Plan Accessible Events

Event planners are responsible for planning and providing for the accessibility needs of participants with disabilities at any event sponsored on behalf of the university. This includes but is not limited to meeting location, room set-up and presentation accessibility. 

The key to making events accessible is to plan for accessibility and clearly communicate before the event. 

  • Budgeting: While many adjustments are no-cost or low-cost, some (like sign language interpreting) incur fees. Before denying or approving any accommodation requests, event planners should consult with the Office of Access and Opportunity: Disability Resources.
  • Meeting location and set-up: Considerations include parking, the building entrance, the meeting room(s) and restrooms. Review Meeting on a Level Playing Field for guidance. 

Include a Disability Accommodation Statement 

In all pre-event publicity and registration materials, include a disability accommodation statement that invites participants with disabilities to ask for accommodations (e.g., an interpreter, wheelchair access, assistive technology) in advance of the event.

Recommended App State disability accommodation statements

For webpages: If accommodations are needed in order to fully participate in events on the basis of a disability, contact the Office of Access & Opportunity: Disability Resources. Requests for sign language interpreters or remote live captioning are recommended a minimum of two weeks prior to an event.

For printed materials and digital signage: For a disability accommodation, visit odr.appstate.edu.

Accessible Presentations and Materials 

Event planners should work with presenters to ensure that in-person or virtual presentations and materials are accessible. 

  • Presentation standards:
    • Limit text and graphics on slides.
    • Use easy-to-read fonts and clear language.
    • Create and structure headings and lists properly.
    • Provide alt text for images and visuals and captions for media.
    • Ensure sufficient color contrast.
  • Share presentation materials: Files containing documents, presentations, multimedia, etc., should be made available directly to participants.
  • QR codes: If using QR codes to share materials, always provide a shortened, easy-to-type URL for those who cannot scan the code or are viewing the presentation/materials on the same mobile device.

Remote/Online and Hybrid Meetings

The World Wide Web Consortium (W3C) provides thorough guidance on planning accessible remote/online meetings. Key points are summarized here:

  • Share information on the remote meeting platform and presentation materials well in advance. This gives participants time to test the meeting platform and review the documents with any assistive technology they may use.
  • Choose an accessible meeting platform, like Zoom — learn more about captions and transcripts in Zoom.
    • It’s best practice that if one participant is on Zoom, all participants should log in to Zoom.
  • Test audio and video before the meeting. Live captioning is only possible with clear audio.
    • For hybrid meetings, ensure "in-room" audio is clearly patched into the "remote" audio feed. This ensures remote captioners and interpreters can hear all participants in the room, not just the person at the laptop.
  • Build in chat breaks and read questions aloud so everyone follows the same thread of conversation. While the chat is a great tool for participation, it can be a barrier for screen reader users because the software reads messages aloud while the presenter is speaking.
  • Spotlight the sign language interpreter so their video remains large and visible to all participants at all times. In platforms like Zoom or Teams, "Gallery View" can hide interpreters during screen sharing.
  • Participants should make sure their faces are visible and well-lit when speaking.

Guidance for Presenters

Consider your audience and plan for accessibility when developing and delivering content orally or in a presentation.

  • Face the class or audience when speaking and avoid obscuring your lips or face to assist with lip reading and facial cues.
  • Use a lapel mic or microphone to amplify audio in the room.
  • If you show it, say it. Describe all images and charts using descriptive language like “the Enrollment Trends chart indicates..." Avoid spatial language like "this chart here" or "top right."
  • Give adequate time for participants to think and respond. Repeat contributions or questions before answering.
  • Be prepared to provide auditory information (instructions, discussion points, etc) in a written format if requested.
  • Think ahead. If you are planning small group discussions or activities, consider potential accessibility challenges.