2.4. Accommodations for Programming
Faculty are often responsible for planning lecture series, events, symposia, conferences, meetings, and other activities. It is impossible to make all events completely inclusive for every person. In fact, even the term “inclusive” implies that there is some kind of normal population and all the “others” or “diverse” groups should be included in that norm.
Instead, consider ways to universally design your event for a diverse universe of users. As explained earlier in Module 2, universal design asks people to think about the “universe” of potential users, and to design something that will be as welcoming and engaging as possible beginning at the early planning stages (just like planning to have an elevator right away instead of trying to add one to a building later).
Here are some questions to help you universally design an event:
Common accommodations include:
If you can’t afford or provide access, then don’t hold your event. If cost is an issue, speak up against campus policies that require groups to pay extra for access that is an institutional responsibility.
The Disability Cultural Center at Syracuse University has published a checklist for event organizers, as well as a more comprehensive planning guide. The NCCSD Clearinghouse also has links to helpful resources for event planners.
Instead, consider ways to universally design your event for a diverse universe of users. As explained earlier in Module 2, universal design asks people to think about the “universe” of potential users, and to design something that will be as welcoming and engaging as possible beginning at the early planning stages (just like planning to have an elevator right away instead of trying to add one to a building later).
Here are some questions to help you universally design an event:
- Who is going to participate in this? Does our planning committee resemble the group of participants we want?
- Who is likely to feel unwelcome and not want to be there? Who is likely to feel welcome and enjoy it?
- From the start, what can we do to make things more accessible, inclusive and welcoming?
- What are some choices we can offer to support individuals' needs at this event?
Common accommodations include:
- Accessible e-mails, PDFs, and other promotional materials. On social media, include a description of any pictures. Be sure all materials about the event have a statement about who to contact with questions about access or to get the advertising materials in alternate formats.
- Communication accommodations, like sign language interpreters, CART (real-time captioning), and captioned videos or films
- Physical accessibility to the location is critical, but also check to see if parking, bathrooms, and entrances to the building are accessible, as well. And many stages and podiums are set up for nondisabled speakers, so be sure presenters with disabilities can access the stage, if needed.
- Options for food can include low-sugar options and gluten-free options, with straws available for people who have difficulty drinking out of cups.
If you can’t afford or provide access, then don’t hold your event. If cost is an issue, speak up against campus policies that require groups to pay extra for access that is an institutional responsibility.
The Disability Cultural Center at Syracuse University has published a checklist for event organizers, as well as a more comprehensive planning guide. The NCCSD Clearinghouse also has links to helpful resources for event planners.
Information for this page was adapted from the "Planning Universally Designed Campus Events" tip sheet at the Black, Disabled and Proud website.
