Advancing Access for Everyone: A guide for groups and organizations
Identifying and removing barriers to access throughout the event planning process will result in a more inclusive and welcoming experience for all our campus event attendees.
Follow these step-by-step guides for a successful and inclusive event:
- 1. Early Planning Considerations
- When possible, include people with disabilities in all stages of event planning.
- Consider the date and time of your event to minimize barriers related to length of day, number and duration of breaks throughout the event, availability of transportation, and religious observances.
- Designate an Event Access Coordinator on your team for the event or meeting.
- Have an accommodation statement on your registration form letting attendees know who they can contact if accommodations are needed.
- If hosting a Zoom event, add a custom question to the registration page to ask about accommodations needed.
- 2. Event Access Coordinators
- Receive, confirm, and track all access requests from participants.
- Manage and implement accommodations.
- Communicate accommodations arrangements with participants and staff.
- Identify assistants who will be available to help with access-related tasks.
- Coordinate all materials for accessible distribution several days in advance.
- Request interpreters and captioners at least two weeks in advance.
- 3. Venue
Conduct an early site visit to clarify accessibility and what may require additional planning related to:
- Entrances and elevators
- Restrooms (accessible, all-gender, and transfer table availability)
- A refrigerator and microwave for those bringing food
- Sufficient accessible parking and transportation
- Audio technology (microphones, listening devices)
- Temperature control and lighting considerations
- Quiet spaces
- Ensure space is large enough.
- Plan for wheelchair-accessible seating and paths throughout the space.
- Provide a variety of seating and table options (e.g. table heights, styles, sizes).
- Confirm emergency protocols and request changes needed for people with disabilities (e.g. elevator use during a fire).
- Identify other events at the same venue that day and plan to reduce access barriers (e.g. managing noise level).
- Avoid decorations in pathways, flash/strobe effects, latex balloons, and fog machines.
- 4. Marketing, Web Design, and Forms
- Create accessible materials. Learn how at radr.rutgers.edu or it.rutgers.edu/remote-student-resources
- Provide accessible online registration and request preferred names.
- Indicate access being provided (e.g., interpreting, captioning, listening devices, audio description).
- Ask and remind participants to use scent-free products.
- Use appropriate language to invite accommodation requests. Learn how at radr.rutgers.edu/resource/accessible-events
- 5. Other Considerations
For all-day or multi-day events and conferences, verify and provide - in advance - a list of:
- Accessible lodging
- Accessible nearby restaurants and hours of operation
Contact information for:
- Pharmacy - nearest and 24-hour
- Urgent Care, Emergency Room, and crisis hotline
- Grocery stores
- Accessible transportation
- 6. Materials
- If you need assistance creating accessible documents, contact Rutgers Access and Disability Resources at least two weeks in advance.
- Distribute all materials digitally in advance to all attendees. Include an agenda indicating the amount of walking/physical activity.
- Provide copies in Braille (as requested), large print, and digitally on the event day.
- Check and update all presenters' materials for accessibility.
- Print preferred names on name tags in a large, dark font.
- Consider the color choices and contrast of all materials.
- Gather an Event Kit.
- 7. Presenter Considerations
Instruct presenters to create accessible presentations by:
- Checking the order each slide element will be read by a screen reader.
- Including alt text on all images (radr.rutgers.edu/resource/managing-content)
- Considering color/contrast choices and avoiding use of flash or strobe effects.
Remind presenters to:
- Speak slowly and clearly.
- Always use a microphone.
- Describe images and explain slide content.
- 8. Event Kit
- First aid kit with latex-free supplies and earplugs
- Paper, pens, unscented markers, scissors, tape, duct tape, blank name tags, and clipboards
- Unscented bathroom and cleaning products
- Bike tire pump and patch kit for wheelchair tires
- Juice or regular soda and straws
- Clean rug or mat
- Umbrellas and ponchos
- Water bowl and dog waste bags for service dogs
- Garbage bags
- 9. Food
- 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.
- 10. Event Day
- 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).
- Avoid background music.
- Brief all staff about accessibility plans.
- Set up clear and spacious paths outside and inside.
- Ask photographers to not use flash and seek permission before photographing people.
- 11. Announcements
- Introduce the Event Access Coordinator.
- Give clear directions to accessible and all-gender bathrooms. Indicate transfer table availability.
- Ask all participants to say their names before speaking.
- Invite participants to take breaks for self-care.
- Share emergency protocols.
- Explain Event Kit and identify quiet spaces.
- Invite people with dietary requests to get their food first.
- 12. Event Follow-up
- Distribute promised materials and/or post them online in an accessible format.
- Send accessible thank you notes and evaluations and ask for feedback regarding accessibility and inclusion.
Please contact the Office of Disability Services (ODS) at 848.202.3111 or dsoffice@echo.rutgers.edu if you have any questions.
Inspired by The Disability Resource Center at the University of Minnesota.
A printable version of this document can be downloaded here.
If you are considering hosting a hybrid event, we have developed specific guidance related to hosting accessible hybrid events.