Accessible Event Planning

Event Registration

• How can attendees request reasonable accommodations to fully participate via the registration process?
• Have presenters been asked if they need reasonable accommodation for delivery of their content?
• Have presenters been informed of ways to make presentations accessible and inclusive for all audience members?

Reasonable Accommodation Expenses

• The hosting group and/or department is responsible for any expense related to reasonable accommodations or accessible solutions.
• Have funds been allocated in the budget to cover the cost of accessibility features? If not, should the registration fee be increased to cover the expense of reasonable accommodation?
• Funding for reasonable accommodations or accessible solutions may be requested from your VC area.

Inclusive Registration Process

• Include information about accessibility, American Sign Language (ASL) & Communication Access Realtime Translation (CART).
• Flyers, if distributed electronically, should be screen-reader compatible, with an accompanying text-only version.
• Include the following text prominently in event announcements:

For general information or to request reasonable accommodations, contact Insert Name by Date, via: (XXX) XXX-XXXX or email: name@ucsd.edu

This event is wheelchair accessible.

Service animals specifically trained to assist a person with a disability are welcome. No other animals, including pets, therapy animals, or emotional support animals, are allowed.

During the Presentation

• Time your presentation carefully to avoid rushing.
• Face the audience and speak slowly and clearly.
• Use the microphone and repeat all questions before answering.
• During event screenings and for any online purposes, use captioned films and videos.
• Preview any videos before the presentation to assure accuracy of captioning.
• Describe images or photographs verbally.

Accessible Presentation Materials

• Have you considered making a small supply of enlarged print copies of publications, event program, handouts, etc. for those who may request it?
• Have you arranged for handouts, surveys, programs, etc. to be put in alternative formats? (Accessible PDF/Word)
• If materials/forms are to be filled out at the event, are there readers and/or scribes available?
• If presenters will be sharing PowerPoint slides or videos with the audience electronically, confirm that the information provided is in a fully accessible format.

Note: If you answer no to any of the following questions, consider changing the venue.

Parking

• Is accessible parking available and is directional signage in place?
• Is there an accessible route from parking/drop-off to the entrance? (Recommended distance not to exceed 200 feet)

Pathway Doors/Entrance

• Is at least one of the primary entrances accessible? If not, is the route to the accessible entrance well marked?
• If there are stairs to the venue or stage, there must also be a ramp or lift.
• Is there an automatic door?
• Is there an evacuation plan for persons with disabilities?
• Are all accessible routes free of protruding objects?

Restrooms

• Are accessible restrooms available and well marked with directional signage?

Meeting Rooms

• If the meeting/event venue is on an upper floor, is there an elevator or lift?
• Is the stage accessible with a ramp or wheelchair lift?

Interpreting and Captioning

• Have you arranged for an interpreter or real time captionist to be present at your event?

Transportation

• Triton Transit: Mobility and Triton Rides offer accessible transport on campus.