Accessible Event Guidance
Emory University is committed to creating accessible events that allow all participants to fully engage and participate. We strive to ensure that university sponsored events, programs, and activities are accessible to individuals with disabilities. This guide is intended to provide event organizers and campus administrators with the tools necessary to proactively plan events that are accessible to all attendees.
Scheduling Events
Event organizers should make every effort to ensure university events are held in accessible locations. Accessible spaces are those that provide equitable access for individuals with disabilities, including but not limited to step free entry, accessible routes of travel, accessible seating, restrooms, parking, and clear wayfinding.
Accessibility should be considered during the initial site selection process, not only in response to accommodation requests. When an event is planned in a location that presents accessibility barriers, organizers may be required to relocate the event or work with appropriate campus offices to identify alternative arrangements that provide comparable access.
Event organizers are encouraged to consult with appropriate offices early in the planning process to assess location accessibility and to support timely coordination of accommodation requests.
Physical Access Resources:
A Planning Guide for Making Temporary Events Accessible
Planning Accessible Meetings and Events: A TOOLKIT
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, postcards, etc.). The text should include the name and contact information for the individual or department to contact for accommodation requests. Please see below for a sample Accessibility Statement
Suggested Accessibility Notice Statement:
We are committed to creating events that are accessible for all participants. If you require an accommodation to fully participate in this event, please submit your request to (INSERT EVENT CONTACT NAME & EMAIL HERE).
To allow adequate time for coordination, we encourage requests to be made at least 7 business days prior to the event.
Accommodation Requests
Individuals attending campus events should be given the opportunity to request accommodations. Types of common accommodations may include:
- Preferential seating
- Portable amplification systems
- Sign language interpreters
- Captioned media
- Alternative formats for printed materials
Conferences or Program Registration Forms
Registration materials should include a statement describing procedures for requesting accommodation(s) along with a contact person.
If lodging and/or meals are coordinated through the event, participants should be provided an opportunity to request accommodations related to dietary needs and lodging access.
Event organizers should proactively consult with hotels or lodging providers to confirm the accessibility features of their facilities and to understand the procedures in place for providing access to guest rooms, meeting spaces, and common areas.
Making Event Materials Accessible
Event organizers may consult with DAS during the event planning stage to ensure that all materials can and will be made accessible upon request.
Large Print guidance is available at American Council of the Blind. View Best Practices and Guidelines for Large Print Documents.
ASL Interpreting and Captioning Services
The hosting department is responsible for coordinating and covering the cost of ASL interpretation and/or CART services when these accommodations are requested for an event.
To allow adequate time for coordination, requests for ASL and CART services should be submitted at least seven business days prior to the event. Please see below for ASL and CART vendors.
Live Captioning Services & American Sign Language (ASL) Vendors
AI Media Captions (CART)
Resource/Scheduling Manager: Clare Cawley
Email: Clare.Cawley@ai-media.tv
Purple Communications (ASL, CART, Video Remote Services)
Emory Account Contact: Keith Wheeler
Email: keith.wheeler@purple.us
Phone: 916-660-3660