EIU Department of Student Disability Services

Accessible Event Considerations

Please note that this is not an exhaustive list and other accessibility needs may arise. Please contact the Office of Accessibility and Accommodations if you have questions and concerns. We can help provide suggestions or contact for another department that may be better situated to help.

Entrances

• Is there an entrance that does not require the use of stairs?
  • If not, is there a ramp available?
  • Is there an alternate route that may be more accessible?
    If you answered "NO" to both or either of these questions, you should select a new location for this event to accommodate all persons.
• Is there a wide-width doorway (32-36 inches wide) to accommodate wheelchairs, rollators, or other mobility aids?
  • Please note, revolving doors are NOT accessible.
• If the event involves parking drop-off, is the parking lot close to the event space?
  • Are there enough suitable parking spaces for individuals using mobility aids or assistive technology to navigate safely?
  • Are there curb cuts in parking and drop off areas?
  • Is there clear and adequate signage for attendees? 
    • If not, create and post signage in accordance to UDL guidelines for media postings.

Meeting Locations 

• If the location of the event is scheduled to occur on multiple floors, is there an accessible elevator that can be used to get between meeting rooms?
  • If not, relocate the program.
• Is there an accessible path of travel to get to the meeting room(s)?
  • Ensure that pathways are free of all barriers, including loose cables.
• Is the meeting room accessible for speakers and presenters? Can participants easily navigate around the space?
  • If the furniture can be reconfigured, it may be accessible! 
• Consider challenges from different types of venues (indoor, outdoor, online, etc.)

Restrooms

• Is there at least one fully accessible male and female restroom each or one accessible non-gendered restroom?
  • If no, can restrooms be reconfigured or combined during the event?
  • If no, consider relocating the program.

Advertisements

• Does your flyer/social media post include information about reasonable accommodations?
  • If not, please include a statement about how an attendee can request an accommodation for the event, such as:
    "If you need an accommodation to fully participate in this event, please contact..." then be sure to include your name and contact information so that a person with a disability can get in touch with you.
• Is your flyer accessible?
  • Check with the WCAG2 to make sure you are adhering to specific media standards.
  • Consider alternative media like digital flyers or social media posts.
  • If your event requires registration, consider multiple avenues for signing up.
• Is the font easy to read?
  • Use fonts such as Helvetica, Calibri, Verdana, or other Sans Serif font and use 14-point font (or larger) for size.
  • Be mindful of the colors you use. Do not use yellow text with a white background, for example.
  • Use high contrast.
  • If your event includes handouts, consider alternative formats.
    • If your handouts include pictures, include image descriptions.
  • If a survey will be posted for participants to take, welcome feedback from accessibility standpoints.

Technology

• Does your event require the use of speakers?
  • If so, make sure to test them before the event begins to ensure all attendees will be able to hear the presentation.
  • Consider use of roving microphones.
  • Reserve seating near the front for those who may need to read lips or utilize CART or interpreter services.
• Will your event require the use of a projector or screen?
  • If so, be sure to test that the projection is able to be seen from varying angles and distances. Ensure the screen is visible from all seating areas.
• If a video or video clip is part of the event, have the videos been equipped with captions?
  • Please contact the Faculty Development and Innovation Center at 217-581-7051 or fdic@eiu.edu if you need assistance captioning videos.

Food

• Will food be served at the event?
  • If so, ensure that all allergens are clearly indicated.
  • Provide gluten-free, vegetarian, vegan, and other diet-restrictive options.

Accommodations

• Has a staff member been assigned to ensure accommodation arrangements are handled?
  • Designate one staff member to handle all accommodation requests.
    • This person should act as a liaison with the Office of Accessibility and Accommodations, if needed.
    • Ensure that the designated person is aware of accessible structures and emergency exits.
• Have attendees requested an accessible meeting space?
  • Follow the above guidelines to ensure that you can provide an accessible space.
• Have your attendees requested a listening device (FM system, etc)?
  • Please contact the Office of Accessibility and Accommodations to check the availability of those devices.
• Has an attendee requested a sign language interpreter or CART services?
  • The organizer of the event is responsible for the arrangement and payment of these services. If you need resources on finding an appropriately certified ASL interpreter, please contact the Office of Accessibility and Accommodations.
  • The organizer should have all material available for the ASL interpreter before the event.
• Has a participant or attendee requested an accessible copy of materials distributed during the event?
  • If Braille is needed, please contact the Office of Accessibility and Accommodations for more information.
  • If an attendee needs a large print copy of materials and you are not able to create said materials on your own, Panther Print and Copy can assist. 
• Is there an accessible space for service dogs?
  • Ensure that there is a comfortable space for dogs to rest during the event and that there accessible spaces for toileting and water.