Creating Accessible Meetings & Events
Creating Accessible Meetings and Events
Creating an accessible event ensures all participants and attendees, including individuals with disabilities, are able to fully engage in the program. Below is a guide that should be used to support your efforts. As an event planner, you have a role to play in reducing barriers and establishing a more inclusive and welcoming environment to all audiences.
Ask in Advance
When sending out the invitation or notice, include a message about how individuals can request accommodations for the event.
Sample message: “To request an accommodation or for inquiries about accessibility, please contact (name, email/phone).“
Choose an Accessible Venue
Features to Consider for an Event Space
- Mobility (ramp and/or elevator access)
- Wide, barrier-free pathways
- Accessible bathrooms
- Accessible parking nearby
- Proximity to bus stop
- Automatic door openers
- Accessible/movable seating
- Visibility: projection screen visible from all seating, well-lit spaces, clear signage
- Audio: microphone system, limit unnecessary background noise, seating/space for interpreters when needed
Space Requirements for Wheelchairs
- Path of travel: 36 inches wide
- Minimum clear floor space: 30 inches wide by 48 inches long
- Turning: diameter of 60 inches
- Counter height: 28–36 inches high
- For events on the Green, be sure tables are lined along the walkways and not in the middle of the grass
Plan for the Event
- Create materials using large font and high contrast between text and background color. Work with DSS if alternative formats are needed (e.g., Braille).
- Schedule ASL interpreters/captioning services through DSS at least two weeks in advance.
- Have food options for those with dietary restrictions and ensure they are clearly marked.
At the Event
- Designate someone to be responsible for accessibility.
- Ensure captioning and/or other technology is working.
- Ensure speakers, including those asking questions, always use a microphone.
- Verbally describe visual materials when presenting
- Encourage hourly breaks.
- If changing locations/rooms, allow adequate time to do so.