Hosting an accessible event
When planning an event, please consider reviewing this guide to ensure that your event is accessible to all your delegates or attendees.
Set aside some funds early in the planning stage in the event a request for auxiliary aids and services including American Sign Language (ASL) interpretation and materials in Braille.
- Ensure your promotional materials and registration forms are available in multiple formats and via multiple channels and include language and contact information on how to request accommodations.
- Give ample notice for your upcoming event – this allows people to arrange for transportation, assistance or other support they may require.
- Understand how you can arrange for assistive listening devices, Computer Real-Time Translation (CART) and/or language interpreters if requested.
- Provide space on your registration form or on the event notice for people to identify their accommodations or required modifications.
- Be clear about your commitment to address requests for reasonable accommodations by a certain date say 21 days (about 3 weeks) in advance of your event.
- Follow up with people who request accommodations in a timely fashion to acknowledge the request and then contact accommodations@unc.edu for assistance in determining options. On the posters or information sheets, include accessibility symbols and the duration of the event.
- Promote a scent‐free environment for your event.
- If you are serving food, give delegates / attendees a chance to address dietary preferences. This can be included in your accommodation statement.
- Ensure the space is set-up with enough room for wheelchair and scooter access. Removing chairs at the end of rows and ensuring spaces, allows access for wheelchair uses. It may be necessary to rearrange furniture. The space setup should include accessible areas throughout the (front, middle and back).
- Room lighting should be bright, but without glare.
- The room should have good acoustics.
- Provide seating reservations for those with hearing impairments so they can sit at the front nearest the speaker/presenter
- Accessible bathrooms should be located within a reasonable distance and this information should be made available as well as elevator locations.
- Cover electrical cables or cords that cross over aisles or pathways so wheelchair users as well as people who use canes and walkers can traverse safely across them.
- Make sure organizers, presenters and volunteers are aware of emergency evacuation procedures.
- Ensure presenters use captioned videos and have transcripts available.
- Remind presenters to start and end meetings or presentations on schedule (people making transit arrangements often have very little flexibility).
- Produce materials in large print (16‐point type or larger) and have these available electronically in case of a request for such a format.
- During the session, presenters should verbally describe contents of videos, or any written materials, including presentation and whiteboard notes for those audience members with vision loss.
- If a stage is used, it should be easily visible and accessible to presenters, including a ramp or lift. Podium technology should be accessible.
- Projector screen should be easily visible.
Additional questions or concerns?
Contact the EOC Accommodations Team