Planning an accessible event

Plan for accessibility early, e.g, in selecting a location, budgeting, communications, etc. This can cut down on costs as well as the need for individual accommodations.

Designate an Event Access Coordinator as the person responsible for ensuring accessibility of the event, and for facilitating requests for reasonable accommodations.

Event organizers are responsible for making their events accessible to everyone. This includes all university-sponsored activities held off campus. Any questions related to off campus sites, can be directed to the ADA Coordinator. If you are working with an external organization's site, start with them to ensure they can ensure access and provide accommodations.

Including ADA expenses in the event budget is important.  If the event is revenue-generating, those costs can be built in.  If it is not, then there should be money set aside to ensure any accessibility related costs are covered. The costs associated with disability access are considered part of the overall expense of an event. Event sponsors are responsible for the costs of making their events accessible and should budget for access as one routine cost for planning any university-related event. Most accommodation requests can be made at little or no cost.

Selecting an accessible physical location for the event is an important factor in hosting a successful event. If a person with a disability registers or gives notice that the person is attending the event, and the event has not been scheduled in an accessible location,  then a good faith effort must be made to relocate the event to an accessible location. Event sponsors have an obligation to make a reasonable effort to provide access if the accommodation request is reasonable and can be readily accomplished, even if that means moving the location of the event. Things to consider when looking for a location:

• Indoor or Outdoor Location:
  • Accessible entrance and accessible routes, including the access to the primary entrance and access to all rooms or spaces where the event will be hosted.
  • How will attendees enter the building and navigate to and from the event (path of travel)?
  • Accessibility of accessible parking and drop-off areas.
  • Room layout and seating, including the availability of wheelchair accessible seating, wide aisles, seating for those with limited mobility (e.g., reachable without stairs) and seating with clear visibility to interpreters for individuals using interpreting services.
  • Restrooms and drinking fountains must meet current accessibility standards and should be located on an accessible path of travel that is close to the location of the event.
  • Advise attendees of the location of accessible toilet facilities; have a portable accessible toilet if there are no facilities available.
  • Ensure that paths are clearly marked, clear of any displays or obstructions and will allow for wheelchair mobility
• Virtual Venue:
  • Ensure all of the virtual functions to be used (e.g., quizzes, polls, etc.) are accessible to screen readers.
  • Ensure all presenters/videos have captions.
  • Ask that presenters introduce themselves each time prior to speaking, when there are multiple speakers.
  • Share presented materials either in advance or immediately after in an accessible format (i.e. large print, Braille, electronic).
  • Provide ASL interpreters and CART proactively for large and/or live streamed events.
  • Make sure to pin the ASL interpreters.
  • If the event will be recorded, add captions to the recording and create transcripts of the presentations.

The ADA requires that event organizers provide effective communication (e.g., ASL, transcribers, captioning, ALD) during the event for individuals with communication disabilities, e.g., hearing, vision, or speech disabilities. Event organizers are encouraged to connect with UMD Communication Access Services as early in the planning process as possible to request services. Waiting until the last minute can make finding an interpreter a challenge and also increase the cost. Common communication accommodations include:

• American Sign Language (ASL) interpretation
  • Provide event and presentation materials  to American Sign Language (ASL) interpreters in advance of the event to allow them to familiarize themselves with the content.
• Captioning
  • AI generated
    • All events that have a screen, projector and a microphone are encouraged to include AI-generated captions, even if there is not a request, in order to ensure equal access for everyone.
      • Present Google Slides with Captions
      • Present PowerPoint with Captions
  • Video captions and audio description:  All videos shown must include captions for equal access. A narrated secondary audio track that describes key visual elements—such as actions, facial expressions, costumes, and scene changes—during natural pauses in dialogue should be included when playing a video at an event. More information on Captions, Transcripts and Audio Descriptions from WebAIM.
• Interpreters and transcription services (including CART) can be arranged through UMD Communication Access Services, which assists departments across campus and campus affiliates in scheduling qualified service providers for their events and programs. When this is requested by a participant, it must be provided.
• Assistive Listening Devices (ALDs) improve sound transmission for individuals with hearing impairments. Different types of ALD are designed for different settings and purposes, i.e. use in a large venue vs. use in smaller settings. All ALD can be used either with or without a hearing aid or cochlear implant. Audio Induction Loops and FM System are two types of ALD. ALDs are available:
  • Accessibility and Disability Service (ADS) has devices for students registered with their office.
  • All UMD lecture halls are required by code to have Assistive Listening Technology built into the AV systems. This can be utilized through a receiver, which the event organizer can check out from the classroom support office by contacting classrooms@umd.edu in advance.
  • SECU Stadium and the Xfinity Center have ALDs built in and handsets are located at Fan Assistance upon request.  Please work with them in advance to ensure they are available and ready for use.

• Ensure all websites and electronic publicity and registration materials meet the University of Maryland Electronic Information, Communication and Technology Accessibility Policy requirements.
  • Review the Accessible Media Content website for more information on making media and event materials accessible
  • Ensure the event website meets accessibility requirements by reviewing the IT Digital Accessibility Hub
• Include an accessibility statement on all publicity (printed and electronic)
  Suggested language:
  • Suggested accessibility statement (long version):
    “Please contact ___________ (event organizer) at _____ (phone and email) at least one week prior to the event to request access needs or accommodations. In all situations, a good faith effort (up until the time of the event) will be made to provide accommodations.”
  • Suggested accessibility statement (short version):
    “For any access needs, accommodations and questions, please contact (event organizer) at _____ (phone and email).”
• Include a prompt in registration materials for attendees to state any access needs or accommodations.
• Include a dietary restriction question on the registration form
• Pre-­event communications, including promotional and registration materials, should disclose any plans to use flash photography, strobe lights, loud/amplified noise or music, fireworks, theatrical fog, chemical air fresheners, and other smells added to spaces.
• All communications should include a statement indicating that the event is scent free and encourage those in attendance to refrain from using scented perfumes, colognes or lotions.
• When publicizing the event on social media, make sure to:
  • Include image descriptions (alt text) for any photos.
  • Include captioning on all videos

• Distribute all materials digitally in advance to all attendees.
• Provide copies in Braille (as requested), large print, and digitally on the event day.
• Post notices of availability of alternative formats prior to and at the event.
• Ensure all printed flyers are physically and digitally accessible (e.g., color contrast on document and font size (size 14-16 font when printed)).
• Use alternative text/image descriptions.
• Review the Accessible Media Content website for more information on making media and event materials accessible

Clear communication during presentations provides equal access and inclusion for all attendees of the event. The following best practices are intended to assist presenters in providing clear, effective and inclusive communication.

• Speak slowly and clearly.
• Always use a microphone.
• Describe images and explain slide content.
• Ensure all videos are captioned.
• Ensure all audience polling devices (e.g., Mentimeter) are accessible
• Avoid the use of strobe lights, unnecessary/unusually loud sounds, and exceptionally strong scents.
• Use a roving microphone for audience members to ask questions.
• Repeat questions posed by participants in the audience before responding.
• Ask presenters to create accessible slide presentations by:
  • Checking the order that each slide element will be read by a screen reader.
  • Including alt text on all images
  • Turning on captions to ensure everyone knows what is being said.
  • Considering color/contrast choices and avoiding use of flash or strobe effects.
  • Ensuring enough space on the presentation screen for captioning. Generally, four lines for captioning is needed, but this should always be checked before presenting and font size should be large enough to view from the back of the room.

• Plan ahead to provide gluten-free, dairy-free, vegetarian, vegan, kosher and halal options.
• Clearly label all food and keep specialized options separate.
• If meals are provided, offer full course options for specialized requests.
• Include a dietary restriction question on the registration form
• Invite people with dietary requests to get their food first.
• Have an attendant available to assist individuals if using self-serve style.

• Post directional signs and station greeters at all entry points, elevators, and stairs.
• Use an inclusive check-in process (consider table height, amount of noise, number of staff, flow of check-in process, communication needs).
• Provide clear directional signs to accessible and all-gender bathrooms.
• Brief all staff about accessibility plans.
• Set up clear and spacious paths outside and inside.
• Ensure all requested materials are in alternative formats (i.e., large print and Braille).
• Ensure captioning and Assistive Listening Devices connections.
• Do a final check for accessibility of event space.
• Ensure approved accommodations are in place.

• Distribute materials and/or post them online in an accessible format.
• Send accessible evaluations and ask for feedback regarding accessibility and inclusion.

• Focus on the person, not their disability.
• Do not assume an individual needs assistance. Wait to be asked before offering assistance.
• Talk directly to the individual, not the interpreter, companion, or attendant.
• Listen carefully, wait to reply until the individual has finished speaking.
• Be sensitive about physical contact and space.
• Respect an individual’s privacy.
• Do not make a decision on behalf of a person with a disability regarding what they can/cannot do.
• Place yourself at eye level when speaking with an individual that uses a wheelchair for more than a minute or two.

Service animals are permitted to accompany their handler into any event space. The ADA limits service animals only to dogs (in some limited cases a miniature horse) that have been individually trained to do work or perform tasks for an individual with a disability. The task performed by the dog must be directly related to the individual’s disability.

The Americans with Disabilities Act requires that the service animal be under control of their handler at all times. The ADA does not require service animals to wear a vest, tag, specific harness, or have any specific certification.

If questions arise regarding the validity of a service animal the ADA only allows two questions of the handler:

1. Is the dog (or horse) a service animal required because of a disability?
2. What work or task is the animal trained to perform?

If the person responds with yes and indicates a task, the animal is a service animal and should be permitted to accompany their handler in the event. If questions arise beyond this point, please contact the ADA coordinator.

Learn more about service and support animals.