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Venue Accessibility

Picking a Venue Location

When selecting a location on campus to hold the event, ensure the building location and event space is physically accessible to all attendees.

  • Identify accessible entrances, ramps, elevators, and accessible restrooms.
  • Ensure elevators are functioning and ramps are unobstructed.
  • Ensure that the room, seating, and aisle spacing are arranged so that attendees who are blind or have low vision, or use a wheelchair or other mobility devices, can move about safely and independently.
  • Ensure the space is set up where attendees who are deaf or hard of hearing may need a loop system, reserved seating near the speaker, interpreters, or captioning.
  • If tables or desks are used, ensure that adjustable height options are available.

If there is a guest presenter, please confirm with them in advance if they need any accommodations. In some cases, the presentation area might also need to be wheelchair accessible.

If for any reason, a non-accessible meeting room is chosen, and the sponsor receives a request from an individual with a disability, the sponsor must make every effort to work with their respective room scheduler to find an alternate location that is accessible.

Physical Location Access & Route Considerations

Parking and Transportation

Accessibility begins outside the event space through accessible parking or bus service.  Review the venue location for accessible parking and accessible paths of travel from the parking area.

  • Is there adequate ADA parking available close to the entrance? Are there curb cuts or a flat drop-off area?
    • Create a wheelchair drop-off/pick-up area close to event location if parking is limited.
  • What are the closest transit stops?

Inform participants of the nearest available parking lots with ADA parking stalls or bus stops.  Send an email to attendees about accessible parking and transportation options in advance:

Routes and Path of Travel

There must be a clear, smooth path of travel at least 36 inches wide from the bus stop or ADA parking to the main or alternate entrance.  Things to consider:

  • Is the main path of travel from ADA parking to the entrance accessible?
    • Does the route require use of stairs or navigating uneven terrain?
    • Is the route flat and paved?
    • If not accessible, is there an alternative route and is it well marked?
  • Is there a ramp available where exterior steps lead to the entrance?
  • Is there clear signage to an accessible entrance (if the main entrance is inaccessible) present?

Accessible Entrance

Ensure there is a clearly marked, barrier-free path of travel from the entrance through the building, to the registration/sign in location, and to the event space. Consider how would someone get to the building.

  • Does the entrance have an automatic door with either sensor or push button access?
    • If yes, test to ensure operating status.
    • If not, you will need to have a staff person to assist with the doors, if needed.
  • The door(s) are easy to open if not automatic or held open (i.e. lever vs knob handle, limited door pressure)
  • If there are stairs at the main entrance, is there an alternate route (lift, elevator, ramp) that is at least 32 inches wide close by?
    • Is there clearly posted signage indicating accessible entrance location?
    • Avoid using a separate entrance for disabled folks (if the building’s main entrance is not accessible, make the accessible entrance the main point of entry to create inclusion)

Event Space Considerations

When choosing and setting up an event space, prioritize accessibility to ensure full inclusion for all participants. Use the following best practices when planning.

Paths of Travel

  • All aisles and walkways must be at least 36 inches wide and doors at least 32 inches wide to accommodate wheelchairs and mobility devices.
  • Provide a clear, unobstructed path to and throughout the event space, including entrances, seating, restrooms, and the stage.
  • Ensure any cables, cords, plants, or displays do not block or cross accessible paths. If cords must cross walkways, cover them securely.
  • Doorway thresholds should not exceed ½ inch in height.
  • Temporary structures (e.g., tents, booths, food tables) must also allow accessible routes that are at least 36 inches wide.

Restrooms

  • Accessible restrooms must be located near the event location.
  • All-gender accessible restrooms should be available, if possible.
  • Check if doors are easy to open or equipped with automatic door openers.
  • Whenever possible, host the event on the same floor as accessible restrooms to promote inclusion.
  • Provide clear signage indicating the location of accessible restrooms.

Elevators and Ramps

  • Ensure elevator or ramp access is available for all event spaces, meeting rooms, and restrooms if they are not on the main floor.
  • Provide clear signage to elevators and accessible routes.

Room Setup

  • Furniture should be movable to allow flexible seating arrangements.
  • There is plenty of space to maneuver around tables and interior walkways (at least 36”) 
  • Lighting should be good for visibility, with minimal glare; test lighting around projector screens and windows.
  • Acoustics should support clear sound; use assistive listening devices (ALDs) when audio will be amplified.
  • Ensure room setups can be modified to allow for wheelchair seating without creating fire hazards.
  • Consider air conditioning and heating when possible.

Seating

It is best practice to integrate accessible seating throughout the event space (not segregated in one area) to give guests agency in choosing their seating.  Accessible seating refers to spaces specifically reserved for people with disabilities including:

  • People who use wheelchairs and other mobility devices (e.g., scooters, canes).
  • Participants using service animals (space should allow animals to sit or lie down)
  • People who are Deaf or hard of hearing who may need to be closer to the ASL interpreters.
  • People with low vision.
  • People who may need to be closer to the captioning screen.
  • People who may need to use areas within the space that are quieter, less distracting, or towards the rear where they can stand.
  • Sign language interpreters, captioners, and personal care attendants
  • Companion seating (one to two adjacent seats)
    • ADA requirements provide for seating for one companion with anyone in a wheelchair. We recommend extending that accommodation to anyone with an ADA need. (However, the companion would be expected to pay the appropriate entrance fee.)

Avoid fixed seating attached to tables when possible.  If fixed seating areas, ensure accessible seating options are available for participants with mobility disabilities.

Stage and Presentation Area

  • Is the presentation area accessible to people who use wheelchairs, if needed, for speakers?
    • Ensure the stage and podium are accessible to individuals who use wheelchairs or other mobility devices
    • Provide a wheelchair ramp or lift if there are stairs.
    • Maintain at least a 36-inch wide passage onto the stage.
  • Consider the accessibility of the podium.
    • For a wheelchair user, a table may be preferred to a podium.
  • Is there a well-lit area for interpreters near the podium?
    • Ensure interpreters have a well-lit space near the podium or speaking area.
  • Can the projector screen and speaker are visible from all seating areas?
    • Use a large screen to display conten
    • Test room and window lighting to reduce glare

Microphones and Sound Access

  • Use microphones for all verbal communication during large events.
  • When an audience member speaks without a microphone, repeat the question into the microphone before answering.
  • Assistive Listening Devices (ALDs) should be available and synced to the microphone system for individuals who are Deaf or hard of hearing.
  • Test audio equipment in advance to ensure full room coverage.