Creating Accessible Events
Tips for Accessible Events
Planning the Event
- Ensure the location is near accessible parking options
- Remember to space chairs and rows far enough apart to allow sufficient space for wheelchairs, walkers, mobility scooters, service dogs, or other medical equipment. Is there a place for low vision attendees to have clear access to any visual aids?
- If providing food, consider avoiding the top 8 most common food allergens (milk, eggs, fish, crustacean shellfish, tree nuts, peanuts, wheat, and soybeans) or at least clearly labeling all ingredients
- Utilize Universal Design for Learning principles
- Accessible Best Practices for presented content
- Ensure font is 18 pt or larger
- Ensure adequate contrast (4.5:1) of foreground/background
- Make slides available to attendees beforehand and ensure they are accessible to screen reader users. Run an accessibility check to ensure there are no errors.
- Closed Caption any media and ensure the captions are at least 99% accurate
- Note that automated captions through YouTube, Vimeo, etc. are not at least 99% accurate
- When providing materials to attendees, ensure all functionality is available from a keyboard
- Have a deadline for presentation materials prior to the event to ensure its accessibility and distribution before the event
Promoting the Event
- Is there a clear statement on promotional materials letting attendees know how to request disability accommodations?
- Here's a suggested accommodation statement: This event is intended for all participants, including those with apparent or non-apparent disabilities. For disability accommodation(s) (such as ASL interpretation, etc.) please contact [event organizer's name, phone, and email]. Advanced notice is appreciated and sometimes necessary to arrange for some accessibility needs.
- Communicate accessible parking routes
During the Event
- Provide alternate text for visual content
- If describing something visual, such as a graph or image on the screen, explain its significance
- Identify speakers: say who is speaking when there are multiple speakers
- Speak clearly and avoid speaking too fast so live captionists and ASL interpreters can keep up
- Do not display content that flashes
- Use animations sparingly