Accessible Events
The key to success in any venture is communication. Providing a disability accommodation statement in all your publicity material allows those with a disability to request accommodations for your event. This allows for the event planner to arrange requested accommodations with ample time before the event takes place.
Planning
Proper planning will prevent surprises and assist you with responding to any accommodation request. Allowing participants to let you know in a timely manner any accommodations they might need is always best practices. Including an accommodation statement in all your communications will create your event to be inclusive and be available to everyone.
Example of accommodation statement:
“Accommodation requests related to a disability should be made to (Event Coordinator) at (include phone and email information) at least two weeks prior to the event date.”
Budget
When planning for an upcoming event or meeting you should set aside funds for any accommodation that might be requested. You might need funding for sign language interpreter, live captions or have printed material made in an alternate format. Please reach out to adahelp@southtexacollege.edu to assist you with anticipating cost and identify resources.
Presentations
The event coordinator should work closely with invited speakers to ensure that all presented material is accessible to persons with disabilities. Depending on the specific accommodations request below are some considerations that might be required.
- Request from presenters the presentation material well in advance in order to create alternative formats.
- Provide copies of materials to interpreters and CART captioner.
- Videos that will be presented must be captioned in advance.
- Check with the presenters if they themselves require any accommodations.
