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.

  1. 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.