GUIDELINES FOR HOSTING ACCESSIBLE EVENTS, PROGRAMS OR ACTIVITIES
INTRODUCTION
Rutgers, The State University of New Jersey, is committed to maintaining an inclusive, welcoming and accessible educational, working and living environment for people of all abilities across all of the University campuses. Rutgers University strives for our campus experiences to be universally designed and useable by all people to the extent possible.
It is everyone's responsibility at the University to ensure that our campus activities, events, programs, and services provide inclusive participation for all attendees. Identifying and removing barriers to access throughout the event planning process will result in a more inclusive and welcoming experience for all of our diverse campus event attendees. Therefore, if you are planning an event, program or activity at Rutgers (event organizer), please carefully read and follow the guidelines outlined below.
POLICY
All Rutgers University events, programs, or activities held on or off-campus are subject to the accessibility requirements of federal, state and local laws. These laws are civil rights laws that require the University to provide equal access to programs, activities, and services for individuals with disabilities. Individuals with disabilities have the right to reasonable accommodations to ensure equal access to University events, programs, services, and facilities. It is also simply the right thing to do!
WHAT IS AN EVENT, PROGRAM OR ACTIVITY?
Events, programs or activities at the University may include, but are not limited to, University affiliated or sponsored athletic events, academic lectures, receptions, student organization meetings or events, workshops, trainings, symposiums, or field trips for any University audience large or small.
An Event Organizer is any member of the University community (faculty, staff, student, administrator, visitor, or affiliated sponsor), school, department, or other unit or group sponsoring an event affiliated with Rutgers University.
As an Event Organizer, you have the responsibility and opportunity to create experiences that are not just accessible, but welcoming for all diverse audience members. While there may be a lot to consider, utilizing these guidelines and checklists should provide progress toward a more inclusive and accessible experience for all of your attendees.
- Consider accessibility early in your planning process.
- Be knowledgeable about all aspects of the planning process, including access questions or concerns.
- Train your event staff about inclusive and accessible guidelines.
- Learn how to create accessible documents and marketing materials to include all attendees.
- Thoughtful planning, communication and marketing about your event will minimize surprises and provide a means to respond to requests efficiently and effectively.
- Budget accordingly for access.
Event Accommodation Assistant Role.
It is important to choose a specific person to act as the event accommodation assistant to be in charge of the event accommodation requests. This person should be someone that can easily be reached and is familiar with the specifics of the event. Also, they should be available during the event for any additional accommodation requests. If they are not attending the event, someone should be designated to fill in to act in this role.
All promotional materials (written or electronic format) should provide information for participants on how to obtain reasonable accommodations. These promotional materials should also be accessible and follow best practices for accessible documents.
Ensuring that all of your communications, registration forms, flyers, web pages, emails, printed materials, announcements etc. also follow best practices for accessible documents. If using a fillable form, ensure it meets form accessibility standards.
All communication and marketing materials should include an Event Accessibility Statement like the example below. This will help communicate to your participants to plan accordingly and help you prepare for any needs that might arise for providing access for individuals with disabilities.
Event Accessibility Statement
Rutgers University strives for our campus experiences to be universally designed and useable by all people to the extent possible. If you require an accommodation to participate in this event, please contact the event organizer (INSERT SPONSORING DEPARTMENT CONTACT NAME) at (INSERT TELEPHONE AND EMAIL CONTACT INFORMATION) by (SPECIFIC DATE (suggestion: at least 5 days in advance)). If you need an accommodation for this event, please provide the name of the event; the date; and the accommodation required in your correspondence to the event organizer.
In addition to the above statement, it is important to provide a short non-discrimination statement as well on all promotional materials:
Rutgers University complies with all applicable federal and state laws regarding non-discrimination, equal opportunity, affirmative action, and providing reasonable accommodations for persons with disabilities.
Accommodation Requests Example
Another approach is to include a checklist in your meeting RSVP for attendees to check off what accommodations they require for your event. Ensure that the checklist meets accessibility guidelines and if using a form it should meet the accessible form guidelines.
- Assistive listening device
- Captioning
- Reserved front row seat
- Large print
- Advance copy of slides to be projected
- Wheelchair access
- Wheelchair access to the stage
- Wheelchair access to working tables throughout room
- Diet Restrictions, please list specific food allergies or restrictions
- Other:
Make sure you follow up on all requests received. If it appears you will be unable to meet a specific request, follow up with the individual who made the request to determine whether an alternative arrangement can be made.
Check Venue
Visibility – Consider those with impaired sight
Clear signage (identifying location and directions); well-lit meeting space and adjacent areas; projection screen visible from all seating (if using projection).
Acoustics – Consider those with hearing impairments
- Public address (PA) system
- Roving microphone
- Limit unnecessary background music
- Seating available near presenter for lip reading; availability of assistive listening devices
- Is there well-lit space for an interpreter if needed?
Mobility – Consider those who may be in a wheelchair or have other mobility impairments
- Where is the Accessible parking near venue?
- Where are the closest public transportation hubs (e.g., how far is the train or bus stop?
- Is there a ramp and/or elevator access
- Are there accessible bathrooms?
- Are there barrier-free pathways?
- Are the doors and aisles wide enough to accommodate wheelchairs/scooters?
- Will there be loose cables across walking areas and how will they be covered?
Technology – Consider those who may need to use adaptive devices
- Electrical outlets in accessible seating areas to accommodate devices, laptops, etc.
- Is there extra space or work surfaces if needed for assistive technology?
Conferencing Platforms
Online conferencing platforms such as Zoom, Microsoft Teams, and WebEx used in events should be accessible. Many of these tools have accessibility features built into them, but they need to be turned on. We have developed a Conferencing Accessibility Guide for these platforms.
Service Animals – Consider access and space for service dogs
- Comfortable space for service animals to rest during event
- Accessible toileting and watering facilities nearby.
Ensure that presenters are aware of Rutgers commitment to disabilityand ask them to prepare and deliver their presentations with accessibility in mind.
Designate
At larger events or events with scheduled accommodations, ensure that the designate event organizer's accommodation assistant attends the event and have a back up person just in case. This person can help organize seating, ensuring captioning and other technology is working, maintaining clear pathways, making sure food is clearly labeled and that presenters follow accessible presentation protocols. They should also be the person everyon knows to handle any accommodation questions during the event.
Presentations
Provide presenters with a checklist requesting that they:
- submit materials in advance so that they can be forwarded to individuals who may not be able to view screens or flip charts;
- verbally describe visual materials (e.g., slides, charts, etc.);
- have printed copies available (in larger font);
- avoid using small print on presentations that can’t be seen from a distance;
- ensure speakers (including those asking questions) always use a microphone;
- activate captions on any video used in the presentation;
- encourage hourly breaks; and
- organize breakout group activities to maximize distance between groups (e.g. each group going to a corner of the room or side rooms).
Q&A
The Event Accommodation Assistant or their designee should make sure to repeat questions posted by audience before responding, especially if there is not a roving microphone available. Presenters or audience members may express confidence that they are loud enough and do not need a microphone. Regardless, ask them to speak into one.
Food
Clearly indicate allergens and gluten-free, vegan, vegetarian, or other options.