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Accessible Event Checklists

Planning

  • Designate a person responsible for ensuring accessibility of the event, and for facilitating requests for reasonable accommodations
  • Schedule events in accessible locations
  • Make sure the room set up takes into consideration accessibility
  • Include a disability access statement in all event announcements
  • Consider requesting on the event flyers/promotional materials that attendees refrain from the use of scents during the event. Attendees with allergies may experience a variety of symptoms from exposure to scents
  • Add a text box on the registration form for accommodation requests
  • Ensure all communication at the event is accessible
  • Consider proactively providing ASL interpreter and/or CART for the event, particularly for larger events and live-streamed events
  • Decide whether to proactively provide other accessibility measures, such as materials in alternative formats
  • Make all virtual event features accessible
  • Ensure dietary needs are met
  • Provide presenters with communication guidelines
  • Reserve event funds for accommodation requests (e.g. ASL interpreting and/or CART)
  • If developing a post-event survey, include a question about the accessibility of the event. Provide multiple avenues for registration if registration is required (e.g. online, paper, in person)

Keep in mind that every component of your event should be accessible to ALL participants. Make sure pre-­ or post-event optional tours, social activities, or recreational opportunities are inclusive as well.  If an optional activity is not fully accessible, disclose those details in advance so individuals with disabilities have the information needed to determine their interest and ability to participate.

Final Check: day-of event considerations

  • Ensure there are prepared materials in alternative formats.
  • Ensure that there are copies of materials that are printed in large print and braille.
  • Ensure CART and Assistive Listening Devices connections.
  • Do a final check for accessibility of event space.
  • Ensure approved accommodations are in place.
  • Provide presenters with communication guidelines (see Communication Considerations for Presenters).
  • Review general information regarding service animals (see General Information on Service Animals)