Diversity Matters

Questions to Consider While Planning an Event

This page contains a list of questions and suggestions that should be taken into consideration when working to make an event accessible.

Will a video be shown?

Videos should be closed captioned. If it is not captioned, attempts to obtain a captioned version of the video should be made. This can be done by either purchasing a captioned version of the video or hiring a captioning agency to add captions to the video. Be aware that it can take 2-3 weeks to caption videos depending on the agency. If it is not possible to caption the video, a written transcript can be obtained in its place.

Will there be a PowerPoint presentation?

PowerPoint presentations should be converted to an accessible format. That may include an electronic format, Braille, or large print.

Will printed materials be handed out?

Materials that are disseminated in hard copy should also be available in alternative formats: e-text, Braille, and large print.

Is the site of the program/event accessible?

  • 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 if offered on multiple floors.

  • Wheelchair accessible restrooms are located near the meeting room(s).

  • Meeting room(s) 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 bathrooms, entrances, etc. is present.

  • Meeting rooms are arranged to allow for extra room capacity & table space to accommodate wheelchairs & assistance animals, including banquet/reception/meal areas.

  • A clear line of sight to the interpreter/captionist is allowed from an appropriate number of seats in the audience.

  • Toileting space for service animals is available.

Have potential accommodation expenses been considered in event budget planning?

The sponsoring department, unit, or organization pays the cost of accommodation for any participant who makes a reasonable request. As such, costs for such accommodations as sign language interpreters, real-time captioning, assistive listening devices and alternate format media production should be factored into the even/program budget.