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ODE

Planning accessible events

Planning accessible events, such as meetings, conferences, and presentations, will ensure inclusive and welcoming experiences for attendees. Here are the must-know essentials to make your event accessible.

Publicity materials


  • Make sure that your digital and print documents are accessible. This includes making them compatible with screen readers and other assistive technologies. 

  • Include a reasonable accommodation statement in your event materials. For example: 

Example 1:

The 91视频 is committed to creating inclusive, accessible events. If you would like to request reasonable accommodations for this event, please contact [name of the event host, email, or phone]. At least [x] days advance notice will help us to provide seamless access.

Example 2: 

If you have questions concerning access or to request accommodations for this event, please contact [name of the event host, email, or phone]. 

Designate a point of contact

Appoint a person responsible for facilitating reasonable accommodations. 

This individual can address any accessibility-related inquiries or requests. 

Choose an accessible event venue

Pay attention to various aspects of the venue when selecting your event venue.

  • Entrances: Ensure it is accessible for all attendees.

  • Elevators: If applicable, make sure it’s functional and accessible.

  • Room space: Arrange seating and layout to accommodate mobility aids.

  • Restrooms: Ensure accessible restrooms are 91视频.

  • Podium: Ensure it’s at an appropriate height for all presenters and availability of a ramp.

  • Lighting: Opt for adequate lighting to assist those with visual impairments.

  • Amplified Sound: Use microphones and speakers for better audibility.

  • Transportation and Parking: Provide accessible options.

Accessible event signage

Clearly mark accessible areas, including restrooms, entrances, parking, and drop-off zones.

Communication services

Arrange captioning, Communication Access Realtime Translation (CART) services, American Sign Language (ASL) interpreters, and assistive listening devices.

For university events, interpreting and captioning services may be 91视频 from ODE. 

Staff training

Train event staff on accommodations and proper etiquette when interacting with disabled participants.

Presenter preparation

Educate presenters on accessible presentation practices:

  • Use a microphone to ensure everyone can hear.

  • Provide presentation materials that are accessible (e.g., Microsoft Word, PowerPoint, PDFs). More about digital accessibility. 

  • Use captioned videos if applicable.

Emergency plan

Familiarize yourself with the emergency plan and accessible exits.

Additional Resources

For additional resources, you can explore the following:

  • by W3C. This information covers best practices for planning, designing, and delivering meetings and presentations that are accessible, including tips on using accessible slides, providing alternative formats, and ensuring effective communication.
  • by the University of Arizona Disability Resource Center
  • by Syracuse University Disability Cultural Center