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Event Access

 

Best practice guidelines for planning an accessible event

Planning a meeting or event? It is important to consider accessibility from the start. Approximately one in five individuals has a disability, and up to nine percent may have a severe disability. Thoughtful event planning can help reduce barriers and create a more inclusive experience for all participants.

Event organizers are responsible for ensuring that events sponsored by the College are accessible to individuals with disabilities. The ADA Coordinator’s Office is available to provide guidance and support in meeting accessibility needs and promoting inclusive event practices.

For further information, please contact the Office of Accessibility by emailing accessibility@harford.edu, calling 443-412-2402, or by visiting the Office of Accessibility webpage.

Why do Events Need to be Accessible?

Harford Community College is committed to providing equal access to all programs, services, and activities. In accordance with federal and state laws, the College ensures accessibility for individuals with disabilities by offering reasonable accommodations, removing barriers to participation, and modifying policies or procedures when needed. Creating accessible events not only meets legal requirements—it also fosters an inclusive environment that benefits everyone.

Accessible events address both physical and programmatic needs. While coordination across departments and participation from attendees may be necessary, primary responsibility for accessibility rests with the event organizer.

Proactive planning for access and inclusion optimizes the opportunity for a well-planned accessible event and minimizes the need for individuals with disabilities to request accommodations to participate in the event.

Plan and Ask Early

Accessibility is not one-size-fits-all. Each event and each participant may require different accommodations. Early planning is essential to identify and address accessibility needs effectively.

Event organizers should:

  • Invite participants to request accommodations as early as possible
  • Consult directly with individuals to determine appropriate support
  • Designate a point of contact to manage accessibility needs during the event
  • This individual may assist with seating, monitor captioning or other technology, maintain clear pathways, and respond to accommodation requests.

Budget

Accessibility should be included as a standard part of event planning and budgeting. Depending on the event, accommodations may include:

  • Sign language interpreters
  • Real-time captioning services
  • Assistive listening devices
  • Materials in alternate formats (e.g., large print or Braille)

Funding for accessibility accommodations is the responsibility of the sponsoring department or organization. Proactive budgeting helps ensure a smooth, inclusive experience for all attendees. (<<<<is this true?)

Accessible Event Checklist

  • Designate a person responsible for ensuring accessibility of the event, and for facilitating requests for reasonable accommodations
  • Schedule events in accessible locations
  • Make sure the room set up takes into consideration accessibility
  • Include a disability access statement in all event announcements
  • Consider requesting on the event flyers/promotional materials that attendees refrain from the use of scents during the event. Attendees with allergies may experience a variety of symptoms from exposure to scents (DO YOU EVEN WANT TO TOUCH THIS TOPIC?)
  • Add a text box on the registration form for accommodation requests
  • Ensure all communication at the event is accessible
  • Consider proactively providing ASL interpreter and/or CART for the event, particularly for larger events and live-streamed events
  • Decide whether to proactively provide other accessibility measures such as materials in alternative formats
  • Make all virtual event features accessible
  • Ensure dietary needs are met (DO YOU EVEN WANT TO TOUCH ON THIS SUBJECT?)
  • Provide presenters with communication guidelines
  • Reserve event funds for accommodation requests (e.g. ASL interpreting and/or CART)
  • If developing a post event survey include a question about accessibility of the event. Provide multiple avenues for registration if registration is required; e.g. online, paper, in person

Keep in mind that every component of your event should be accessible to ALL participants. Make sure pre-­ or post-event optional tours, social activities, or recreational opportunities are inclusive as well. If an optional activity is not fully accessible, disclose those details in advance so individuals with disabilities have the information needed to determine their interest and ability to participate.

Scheduling Events in Accessible Locations

Harford is committed to hosting events in spaces that are accessible to all participants. Events open to the public or campus community should be scheduled in locations that support full and equitable access. Consult Harford's Events and Conferencing site for complete details on venues, how to rent a space, guest information and accommodations details.  

When selecting an on-campus location, confirm that the facility meets accessibility standards. Event organizers are responsible for ensuring the space includes:

  • An accessible building entrance
  • An accessible event room
  • Nearby ADA-compliant restrooms
  • Functioning elevators and unobstructed ramps

If your event includes guest presenters, check in advance to determine whether they require accommodations. Presentation areas should also be accessible, including stage or speaking locations when applicable.

If a non-accessible space is initially reserved and an accommodation request is received, organizers must work with the appropriate scheduling office to secure an accessible alternative location.

Parking and Path of Travel

Ensure participants can easily and safely access the event location:

  • Parking: Confirm accessible parking is available along the route to the facility
  • Path of Travel: Verify that the primary route to the entrance is accessible, including ramps and automatic doors
  • If the main route is not accessible, provide a clearly marked alternative

A continuous, barrier-free path should be available from parking areas to the building entrance, and from the entrance to registration and event spaces.

Building Access

  • Entrances: Automatic doors are preferred. If unavailable, assign staff to assist participants as needed
  • Restrooms: Ensure accessible restrooms are located near the event space

Room Setup and Interior Access

Thoughtful planning of both location and layout helps create an inclusive and welcoming environment for all attendees. Accessibility inside the event space is just as important as access to the building. When planning room setup, consider:

Seating:

  • Provide space for wheelchair users, including in rooms with fixed seating
  • Ensure flexible seating arrangements where possible
  • Avoid chairs attached to tables
  • Reserve seating near the front for individuals with vision or hearing impairments

Aisles:

  • Maintain a minimum width of 36 inches to accommodate mobility devices

Stage and Presentation Areas:

  • Ensure speakers can access the stage or presentation area
  • Provide a well-lit space for interpreters near the podium
  • If attendees are invited on stage, consider ramps or lifts

Podium Access:

  • Ensure the podium is accessible, or provide an alternative such as a table for speakers who use wheelchairs

Event Announcements and Registration

Harford requires that all event announcements (online or print) include clear information about how participants can request accommodations. This applies to events held on or off campus and ensures that all individuals have an opportunity to fully participate.

All electronic communications must follow web accessibility standards and College brand guidelines for accessible content. This helps ensure that event information is usable by individuals with a wide range of abilities.

Required Accessibility Information

Event announcements should include:

  • A designated accessibility contact (name, email, and phone number)
  • A deadline for submitting accommodation requests (typically at least one week in advance, though departments may allow more or less time as appropriate)
  • Registration forms should also provide a space for participants to indicate accommodation needs.

Sample Accessibility Statements (is there an existing format Harford Uses)

Long Version:
“Please contact [event organizer] at [phone and email] at least 10 days prior to the event to request access needs or accommodations. A good faith effort will be made to fulfill requests received after this deadline.”

Short Version:
“For questions, access needs, or accommodations, please contact [event organizer] at [phone and email].”

Additional Considerations

Pre-event communications including promotional materials and registration details should inform participants of any sensory elements that may impact accessibility, such as:

  • Flash photography or strobe lighting
  • Loud or amplified sound
  • Fireworks or special effects
  • Be mindful that elements such as theatrical fog, fragrances, or chemical air fresheners may create barriers for individuals with sensitivities or environmental intolerances. Providing this information in advance allows participants to make informed decisions and request accommodations if needed.

Accessible Communications (SHOULD WE MOVE THIS TO A SEPARATE PAGE?

The ADA requires that event organizers provide effective communication during the event for individuals with communication disabilities, i.e. hearing, vision, or speech disabilities. The goal is to ensure that communication with individuals with disabilities is equally effective as communication with people without disabilities. ADA RCEA Event Guide recommends providing ASL and CART services proactively for large and live-streamed events.

Common communication accommodations include:

  • American Sign Language (ASL) interpretation
    • Ensure that event and presentation materials are provided in advance of the event to American Sign Language (ASL) interpreters to allow them to familiarize themselves with the content.
    • Interpreters and transcribers can be arranged through the Office of Accessibility which assists departments across campus in scheduling qualified service providers for their events and programs
  • Communication Access Realtime Translation (CART)
    • Ensure that event and presentation materials are provided in advance of the event to Communication Across Realtime Translation (CART) providers to allow them to familiarize themselves with the content.
    • Ensure enough space on presentation screen for captioning. Generally, four lines for captioning is needed.
    • Ensure a good contrast of the captions and background (preferably black/white).
    • Ensure roving microphones are available for audience participation.
    • Interpreters and transcribers can be arranged through the Office of Accessibility which assists departments across campus in scheduling qualified service providers for their events and programs.
  • Assistive Listening Devices
    • Assistive Listening Devices (ALD) improve sound transmission for individuals with hearing impairments. Different types of ALD are designed for different settings and purpose, i.e. use in a large venue, vs. use in smaller setting. All ALD can be used either with or without a hearing aid or cochlear implant. Audio Induction Loops and FM System are two types of ALD.
    • Accessibility and Disability Service (ADS) has devices for students registered with their office.
    • All Harford lecture halls are required by code to have Assistive Listening Technology built into the AV systems. This can be utilized through a receiver, which the event organizer can check out from the classroom support office by contacting the Office of Accessibility in advance.
    • Hosting an event in one of Harford's venues? Visit Accessibility Services guest information for to learn more about available resources and support for individuals who may need accommodations.
  • Captioned videos
  • Audio Description
    • Provide information about what is occurring on the screen for individuals with vision disabilities.
  • Alternate format for materials. 
      • If materials will be provided to attendees, it is recommended to proactively prepare these materials in alternative formats (braille, large print, e-text). The appropriate number of alternative copies varies based on type of event and size of audience. ADA may require alternative materials as an auxiliary aid or service necessary for effective communication if an individual with a disability submits a request for alternative material as an accommodation. Such materials may include:
        • Braille documents (contact: braille@independenceinc.org)
        • Large print (18 size font)
        • E-text, electronic documents

Virtual Events

Do we want to outline details for virtual?

Dietary Restrictions

Dietary restrictions due to medical conditions can be a serious issue. If the event is offering food of any kind, make sure that alternative food options are available. For food and event catering considerations, consult with dining services.

Another option would be to include a statement in all publicity materials requesting that individuals with specific dietary needs contact the organizer to discuss options that can be provided.

 

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