Use the new accessibility checklist (PDF) to plan your event.
Presenters at your event may also require accommodations. As the Event Planner, you should ask presenters if they have any access needs. You should also request that presenters design their program for a diverse audience.
If a presentation includes visual content (e.g., Powerpoint presentation, video, or printed charts and graphics), it will be necessary to have the visual content prepared in an alternate format (electronic format, Braille, large print) for people who are blind or have low vision. If presentation materials are provided to participants in print, the handouts must also be accessible in alternate formats, if requested.
It is also necessary to have the narration of any films or videos captioned or interpreted for guests who are deaf or hard of hearing. If the video is not captioned, sign language interpreters or real-time captionists may be needed for access to video content of the meeting.
Addressing Communication Access Needs
Attendees who require communication access often cannot use the telephone and are able to convey their needs more effectively by email. Not all persons who are Deaf/Hard of Hearing know sign language and many will prefer to have the event captioned by a CART reporter. Attendees should be asked for their preference of communication access and every attempt should be made to meet that request. Attendees who are Hard of Hearing may benefit by the use of an assistive listening device which amplifies the voice of the speaker. Assistive listening devices are available at many large lecture halls on campus and information of their availability should be on display at the event.
If using the services of a sign language interpreter:
- Provide reserved seating in the front of the event for the attendee and companions.
- Sign language interpreters should be situated in the front of the room proximate to the speaker and within the sight line of the Deaf attendee so that both the interpreter and speaker can be viewed simultaneously.
- A spotlight should be on the interpreter if the lighting in the room is dimmed.
- Provide an advance copy of presentation so that the interpreter will be well prepared to sign any specialized vocabulary and names
If using the services of a CART reporter:
- CART reporters will require some space for equipment set-up.
- Reporters using projection equipment should be situated in close proximity to the projection unit.
- Provide an advance copy of presentation to CART reporter to prepare him/her for any specialized vocabulary and names used in presentation.
If a visitor is using an Assistive Listening Device, the amplification will only come for the microphone of the speaker. If there is a question/answer session, the speaker should repeat the questions for the audience.