Planning Accessible Events

Planning your events to be accessible is valuable in establishing and growing connections and fostering inclusivity within the AC Community. The toolkit below will support you in planning and executing on-campus, hybrid and virtual events.

accessibility symbols graphic

 

 

 

Registration/Event Page

  • In your registration process ask the following questions:
    • Do you require an accommodation to participate in this event? Please provide your accommodation request here.
    • Do you have any dietary restrictions or allergies? Please specify your dietary restrictions/allergies. We will do our best to accommodate.
  • Ensure you are providing a contact email for any questions.
  • Create ways for people to explore your event and venue ahead of time – add details to your registration page/MyAC posting.
  • Use high contrast colours.
  • Use accessible fonts (sans serif).
  • Add “alt” text to your images – screen readers will be able to read what the image is to the user.
  • Add clickable URLs that are completely spelt out.
  • Ensure that the design of all elements on the screen are simple, organized and can be accessed by a screen reader.

Venue/Set-up

  • Do you have a table that is a minimum of 30″ in height for a person with a mobility device?
  • If your event takes place on more than one floor, ensure signage to accessible features is clear.
  • If using a stage and have a presenter with a mobility device, ensure you are requesting the stage ramps.
  • If no ramp is feasible, consider not using a stage.
  • Ask your presenter what type of microphone they’d prefer to use (handheld or lapel).
  • Audience mics should be wireless and able to rove.
  • All visual cues should be accompanied by an audible cue.
  • If areas use low-lighting, make sure this will not impede navigation for people who are blind or have vision impairments.

Virtual Venue (Zoom)/Set-up

  • It’s recommended that all participants use headphones when possible.
  • Encourage participants to mute their microphone when they are not speaking.
  • Do not turn off your camera when speaking, as people who are deaf or hard of hearing may be lip reading.
  • Consider recording your Zoom Meetings or Webinars as it provides flexibility for participants who cannot attend or who don’t have a good internet connection. It also gives participants the opportunity to pause the recording, playback and review, or make notes.
  • If using the polling feature, be sure to verbalize the launch and results of the poll.

Signage

  • Deploy accessible, supportive signage, and consider integrating symbology.
  • Use high contrast.
  • Use accessible fonts (sans serif).
  • Use matte paper.
  • Place signage in easy places to spot (not too high or low).
  • Do not cover up any permanent disability-related signage with temporary signage.
  • Place signage stands with consideration of space for mobility devices.

Presentations/Videos

  • If sharing materials on screen, concisely describe any: images, graphs, videos with no sound.
  • If you have videos playing in or around your event that communicate content, make sure they are captioned.
  • When including videos or audio in your presentation, use media with closed captions or a transcript.
  • Avoid videos with any text that is not read outloud, as they are not accessible to people who cannot see.
  • Caption as much live content as possible. Consider AI generated captions via software or apps.
  • Have ASL interpreters on stage or as close to the presentation as possible, and immediately in front of your reserved accessible seating.
  • Make sure the ASL interpreter is well-lit.
  • If you are live-streaming the presentation, make sure that the ASL interpreter is in frame.
  • Make sure that, for presentations that last longer than 1-2 hours, you have two interpreters so that they can switch out and rest.
  • ASL interpreters and captioners require materials in advance to ensure accurate communication support. This may include the agenda, complex terminologies, speaking notes, names, etc.
  • Provide a visual description of speakers and substantive content.
  • If you plan on having any handouts or other printed material for your attendees, keep a few copies that have large font, and let your guests know that large font copies are available if needed.
  • Provide a visual description of speakers and substantive content.
  • Create presentation material that has good contrast, uses accessible colours, and a plain, large font (minimum 18 pt. and sans serif).
  • Speak clearly and avoid speaking too fast, so participants, sign language interpreters and captioners can better understand and follow along.
  • In a conversation with multiple speakers (e.g. a panel), ask each speaker to state their name before they speak.

Exterior

  • Ensure attendees know where they can access accessible parking.
  • Ensure that your directions include accessible access paths.

Misc.

  • Keep track of dietary restrictions and allergies – ensuring you include these in your food services request.
  • Keep track of anyone who submits an accommodation request.
  • Assign a team member to be in charge and lead the accommodations processes.