Event Accessibility

• Ensure that all events are accessible by including accessibility statements with information about how to request an accommodation in flyers, advertisements, registration, and other distributed materials prior to the event.
• Ensure all web-based messaging is accessible and within compliance of WCAG (2.1) guidelines WCAG 2.1 at a Glance.
• Resource: Improve Internet Accessibility for Individuals with Low Vision

Display the international Symbol of accessibility to identify accessible facilities. Including reserved accessible parking spaces, passenger loading zones, entrances when all entrances are not accessible, and toilet facilities.

*Including Braille, textile maps, directionals including images with associated disruptive text.

• Consider accessible routes for individuals using assistive transportation devices/animals without barriers such as the availability of an elevator instead of steps. Ensure paths from accessible parking spaces to the event location is clear of barriers in all weather conditions.
• Consider if the entrance is wheelchair accessible and if the primary entrance is not accessible, signage to communicate where the accessible entrance is located.
• Ensure that Wheelchair accessible bathrooms are available.

• Wheelchair locations are interspersed such as the front middle and back of the room
• Aisle distance at least 36” and at least 44” if goods and services are available
• Cables are covered over isles and pathways that do not exceed ½” thick
• Table height for food is between 28”-34”

• Up to 25 attendees = 1 wheelchair accessible seating location available
• 26-50 attendees = 2 wheelchair accessible seating location available
• 51-300 attendees = 4 wheelchair accessible seating location available
• 301-500 attendees = 6 wheelchair accessible seating location available
• For every 100 additional attendees over 500 add one additional wheelchair accessible seating location

• Offer a wide variety of dietary options at catered events
• Clearly label all food options, with potential allergies or dietary restrictions in mind
• Include information on event marketing for individuals to make specific requests when applicable

• American Sign Language Interpreting
• Communication Access Real-Time Translation (CART) is a technology used for students with hearing disabilities (Deaf/Hard of Hearing) that provides a remote working captioner who transcribes the event’s lecture content. As a result, the student will see everything said in real-time with accuracy shown as text-based captions/transcripts displayed at the event. This technology allows the student to participate and access information in the event with their hearing disability.
• Audio description for image or video-based content. Audio description is a separate narrative audio track that accompanies a video, describing important visual content for people who are unable to see the video. People who are blind or have low vision can understand much of a video’s content by listening to its audio.

• Use a microphone. Don’t assume you can easily be heard
• Provide instructions on how participants can ask questions
  • If participants ask questions and they don’t have access to speak over a microphone, repeat the question to the audience
  • For online presentations, be flexible with how participants can interact and repeat what is being asked or shared
• Describe charts, graphs, animations. Don’t assume individuals can read or see what is presented on the slide
• Make sure your font is large enough and easy to read. A good rule of thumb, use 30-point font and clear, sans serif fonts such as Arial, Verdana, etc
• Ensure good color contrast for easy viewing
• Using a laser pointer or mouse to highlight items.  Be sure to describe the item you are highlighting
• Don’t assume all participants will navigate websites the same way you do. Be as descriptive as possible when explaining how to access a website by stating the labels of sections or buttons and links. Replace terms such as “Click on” with “Select,” and “Scroll down” with “Navigate to [describe the area].”
• Videos shared should have captions if they have audio. Describe what is being shown if there is no audio with the video.
• Cut the jargon. Use concise and simple language.

• Send accessible presentation materials to attendees prior to presenting. (View information on accessible PowerPoint Design)
• Have an accessible electronic version of handouts available.
  • Create a few copies with at least 18-point font and use clear fonts such as Arial or Times New Roman