Guide to Planning an Accessible Event

• • There is a clear, smooth path of travel at least 36” wide from the bus stop or parking lot to the main or alternate entrance
  • Main entrance has no steps or leads to an elevator or wheelchair lift, and is at least 32” wide
  • If main entrance is not accessible, ensure posted signage indicating accessible entrance location
  • Avoid 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 exits must be clearly marked and accessible

• • Restrooms must have accessible stalls
  • Automatic door openers are helpful
  • Host event/meeting space on same floor as the accessible restroom to promote inclusion

• • Ensure elevator or ramp access for event/space and restrooms

• • Provide an unobstructed and 36″ minimum wide pathway to and throughout an event/meeting space allowing for wheelchair and mobility access
  • Cables, cords, and other items should not be draped across an accessible path of travel
  • Any thresholds (usually in doorways) should not exceed 1/2″ in height

• • Provide wheelchair accessible ramp if stage has steps
  • Stage space or passage or wheelchairs must be 36”-minimum

• • Designate seating space for wheelchair users and individuals with mobility disabilities:
    • Place space near projection screen and podium
    • Include 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 animals

For meetings:

• • Ensure chairs can be removed to create a 36” minimum space for wheelchair users
  • Provide at least 60” of diameter space for wheelchair users to turn around to exit a space or room
  • Provide space for a service animal or a mobility device, such as a walker

• • Sign language interpreting or captioning must be provided if requested and approved as a reasonable accommodation
  • Consider the experience your audience has with the content to ensure communication access for all participants, with or without a disability:
    • Language
    • Vocabulary
    • Level of detail

• • For 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

• • Have ALDs available and synced to microphone for individuals who are Deaf or Hard of Hearing

• • Use a large screen to display content
  • Ensure display can be seen from all locations within a room
  • Test room and window lighting to reduce glare

• • Include accurate captions and audio descriptions. Do not rely on auto-captions
  • Use the Create Accessible Video and Audio Content guide

• • Inform volunteers about locations of accessible bathrooms, parking, and emergency exits
  • Notify volunteers about any service providers – sign language interpreter or real-time captioner – who will be attending the event
  • If 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 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 laws
    • Usually a dog or miniature horse
    • Must be trained to perform a specific task or work for the individual with a disability
    • Must 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 duties
    • Documentation is not required

    View this service animal guide for more information

• • Including accessibility features allows individuals with disabilities to independently access your event and reduces your obligation to provide a reasonable accommodation
  • Budget for accessibility features and accommodation requests