Accessible Events

When selecting an event venue, it is recommended to consult with the building facility, audiovisual and technology teams to see if space and your event needs are possible before booking the event. If possible, visit/tour the space prior to the event/meeting. Consider the following when deciding on a space:

• Lighting
• Location, elevator/stairs access, ramp access, stage access
• Wheelchair accessible space, automatic door openers
• Movable chair space and/or chairs without arms to provide more flexible seating arrangements
• Thin walls can be distracting in terms of sound clarity in the room
• Avoid spaces with ongoing construction, new carpeting, newly painted walls, and recently used chemicals for smell-sensitivity

Provide transportation information that includes exact street addresses, distances and potential obstacles, directions for walking, car, or public transport, and information on accessible parking and entrances. Include images of the building and event organizer contact information. It can be useful to reserve accessible parking spaces in proximity, ensure clear pathways, and have well-marked entrances.

• Paratransit, parking maps and bus routes are available on the Logistics, Transportation & Parking site.
• A map of U-M Campus Building Information: ramps, elevators, and parking information. To update this map, please submit your feedback to the Student Life contact page.
• Example: “The Palmer Parking Structure is the closest public parking structure (two blocks away); it is free for U-M employees with a blue pass and $1.70 per hour for anyone else. It includes parking spots for individuals with disabilities.”

Consider the time of the event/meeting and if food is being offered be sure to provide information about common allergen free options when possible and encourage participants to provide their food-related accommodation needs during registration. When possible:

• Offer vegan/vegetarian, gluten-free, lactose-free and nut free options
• Ensure that all food options and ingredients are clearly labeled in large print and either individually packaged or offered in a way that avoids cross-contamination.
• Provide water and make plastic straws available, especially for hot beverages.
• Provide non-breakable flatware and drinkware when possible.Avoid common food allergens (especially peanuts) in spaces, and list any possible factory exposure to them on packages.

Ensure that there are emergency plans that include locations of exits, a protocol for people with limited mobility and other disabilities, and the nearest area of rescue assistance. For planning emergency protocols, please contact the Division of Public Safety and Security (DPSS) at 734-763-1131.

At the beginning and throughout the event, reinforce the need for everyone to use a microphone, even if they think they do not need it. Avoid asking participants if they can hear you without using the mic. Ensure there are plenty of microphones and/or lapel mics for speakers as well as for questions and provide attendants who can bring a microphone to participants instead of requiring guests to traverse to a stationary microphone.  If someone asks a question without a microphone, the person with a microphone should repeat the question before answering.

Please take care to use the microphone correctly by holding it close to your mouth and speaking clearly and slowly. Consider having a few different microphone types to ensure inclusive use by all participants. 

Consider how off-site participants can be seen, heard, and/or otherwise participate during the event. Consult with IT, A/V, and facility team(s) to check if the space has off-site or remote participation resources. Send agendas, presentations, and handouts before and after the event/meeting.

• When speaking, participants should state their name so that people who are participating remotely can follow along with the conversation, including the event captioner (if applicable).
• Include opportunities in the agenda to solicit or respond to comments/questions from remote participants.
• Avoid using whiteboards or large poster paper to write notes. Consider using a Google doc to take notes and share with off-site participants
• Video Access: A good quality webcam is at eye-level. It should not be mounted or located in a high mount or random corner. Do not rely on webcam microphones for larger meetings/events.

For more detailed information about off-site or remote participation in events visit the ECRT co-developed a section of the digital accessibility website with comprehensive information for planning virtual meetings and events.

When creating marketing and materials, ensure you follow accessibility best practices and visit Accessibility – Brand & Visual Identity for more information on creating inclusive marketing materials to increase participation and make your events more inclusive.

Event Promotion

Include information about proactive measures in all event advertising and invite participants to identify accommodation needs, including food allergies and chemical sensitivities, before the event via email or phone. Promote and advertise using a variety of media: email (including text format), social media, website, posters, flyers, etc.

Event Registration & Check-In

• Reminders: Before meeting/event, send one or two reminders with the description of the layout of the room, parking instructions, and available bathrooms. Attach agenda/materials in advance and accommodation processes.
• Name tags: Use appropriate color contrast and large print.
• It may be helpful to provide a folder of this information at registration, a digital packet, and a QR code that allows a screen reader to access it.
• Wayfinding Signage: Provide signage from multiple directions and entrances.

Handouts, Presentations & Infographics

• To ensure your materials are accessible follow POUR which stands for perceivable, operable, understandable, and robust. Learn more about POUR and plain language meanings to help craft accessible materials using the plain language accessibility summary and the U-M Accessible Document Checklist for guidance and best practices for creating accessible handouts, presentations, and infographics.
• Use built-in accessibility checkers for documents including Grackle for Google Docs and the U-M Accessible Document Checklist for additional guidance and best practice for handouts, presentations, and infographics.

Access Statement

Access and accommodation statements should be included in RSVP forms, emails, calendar invites and other marketing materials.

An access statement informs participants of accessible resources available for the event. This includes: address, parking information, points of entry, elevator and ramp locations, restroom types and locations, availability of CART/ASL services, if the event is scent-free, and the other topics highlighted in this guide.

• Example: Accessibility for Angell Hall: Accessible entrance through adjacent buildings, or the North-West corner ground-floor entrance of Angell Hall. From the North-West entrance, the elevators are down the hall on the left and right sides. The event is on the third floor in room 3222. Men’s and women’s restrooms are located on the third floor near the elevators. A gender-inclusive restroom is located on the fifth floor around the corner from the elevator. Communication access real-time translation (CART) is provided for this event.

Accommodations Statement

An accommodation statement provides a space for participants to let the event planner know what resources they need to fully participate. Just as important as allowing people to make requests, is following up with requestors so that they know if and how their requests will be honored.

• To create an accommodation statement: (1) State commitment to accessibility and willingness to make accommodations, (2) Describe the event so individuals can assess their needs, and (3) Invite people to contact the organizer or team if they anticipate that accommodations will be needed.
• Note to event/meeting planners: In anticipation of a potential request for services such as ASL interpreting or CART/event captioning, it is advised to check the availability of these services well in advance of publicizing your event.