you receive accommodation requests, approve and implement what you can.  Always aim to provide the requested services and say "YES" when possible.  For any questions or concerns about event accommodation requests, policies, or accessibility, or if you're unsure how to proceed or feel an accommodation may not be possible, please contact the Accessibility Officer for guidance before communicating with the requestor.

Step 1: Focus on the requested accommodation, not the requester's disability. When you receive a request for a reasonable accommodation, collect the following information from the requester. A reminder to maintain confidentiality when an attendee requests an accommodation.

  • Is the requester a learner, staff/faculty, or guest/visitor?
  • Requester's contact information (e.g., email and phone number).
  • What is the requested accommodation?
  • Do not ask about the disability diagnosis. You can inquire about the limitations the disability presents (e.g., "I am hard of hearing so I need to sit closer to the speaker;" "I cannot access print materials, I need electronic print;" I have mobility limitations and cannot wait in long lines.")

Step 2: Contact one of the following offices to validate the request for a reasonable accommodation. You do not need to validate for guests unless consultation is required. Some accommodations may not require validation by other offices, for example, if your office is able to easily provide a simple accommodation.

Step 3: Once the accommodation is approved by your department and/or one of the offices listed above, the event accessibility contact may then email the requester to confirm their request.

Sample email:

Thank you for your interest in joining our event. We received your request for [list the specific reasonable accommodation]. We have placed a request for [list reasonable accommodation] and will let you know once it is confirmed. Feel free to reach out if you have any additional questions by emailing [event accessibility contact email] or calling [event accessibility contact phone number].

Confirmation email:

Thank you for your interest in joining our event. We received your request for [list the specific reasonable accommodation]. We are confirming your request. [list any instructions or details here] Feel free to reach out if you have any additional questions by emailing [event accessibility contact email] or calling [event accessibility contact phone number].

If the accommodation request is last-minute, make every effort to fulfill it. If you cannot fulfill the request due to timing, please respond to the requestor. Sample email for last-minute accommodation request:

Thank you for your interest in joining our event. You made your accommodation request for [list specific reasonable accommodation] on [date], and we were unable to facilitate the request due to short notice because [list reason]. However, [list any alternate accommodations] is available instead. Please let me know if you have any questions.

Note:

  • Event participants need not adhere to any deadline to request accommodations; however, requests must be reviewed every time.
  • If there is not enough time to facilitate a requested accommodation due to a late request, you can consider alternate accommodations, or you may need to deny the request.
  • Always ensure you document any reason for denial and any alternate accommodations that may be available. It is useful to consult with the requesting party regarding all potential accommodations prior to sending a final denial email as part of the interactive process. Whenever possible, consult with one of the offices listed above prior to denying accommodations.

Below are some potential common accommodation requests that you may receive for your event. Please note this is not a comprehensive list of accommodations.

Accessible Program Materials

  • Advance Copies of Presentation Materials (e.g., PowerPoint presentations, handouts, agendas) 
    • Make available for participants, interpreters and captioners to allow them to familiarize themselves with the content.
  • Program materials should be made available in audio, electronic format (Word format is preferred), (or in braille or in large print, sans serif, at least font size 18 per attendee request). All materials should include the following statement:
    • This document will be made available in an accessible alternative format upon request. Please contact [sponsoring department contact name, phone number, and email address].­
  • Any films or videos, even those embedded in a PowerPoint or presentation, should be captioned.
  • Presenters should describe visual aids, graphs/charts, and pictures utilized in their presentation.
  • If using visual materials like PowerPoint, learn more about how to use accessible PowerPoint techniques. Consider posting these materials on a website so participants can follow along or read ahead of time

Effective Communication 

How will people with disabilities be included in all communications at the event? Below are some common requests and considerations for facilitating effective communication: 

  • Alternate format for printed materials. Such materials may include:
    • E-text, electronic documents
    • Large print (at least 18 size font)
    • Braille documents (contact: braille@independenceinc.org)
    • The appropriate number of alternative copies varies based on type of event and size of audience.
  • American Sign Language (ASL) interpretation
    • Highly skilled professionals who facilitates communication between hearing individuals and D/deaf or hard-of-hearing individuals.
  • Communication Access Realtime Translation (CART)
    • CART is a service in which a professional (human) captioner transcribes spoken communication verbatim using specialized equipment and software. The person using CART can access the captions on a screen or on a personal device.
    • Ensure enough space on presentation screen for captioning. Generally, four lines for captioning is needed 
    • Ensure a good contrast of the captions and background (preferably black/white) 
  • Assistive Listening Devices
    • Assistive Listening Devices (ALD) improve sound transmission for individuals with hearing disabilities. 
    • Have ALDs available and synced to microphone for individuals who are Deaf or Hard of Hearing 
  • Room Set Up
    • Reserve seating near front for participants who are Deaf or hard of hearing
    • Determine where interpreters or transcribers will be located (near presenter(s)/stage, with appropriate lighting, seating close by)
  • Videos
    • Ensure all videos include accurate captions and audio descriptions.
    • Do not rely on auto-captions; they are often inaccurate and do not meet the legal standards for accuracy. It is recommended to use a professional captioning vendor to caption media content. To learn more, refer to Section 508: Create Accessible Video, Audio and Social Media.
  • Portable Amplified System
    • Ensure roving microphones are available for audience participation.

Service Animals

Service animals are not pets and are generally permitted wherever the public can go, including any event space.  Services animals:

  • Are usually a dog or a miniature horse
  • Must be trained to perform a specific task or work for the individual with a disability. The task performed by the service animal must be directly related to the individual’s disability.
  • Must be under the handler’s control at all times. They are not required to be leashed or tethered if it will interfere with their trained duties.
  • Are not required to wear a vest, tag, specific harness, or have any specific certification.

If questions arise regarding the validity of a service animal, the ADA only allows two questions of the handler:

  1. Is the service animal required of a disability?
  2. What work or task is the animal trained to perform?

If the person responds with yes and indicates a task, the animal is a service animal and should be permitted to accompany their handler in the event.  If questions arise beyond this point, please contact the Accessibility Officer.