Ensuring Accessible Events
If you are planning an event, you must make sure it is accessible. To help ensure accessibility in all programs, courses and events, the following accessibility guidelines are strongly encouraged for any event, symposium or meeting.
Statement for Publications
“Alternative accessible formats of this document can be obtained upon request by contacting (name, host department) at (phone number, e-mail).”
Incorporate this statement into e-mail messages if mailed as an attachment of post on Web site as appropriate.
Statement for Registration Materials and Program Announcements
Bulletins, fliers, brochures, letters, public service announcements, or other materials used to inform the public of the event or program should also include the following statement:
“If you will need disability-related accommodations in order to participate in this program/event, please contact (name, host department) at (phone number, e-mail). Early requests are strongly encouraged to allow sufficient time to meet your access needs.”
Note: Please allow at least two weeks’ notice for requests for CART or an interpreter. A program may designate a date by which it would like to receive accommodation requests. However, a program may not refuse to provide an accommodation because the request was not made by the designated deadline. The program must try to provide the accommodation.
Statement if Event Includes a Meal
“If you have special dietary needs, please contact (name, host department) at (phone number, e-mail).”
Disability Access for the Program/Speaker
Costs for such accommodations such as sign language interpreters, real-time captioning, assistive listening devices and alternative format media production should be factored into the event/program budget.
If a person with a hearing loss is known to be a participant, an interpreter or CART stenographer should be hired. To hire an interpreter, contact the DRES Interpreter Coordinator/Access Specialist at (217) 244-6972 and submit a request form.
Videos should be closed captioned. It will be necessary to contact the speaker to find out. If it is not captioned, contact DRES Accessible Media Services at (217) 244-5785. Be aware that it can take 2-3 weeks to caption videos. If it is not possible to caption the video, a written transcript can be obtained in its place.
Powerpoint/Other Presentation Materials
PowerPoint presentations should be converted to an accessible format. That may include an electronic format, Braille, or large print. Presenters can make accessible electronic formats by using the Accessibility Wizard for Microsoft Office. Contact DRES Accessible Media Services at (217) 244-5785 for more information.
Materials that are disseminated in hard copy should also be made available in alternative formats: e-text, Braille, and large print. Contact the Text Conversion Office at (217) 244-5785 for more information.
Transportation and Space Consideration
- Accessible transportation is available from transportation hubs and host hotels to program venues.
- Accessible parking along an accessible route to program venue entrances is available.
- An ADA-accessible entry is available. Elevator access is available if programming is offered on multiple floors
- Wheelchair-accessible restrooms are located near the meeting room(s).
- Meeting rooms are well lit, have good acoustics, and are located in areas with little background noise.
- ADA sleeping rooms are available in the host hotel(s).
- Directional signage to accessible restrooms, entrances, etc. is present.
- Meeting rooms are arranged to allow for extra room capacity and table space to accommodate wheelchairs and assistance animals, including banquet/reception/meal areas.
- A clear line of sight to the interpreter/captioner is allowed from an appropriate number of seats in the audience.
- Toileting space for assistance animals is available.
If you have questions about digital accessibility, you should contact your unit’s IT Director. Below are some resources to help you plan.
For additional questions regarding accessibility, contact the Division of Disability Resources and Educational Services (DRES)
- For questions about events, please e-mail firstname.lastname@example.org or call (217) 333-8834.