Every Event for Everyone

Creating an inclusive and accessible event for people with all types of disabilities is essential to ensure that everyone can participate and enjoy the event to the fullest. This is not only a requirement established by the ADA but also a firm commitment of the University of Florida.

Key Considerations for Event Planners

Venue and Physical Environment

• Venue Selection: Choose a venue that is fully accessible, with ramps, elevators, and accessible restrooms. Ensure that there are designated accessible parking spaces close to the entrance.
• Event Layout and Seating: Design the event layout to accommodate wheelchair users and individuals with mobility impairments. Ensure that seating areas have spaces for wheelchairs and are easily accessible.
• Physical Barriers: Identify and eliminate physical barriers that may hinder accessibility, such as uneven surfaces, narrow doorways, or steps without ramps.
• Accessible Parking: Ensure adequate accessible parking is available close to the venue and communicate locations to attendees early on in registration. Larger events may need to consider providing a shuttle from the parking lot to the venue.

Communication and Information

• Communication Methods and Formats: Provide information about the event in multiple formats, such as printed materials in large font, Braille, or electronic formats. Utilize plain language for easy comprehension. Consider providing sign language interpreters and assistive listening devices for individuals with hearing impairments.
• Registration and Sign-up Options: Make the registration process inclusive and accommodating. Offer multiple ways to register, such as online, phone, or in-person, and ensure that the registration platform is accessible and easy to navigate.
• Audio and Visual Considerations: Provide closed captioning for videos and visual content. Use high contrast and large font for visual materials. Avoid using flashing lights or strobes, which can trigger seizures for individuals with photosensitive epilepsy.
• Translation: Provide Sign Language Interpreters and Assistive Listening Devices. If you anticipate a language barrier, provide interpreters for the most common language(s) spoken by attendees.

Staff and Training

• Staff Training for Sensitivity and Assistance: Train event staff to be sensitive to the needs of individuals with disabilities and to provide assistance when required. Staff should also be familiar with the accessibility features of the venue and equipment.

Accessibility Services

• Dietary Accommodations: Consider various dietary restrictions and allergies when planning the menu. Offer options for vegetarian, vegan, gluten-free, and allergen-free diets.
• Transportation Information: Provide information about accessible transportation options to and from the event location.

Inclusive Activities and Sensory Considerations:

• Inclusive Entertainment and Activities: Plan activities and entertainment that can be enjoyed by everyone, regardless of their abilities.
• Creating Quiet and Calm Spaces: Create quiet and calm spaces for individuals who may need a break from sensory stimuli or provide noise-cancelling headphones.

Feedback and Improvement:

• Encouraging Attendee Feedback for Future Improvements: Encourage feedback from attendees after the event to learn about areas where accessibility can be improved for future events.

Accessible Event Planning Resources

• Event Accessibility Checklist
• Pre-Event Registrant Accessibility Questionnaire
• Post-Event Attendee Accessibility Questionnaire