Plan an Accessible Event on Campus
Advertising the event:
- Give ample notice for the event so people can make transportation arrangements
- Provide space on the registration form to allow people to identify their accommodation or special needs
- Include accessibility symbols on the materials (poster, invitation)
- If providing food, give participants the opportunity to request dietary preferences
Access to the event location:
- Make sure there are transportation options and the entrance is wheelchair accessible
- Make sure there are no cords or obstacles at the entrance
- Is the room large enough to accommodate wheelchair users?
- Does the room allow for ease of movement/wide aisles?
- Does the room have good lighting?
- Are the stage and screen easily visible?
- Is there an accessible washroom within reasonable distance?
- If you have volunteers, make sure they are trained with respect to aiding those
- Book sign language interpreter or computerized notetaker, if requested (may take 2-3 weeks to book)
- If food is served, be sure to include the notetakers, interpreters in the count
- Encourage everyone to refrain from using strong scents
Presenters & Presentations:
- Remind presenters to keep to the schedule as those who are arranging transportation are on a tight schedule with little flexibility
- Remind presenters to have printed copies of their presentations, preferably in larger print (12-16 pt font)
- Make sure the lecturn is adjustable or have alternate lecturn options for presenters’ varying needs
- Encourage presenters to use captioned videos
- Keep in mind that computerized notetakers cost approximately $40/hr.
- Locate where the closest TTY pay phone is on campus and provide information to those participants who may need it
Evaluating the Event:
- Distribute written evaluations that include a section for participants to comment on the accessibility of the event.
Adapted from the Canadian Association of Disability Service Providers in Post-Secondary Education