Event Planning

Printable Accessibility Checklist 

Physical Space:

• Reserve an event space that is on the first floor or in a building with a functional elevator 

• Provide directional signage to the event location

• Ensure accessible restrooms are near event location and have accessible routes to accessing them

• Notify guests of accessible parking near location 

• Provide electrical outlets in accessible seating areas

• Allow a 36 inch clearance in all paths and walkways 

Visibility:

• Provide accessible seating 

• Ensure visual content follows accessibility guidelines

• Offer adequate lighting for people with low visibility 

• Verbally provide descriptions of visual materials, if requested

Audibility:

• Request speakers face audience when presenting 

• Direct audio devices (i.e., speakers) toward the audience

• Request microphone for event

• Accommodate any further auditory access needs, such as assistive listening devices or FM systems

• Minimize background noise and/or music

• Provide information in written format, if requested

• Schedule an American Sign Language (ASL) Interpreter, if needed

• Offer closed captions on videos 

Activities:

• Avoid flashing lights

• Ensure all displays, activities, or exhibits are accessible

• Avoid stairways for displaying any event materials

Food:

• Ask participants to share dietary restrictions and allergies prior to the event

• Ensure that all dietary needs are met

• Place food and drinks in an accessible location

• List 9 major allergens (Peanuts, Tree Nuts, Shellfish, Fish, Dairy, Soy, Sesame, Gluten, and Eggs)

• Provide a printed ingredient list for all food served

• Provide non-food related swag for attendants (i.e., stickers, pens, buttons)

Content Warnings:

• Provide descriptive content warnings before flashing images and/or sensitive content is shared

• Sensitive content could include suicide, physical violence, sexual violence, etc.

• Include resources for participants to access if any of the content is sensitive (i.e., confidential advocates, student counseling services, student support specialists, campus safety, etc.)