Guide to Planning an Accessible Event

(Last updated: March 10, 2023)

Introduction

Use this guide to create an accessible, inclusive event for everyone, including people with disabilities.

Event Announcement

  • Announce the event or meeting early
  • Put event or meeting information on program website, even if sending an email or flier:
    • Include text of email attachments in email body to improve screen reader access.
      • Use the Center for User Experience’s Email guides for more suggestions.
  • Include an accessibility tagline statement informing attendees how to request a disability accommodation.
    • Do you use Starfish for appointment scheduling? Include a tagline statement in your profile letting individuals know how to inform you about accessibility needs.

Program Materials

  • Include the following statement on print materials:
    • “This document is available in alternative formats upon request by contacting (name, host department) at (phone number/email).”
  • Some individuals may need materials electronically or in large-print. Have items available and maintain a:
    • Digital Copy by posting to Box or Google drive and generate a go.wisc.edu shortened URL to provide to participants.
    • Large-print copy by using a sans serif font that is font size 18 or larger.

Parking and Transportation

Accessibility begins outside the event/meeting space through accessible parking or bus service. The university’s parking lots have accessible parking in accordance with the ADA, and campus transportation complies with disability accessibility requirements.

Facilities

The following table provides information to review to ensure your facility is accessible:

 Facilities Feature Details
EntranceThere is a clear, smooth path of travel at least 36” wide from the bus stop or parking lot to the main or alternate entranceMain entrance has no steps or leads to an elevator or wheelchair lift, and is at least 32” wideIf main entrance is not accessible, ensure posted signage indicating accessible entrance locationAvoid using a separate entrance for wheelchair users (if the building’s main entrance is not accessible, make the accessible entrance the main point of entry to create inclusion)Does the entrance have power-door openers? If yes, test to ensure operating status
Emergency ExitsEmergency exits must be clearly marked and accessible
RestroomsRestrooms must have accessible stallsAutomatic door openers are helpfulHost event/meeting space on same floor as the accessible restroom to promote inclusion
ElevatorEnsure elevator or ramp access for event/space and restrooms

Event Room/Space

 Room/Space Features Details
Accessible Path of TravelProvide an unobstructed and 36″ minimum wide pathway to and throughout an event/meeting space allowing for wheelchair and mobility accessCables, cords, and other items should not be draped across an accessible path of travelAny thresholds (usually in doorways) should not exceed 1/2″ in height
StageProvide wheelchair accessible ramp if stage has stepsStage space or passage or wheelchairs must be 36”-minimum
SeatingFor events:Designate seating space for wheelchair users and individuals with mobility disabilities:Place space near projection screen and podiumInclude companion seating next to reserved seating (usually 1-2 additional seats)Reserve seating for sign language interpreters, captioners, personal care attendants, and clear space for service animalsFor meetings:Ensure chairs can be removed to create a 36” minimum space for wheelchair usersProvide at least 60” of diameter space for wheelchair users to turn around to exit a space or roomProvide space for a service animal or a mobility device, such as a walker
CommunicationSign language interpreting or captioning must be provided if requested and approved as a reasonable accommodationConsider the experience your audience has with the content to ensure communication access for all participants, with or without a disability:LanguageVocabularyLevel of detail
MicrophonesFor large events, use a microphone for all verbal communication by anyone (speaker, audience)If someone asks a question or speaks without a microphone, repeat what was said into the microphone
Assistive Listening Devices (ALDs)Have ALDs available and synced to microphone for individuals who are Deaf or Hard of Hearing
Projection ScreensUse a large screen to display contentEnsure display can be seen from all locations within a roomTest room and window lighting to reduce glare
VideosInclude accurate captions and audio descriptions. Do not rely on auto-captionsUse the Create Accessible Video and Audio Content guide

Other Considerations

 Consideration Details
Before and During the EventInform volunteers about locations of accessible bathrooms, parking, and emergency exitsNotify volunteers about any service providers – sign language interpreter or real-time captioner – who will be attending the eventIf a guest didn’t request an accommodation, check in with them and see what they need to have access. Implement accommodations as possible given the short notice
Service AnimalsService animals are not pets and are generally permitted wherever the public can go. They are used by individuals with disabilities and have the following features:Protected under disability lawsUsually a dog or miniature horseMust be trained to perform a specific task or work for the individual with a disabilityMust be under the handler’s control at all times. Service animals are not required to be leashed or tethered if it will interfere with the animal’s trained dutiesDocumentation is not requiredView this service animal guide for more information
Maintaining Accessible EventsIncluding accessibility features allows individuals with disabilities to independently access your event and reduces your obligation to provide a reasonable accommodationBudget for accessibility features and accommodation requests

Questions and Additional Information

Have questions or want to discuss or review a specific event or meeting space?