Inclusive Events Guide

Planning and hosting accessible in-person and virtual events.

📅 For event planners & organizers

Why event accessibility matters

Accessible events ensure all participants can fully engage regardless of disability. This includes physical accessibility for in-person events and digital accessibility for virtual and hybrid events.

Legal requirements

As a public university, UA must provide equal access to all programs, services, and activities under the ADA and Section 504. This includes events.

Pre-event planning

Accommodation requests

Include accommodation request option on registration forms
Provide contact person for accessibility questions
Set deadline for requests (at least 2 weeks before event)
Follow up with requesters to confirm arrangements

Sample registration language

"The University of Arizona is committed to accessibility. To request disability-related accommodations for this event, please contact [name] at [email] by [date]. Requests made after this date will be honored when possible."

Budget considerations

Include accessibility costs in event budgets:

Sign language interpreters
CART (real-time captioning)
Accessible venue features
Assistive listening devices
Large print or Braille materials

In-person venue accessibility

Venue checklist

check_box_outline_blank Wheelchair-accessible entrance
check_box_outline_blank Accessible parking nearby
check_box_outline_blank Accessible restrooms
check_box_outline_blank Elevator access to all floors
check_box_outline_blank Adequate lighting
check_box_outline_blank Clear pathways (36" minimum width)
check_box_outline_blank Assistive listening system available
check_box_outline_blank Space for wheelchair users in seating
check_box_outline_blank Scent-free or low-scent environment

Seating arrangements

Reserve front-row seating for deaf/hard of hearing attendees near interpreters
Integrate wheelchair spaces throughout (not just back row)
Provide chairs with arms for attendees who need support
Leave clear aisles for mobility devices

Wayfinding

Provide clear directional signage
Offer event maps with accessibility features marked
Have staff available to provide directions
Include accessibility information on event website

Communication access services

Sign language interpreters

Book certified ASL interpreters through approved vendors
Provide materials to interpreters in advance
Position interpreters next to speaker and well-lit
Allow for team interpretation for events over 1 hour

CART (real-time captioning)

Useful for deaf/hard of hearing attendees who don't use ASL
Display on screen visible to audience
Book providers at least 2 weeks in advance
Provide speaker names and specialized vocabulary

Assistive listening devices

Confirm venue has assistive listening system
Announce availability at event start
Provide receivers and headphones
Test equipment before event

Virtual event accessibility

Platform selection

Choose platforms with accessibility features:

Zoom: Live captions, screen reader support, keyboard navigation
Microsoft Teams: Live captions, high contrast mode
Webex: Real-time translation, closed captions

Enabling captions in Zoom

Go to meeting settings
Enable Closed captioning
Enable Live transcription
During meeting, click CC button to start

Virtual event checklist

check_box_outline_blank Live captions enabled
check_box_outline_blank Screen sharing includes audio description when needed
check_box_outline_blank Slides shared in advance
check_box_outline_blank Recording will be captioned
check_box_outline_blank Chat and Q&A monitored for accessibility issues
check_box_outline_blank Alternative ways to participate (phone, email)

Best practices for presenters

Speak clearly at moderate pace
Describe visual content on slides
State name before speaking
Repeat questions from chat before answering
Use accessible slide designs

Hybrid event considerations

Hybrid events (in-person + virtual) require both physical and digital accessibility:

All in-person requirements still apply
Remote attendees need equal access to content
Position camera to capture interpreter and speaker
Ensure microphones capture all audio for remote attendees
Monitor both in-person and virtual Q&A
Provide captions for virtual participants

Accessible event materials

Presentation slides

Use accessible slide templates
Include alt text on images
Use high contrast colors
Share slides in advance (24-48 hours)
Provide in multiple formats (PDF, PowerPoint)

Printed materials

Use 12pt minimum font size
Choose sans-serif fonts
Provide large print versions on request
Have digital versions available

Videos

All videos must have captions
Provide audio description when needed
Test videos with sound system beforehand

During the event

Opening announcements

At event start, announce:

Locations of accessible features (restrooms, exits)
Availability of assistive listening devices
How to access captions
Where interpreters are located
Contact for accessibility issues during event

Speaker reminders

Use microphones (don't say "you can hear me, right?")
Face the audience when speaking
Describe visual content
Allow time for interpreter lag
Repeat audience questions

Post-event accessibility

Caption recordings before sharing
Provide accessible versions of presentation materials
Include accessibility in feedback surveys
Document what worked for future events
Follow up with attendees who requested accommodations

Teaching & Learning