Accessibility Guidelines for Planning Events

All Emory University entities are responsible for ensuring that their programs, services, and activities are accessible. To the extent readily achievable, this includes physical and programmatic access/accessibility as described further in the Event Accessibility Checklist. Accomplishing this goal requires coordination across campus, as well as the participation of those seeking an accommodation. However, primary responsibility for accessibility rests with the event organizer. The organizer will make a good faith effort to accommodate all people with disabilities.

Campus Life and OAS partnered to develop an event planning guide:

Here are some considerations to plan any event:

Scheduling Events

The university will make every effort to schedule all events open to the public in an accessible space. For events open only to students, faculty, and/or staff (i.e., the university community), organizers should make every effort to schedule them in accessible spaces. If for any reason a university community event is scheduled in a space that is not accessible and the event organizer receives a request for an accommodation from an individual with a disability, the organizer must work with the appropriate space reservation office to find an alternate location that is accessible.

Physical Access Resources:

Publicizing Events

Event organizers are strongly encouraged to place an accessibility notice statement in all materials announcing the event. This includes electronic communications such as email as well as print materials (e.g., banners, posters, fliers, brochures, “clings,” postcards, etc.). The text must include the name and contact information for the individual, school, department, or other unit or group to contact for accommodations. Suggested text is set forth below.

  1. Suggested accessibility notice statement (long version)

    “Accommodation requests related to a disability should be made by [specific date] to [sponsoring department contact person, phone number, and email address].”

  2. Suggested accessibility notice statement (short version)

    “For disability accommodations please contact (event organizer) at _____ (phone and email).”

Note: It is not necessary to include an accessibility notice in communications regarding routine or standing meetings for small groups of individuals when none of the individuals is in need of an accommodation.

If an accommodation has already been secured, such as a sign language interpreter or specific equipment, note that as well. For example:

  • FM amplification systems are available.
  • Sign language interpreting will be provided at the April 15th performance.

Accommodation Requests

Individuals attending campus events must be given the opportunity to request accommodations within a specific time period.

Types of common accommodations include:

  • Preferential seating
  • Portable amplification systems
  • Sign language interpreters
  • Captioned media
  • Alternative formats for printed materials
  • Program relocation to a more accessible space

For questions regarding accommodations, please contact the Office of Accessibility Services (OAS).

Conferences or Program Registration Forms

Registration materials should include a statement describing procedures for requesting accommodation(s) along with a contact person. To help with advanced planning consider including the following on registration materials:

Please indicate the accommodation(s) that you need for your conference stay:

  • Wheelchair accessible lodging
  • Dietary restrictions
  • Electrical power source for recharging batteries (specify voltage)
  • Assistive devices (specify types)
  • Sign language interpreter
  • Real-time captioning
  • Assistive listening devices (specify types)
  • Audio-taped materials
  • Sighted guides for assistance to and from specific sessions
  • Large print
  • Braille
  • Other (specify)

If lodging and/or meals are coordinated through the event, an opportunity must be provided to request accommodations related to diet and lodging.

When talking to hotels:

  • Check with hotels to ensure they understand the level of their accessibility and have procedures for providing access to their facilities
  • Determine an alternative plan for meeting rooms or facilities that are not accessible.

Making Event Materials Accessible

Event organizers are required to ensure that all materials for the event are available to be put in an alternative format upon request. Event organizers are responsible for contacting OAS during the event planning stage to ensure that all materials can and will be made accessible.

Large Print guidance is available at American Council of the Blind. View Best Practices and Guidelines for Large Print Documents.

Transcribing, Interpreting and Captioning: List of Procurement approved resources for interpreting, transcribing and captioning:

Interpretek

Office: 770-531-0700
Fax: 770-947-0894
Email: ATL.Office@Interpretek.com

ACS Captions

Interpreting Services
Office: 800-335-0911
Fax: 800-335-0911
Direct: 206-941-7619
Email: laurie@acscaptions.com

CART – Captioning Access Realtime Translation

Operations Manager
Office: 800-335-0911
Fax: 813-926-7875
Direct: 630-673-6899
Email: tj@acscaptions.com

3 Play Media

Post Production Transcription and Closed Captioning
Tel: (617) 764-5189
Fax: (617) 245-0510