Overview

This page will address a few things to keep in mind when planning and preparing for events in order to ensure your event is as accessible as possible.

Meeting & Event Preparation

Meeting Space

Before you invite people to a meeting, you first need to ensure the meeting space is accessible. In fact, don't select a space if it is not. Ask the staff at the meeting location for info on accessible parking and the best routes to get to the meeting - include that information or a map that provides that info when sending out the meeting invite.

If you need to block off rooms at a hotel, make sure they have accessible rooms available.

If transportation is provided to, from, and within the event space, make sure accessible transportation is included.

Make sure the room has good lighting and sound. If using a large room, request that microphones be provided.

If possible, avoid rooms with busy wall paper or provide a plain backdrop for speakers (this helps people that are reading lips).

Try to arrange seating/tables in such a way that people have ample space to easily move around.

Providing Accommodations

To determine if any attendees need accommodations, include a question in the event registration. This will help you to prepare in advance and it also lets participants know that your event does not exclude people with disabilities.

If you've appointed someone to handle the accommodations requests (not a bad idea!), you can include a statement such as:

"If you have a disability and may need some accommodation in order to fully participate, please contact _______."

For guidance on how to arrange accommodations, check out Event Accommodations. This document will be updated with additional resources over time.

When it comes to accommodations, it's also important to be cognizant of who is financially responsible for paying for the accommodations. According to the ADA:

Under Title III, associations and companies become “public accommodations" when they lease space for a meeting, convention, or trade show. The sponsor then must assume responsibility for compliance with Title III of the ADA, which includes holding the event in a facility that is accessible to individuals with disabilities, ensuring that auxiliary aids and services or other appropriate accommodations are provided if requested, and otherwise ensuring that individuals with disabilities have an equal opportunity to participate in and benefit from the event.

However, if attending the meeting/event is essential to the person's job, then their employer might be responsible for the cost. If you're uncertain about who is responsible for the cost, contact your AAG office for assistance.

Meeting Materials

If possible, provide digital copies of meeting materials beforehand. This will allow people with assistive technology an opportunity to access the materials in advance and have the documents/presentation ready to go at the start of the meeting. It also helps everyone be better prepared and ready to engage. Not everyone can or wants to read materials while also trying to listen to the speaker/discussion.

Make sure all materials are formatting properly (using headings, alt text for images, etc.). See Creating Accessible Word Documents and Creating Accessible PowerPoints for more guidance.

Speakers/Presentation

Always let speakers/presenters know from the start that a condition of their presenting is that all materials be made accessible. Share resources (like this course!) with them to make sure they have the skills to meet that requirement.

Offer speakers and presenters resources and guidelines for making their content accessible. Provide them access to Accessible Presentations Guidelines or something similar in order to clearly spell out your expectations and requirements.

Resources

Americans with Disabilities Act: What Exhibition and Event Planners Must Know, Executive Summary
A Guide to Planning Accessible Meetings
Creating Accessible & Inclusive Meetings or Events - this is a fabulous handout with checklists to help ensure your event planning supports accessibility!
Accessible Conference Guide - another great list of items to consider when preparing for different elements of an event.
Equal Access: Universal Design of Conference Exhibits and Presentations
Removing Barriers Planning Meetings That Are Accessible To All Participants
Kyle Rector's Accessible Presentation Guide