Hosting an Event

The 91ÉçÇø community is required to ensure that its programs, services, goods and facilities are accessible to individuals with disabilities under requirements from the Americans with Disabilities Act (ADA) of 1990 and Section 504 of the Rehabilitation Act of 1973, this includes events hosted by any 91ÉçÇø affiliated entity. 

The ADA National Network provides a comprehensive planning guide for making events accessible to individuals with disabilities. 

What to consider when planning an event

Announcement and event information

To inform guests/participants about how to request a disability-related accommodation, information must be included in flyers, advertisements or other materials distributed before an event.

      • The announcement should include:
          • Who the request should be made to (person or office)
          • How a person can request accommodations (phone or email)
          • When the request must be made by in order to accommodate (usually at least one week in advance of the event)
      • Suggested event statement

If you anticipate the need a disability-related accommodation to attend this event, please contact: ________(person/office), at phone: ________ or email: ________. Requests should be made by ________ (date usually at least one week in advance of the event). If you have any questions about requests or resources for accommodations in response to your announcement, please contact SSD.

  • Accommodations and services

Under Title III of the ADA, places of public accommodation must provide auxiliary aids and services to individuals with disabilities if necessary to use the entity's goods or services. 

Examples of auxiliary aids and services which are often required include sign language interpreters, assistive listening devices and enlarged print or braille materials.

Examples of auxiliary aids that are personal and do not need to be provided by 91ÉçÇø University include hearing aids, wheelchairs and personal assistants. 

Checklist for planning an accessible event

To ensure that 91ÉçÇø events and programming are accessible for the entire University community, review the checklist below. Contact SSD with any questions or concerns. 

  • Contact
    • Include an announcement about how to request a disability-related accommodation in printed/advertised materials.
  • Path of travel
    • Ensure a step-free route from the parking lot (disabled parking spaces) to the building entrance.
    • Ensure this pathway clear of obstructions/barriers and suitable in all weather conditions.
  • Entrances
    • Ensure the primary entrance wheelchair accessible.
    • Check to see if the blue door opener was working.
  • Signage
    • If the wheelchair-accessible entrance is not the primary entrance, ensure there is a sign on the primary entrance saying where the accessible entrance is.
  • Restrooms
    • Be familiar with where the nearest wheelchair-accessible restrooms are located.
  • Rooms and auditoriums
    • All meeting rooms should be wheelchair accessible (i.e., elevators available for upper levels).
    • Check the audio-visual equipment and know how to use it (e.g., microphone, IR systems, sound system)
    • If you have any questions or concerns regarding audiovisual equipment and usage in a given space, please contact the Educational Communications Center.

    • Ensure that all speakers use a microphone at all times (this assures that technology can pick up the sound as necessary).

    • Create a space in the front of the room for the ASL interpreter to stand with adequate space and lighting.

  • Chair setup
    • When a room does not have fixed seats, keep in mind two principles for setting up wheelchair seating locations:
        • The number of chairs to remove to create wheelchair seating locations depends on the total seating (see table below checklist)
        • Wheelchair seating locations should be integrated throughout the entire seating area(s) (chairs removed should be interspersed – front, middle, back, sides of the room, etc.).
  • Table setup
    • Tables used for registration, interviewing, information display or other services/goods should be between 28–34" from the floor to the top of the table. If guests will be seated at the tables, knee space should be at least from the floor to the bottom of the table
  • Materials

    • If overhead projections, easels, or dry erase boards will be used, it's helpful to provide everyone with the same information in hard copy format. Having a few copies on hand with 16-point font is helpful.

      Please make sure to provide detailed descriptions of any images or graphics shown during the presentation to assure equal access. 

    • If materials are shared electronically, they must meet ADA Title II standards.
  • Food, beverage and information booths
    • Keep the following measurements in mind if you will be providing food, drinks, information, registration, use of machines/equipment, etc., at tables or booths

Physical spacing for events

Table Height – 28–34" from floor to top of table; If you must have some food placed higher than 34", be sure that a portion of such food is available at the lower level

Aisles – At least 36" wide for maneuverability, and up to 44" wide if goods/services are available on both sides of an aisle

Allergens – Make sure common food allergies are labeled, this can be requested if using 91ÉçÇø University Dining Services (BUDS) catering

Cables and cords – Covers should be used over electrical cables or cords that cross over aisles or pathways. Cable covers should be no more than 1/2" thick for wheelchairs to traverse across them.