Planning Accessible Events

Toolkit Table of Contents

Creating accessible in-person, remote, or hybrid events begins early in the planning process. By planning with accessibility in mind from the very beginning, event planners can better identify potential access barriers and increase inclusion.

Learn about Accessibility
  • According to the Centers for Disease Control and Prevention (CDC), 1 in 4 adults in the U.S. has a disability (27% of the U.S. population). Assume that people with disabilities will be part of your audience.
  • Disability is part of a natural spectrum of human diversity.
  • Center the perspectives, lived experiences, and expertise of people with disabilities during the event planning process. There are many disabled content experts, scholars, and researchers who may have an interest in presenting or serving on your event planning team.
  • Event planners should be prepared for the possibility that presenters at your event may also require accommodations. Remember to also ask your presenters about their access needs in advance of the program.
Event Accessibility Statement

It is essential that you include an accessibility statement on all event registration forms, flyers, and electronic and print communications. The purpose of an event accessibility statement is to inform event attendees on how they can request a reasonable accommodation.

Event Accessibility Statement:

UCSF welcomes all participants to our events. If you need a reasonable accommodation to participate in this event because of a disability, please contact [event contact name] at [event contact email] as soon as possible.

Designate an Event Accessibility Contact
  • Designate a person on your event planning team to be responsible for ensuring accessibility and facilitating requests for reasonable accommodations.
  • List their contact information in the event accessibility statement and on all event promotional materials and registration forms.
Budget for accessibility
  • It is the responsibility of the event organizer's department to cover any potential costs associated with making the event accessible.
  • Accessibility should be considered part of yearly budgeting. Set aside funds in your yearly budget dedicated to potential accommodation costs.
  • Plan early; some accommodations may be more costly and require advance notice.
  • People with disabilities cannot be charged extra costs for reasonable accommodations, however, if your event requires attendees to purchase a ticket, you may include accessibility related costs as part of the ticket price for all attendees.
Choose an accessible virtual conferencing platform

When planning remote or hybrid events, it is important to choose a platform that supports accessibility for people with a wide range of disabilities, including those who rely on assistive technology such as screen readers.

Venue accessibility

The building location and event space or meeting room should be accessible to all attendees:

  • Conduct a site visit of the venue to identify any potential accessibility barriers.
  • Identify accessible entrances, ramps, elevators, and accessible restrooms.
  • Ensure that the room, seating, and aisle spacing are arranged so that attendees who are blind or have low vision, or who use a wheelchair or other mobility devices, can navigate the space safely and independently.
  • Ensure the space is set up for attendees who may need an Assistive Listening Device (ALD) or reserved seating near the speaker, interpreters, or captioning.
  • If tables or desks are used, provide sitting and standing height options or surfaces.
  • Consider environmental factors to ensure a comfortable and welcoming environment for people with sensory or other disabilities:
    • Provide areas with brighter and dimmer lighting levels.
    • Provide areas with louder and quieter sound levels.
    • Use good-quality microphones and sound systems that provide clear, audible speech.
    • If providing music or other entertainment (e.g., karaoke, bands, photobooths), notify participants in advance, with times and duration. Provide quiet areas where people can participate.
    • Consider air conditioning and heating for indoor locations when possible.
    • Consider tents and heaters for outdoor locations.
Accessible seating considerations
  • Accessible seating refers to spaces specifically reserved for people with disabilities including:
    • People who use wheelchairs and other mobility devices (e.g., scooters, canes).
    • People who are D/deaf or hard of hearing who may need to be closer to the ASL interpreters.
    • People with low vision.
    • People who may need to be closer to the captioning screen.
    • People who may need to use areas within the space that are quieter, less distracting, or towards the rear where they can stand.
  • It is best practice to integrate accessible seating throughout the space, so guests have agency in choosing seating based on their needs.
  • Provide reserved seating near the front for people who may need closer access to the American Sign Language (ASL) interpreter or captioning screen, for people who use these services.
  • Whenever possible, provide a variety of seating options to meet different people's needs. This includes seating:
    • That supports larger, heavier people. This seating should have weight capacities of 300-500 pounds, or more if needed.
    • With backrests.
    • With and without armrests. Some people need armrests to get in and out of the chair; others may be too confined by armrests.
    • Seating of varying heights and styles. Avoid only offering low sofas or taller café or standing height seating because this will exclude some people, including those using wheelchairs.
    • That allows people to sit according to their sensory needs, including stimulation-reduced areas (e.g., lower lighting, sound, and sensory stimulation).
  • Reserved Accessible Seating signage: To request "Reserved Accessible Seating" signage template, download the Reserved Accessible Seating Template. You may use your own signage.
Transportation and parking
Emergency procedures

Prior to starting your event, make sure that you consider how the needs of people with disabilities will be handled in an emergency. When planning an event on or off campus, please remember:

Food accessibility
  • Ensure all attendees are notified that food will be served.
  • Ensure the food vendor can provide common allergen-free and food sensitivity choices (e.g., nut-free, gluten-free) and that the vendor can post the ingredients for their foods.
  • Request the food vendor label all food items.

Hybrid Event Accessibility

Hybrid meetings are meetings or events that include both in-person and remote participants. Follow these best practices to ensure your hybrid events are accessible.

Key considerations for planning hybrid events
  • Select a robust event management platform to host the virtual element of your event. UCSF recommends hosting hybrid meetings using Zoom since it offers greater flexibility and more accessibility features.
  • Ensure the event venue is equipped for hosting hybrid events. The meeting room should have a large screen with an integrated speaker, video, and microphone system, and dedicated microphones that can be used for presenters and Q&A.
  • Assign someone to monitor the chat online and call on people who have their hands raised.
  • Involve the remote audience through interactive formats like Q&As, live polls, and live chats.
  • Ensure event team is trained on all hybrid event technology. Please contact Educational Technology Services (ETS) for more information.
Hybrid meeting accessibility etiquette:
  • Both virtual and in-person participants should mute their microphones when they are not speaking. This reduces background noise.
  • Do a sound check at the beginning of the meeting and share the name of the accessibility contact for support during the meeting.
  • In-person participants are encouraged to speak directly into the microphone while talking, every time, so that virtual participants may easily hear the content. Provide instruction to in-person participants on microphone use at the beginning of the event.
  • Allow people to turn off their cameras and take movement breaks while participating online.
  • Request that people turn on their cameras when speaking to allow people to see them and read their lips, if needed.
  • Request that people announce their names when they start to speak so people know who is talking.
  • Avoid using animated Zoom backgrounds; these can be distracting.
  • When taking breaks, provide and display when to return to the meeting.