It is our expectation that all meetings and events sponsored by UMBC are accessible to individuals with disabilities either by design or via reasonable accommodation. Campus locations and UMBC-supported online platforms have accessible features, and Event Services provides guidance via Planning Inclusive Events, which intersects with disability inclusion.
Planning proactively to create an accessible event benefits all attendees, not only individuals with self-evident disabilities. Planning with accessibility as a foundation is inclusion and belonging work that considers the experience of individuals with non-obvious disabilities as welcome participants who are are able to engage in the activity without barriers.
Step 1. Create a welcoming environment and invite the conversation
- When you reach out or advertise to invitees or potential attendees, include a way for people to contact the planner(s) regarding both general information as well as accommodation requests. Providing an organizer’s email address, phone number, or online form to request an access need is best practice.
The message may state:
UMBC is committed to creating an accessible and inclusive environment for all attendees. To request accommodation(s) or for inquiries about accessibility, please contact us via [organizer’s email address] with [Event name] in the subject line.
For example, frequently asked questions by event attendees are; Will there be seating I can get to without using stairs? Are there ramps/elevators/accessible routes to the event space? Will an interpreter or captioning be available during the presentation?
- 2. Make sure to follow up on all requests received. You may even have a request from a presenter!
To request ASL interpretation at a UMBC event, use the disability services online request form.
- 3. If it appears you will be unable to meet a specific request, or you are unsure about meeting a request after working with Event and Conference Services and their partners (AV Services, Parking Services, etc.), consult with Accessibility & Disability Services staff via 410-455-5745.
Step 2: Be familiar with the accessible aspects of the venue before the event is promoted.
- Visibility: Use clear signage; assure a well-lit space and adjacent areas; if projection or large screens will be used, make sure they are visible from all seating.
- Acoustics: Work with AV services for ideal sound projection and microphone use; provide seating near presenters for lip reading; review existing captioning options, and if CART is requested, request the service via the DoIT RT ticket process with the department’s chart string.
- Mobility: Consult UMBC’s Accessible Route Map for optimal accessible paths from arrival areas (drop-off, transit and parking); review internal accessible paths and elevator/ramp locations; locate the nearest accessible restrooms; review paths of travel within the building; tape down loose cables across walking areas; keep pathways clear; report facility repair conditions to Facilities Management Work Control
- Technology: review electrical outlet locations for plugging in adaptive devices; extra space or work surface may be needed for device use, such as an additional table at an accessible height. For online events, be familiar with and enable features that support accessibility within UMBC-supported technology including Webex products as well as Google Meet.
Step 3: At the event, ensure that presenters are aware of UMBC’s commitment to inclusion and accessibility for attendees with disabilities, and request that they prepare and deliver the presentation with that goal in mind.
Presentations
Request that presenters:
- Submit materials in advance so they can be shared with people who use assistive devices or technology to access content;
- Verbally describe significant visual content and images (e.g., presenter appearance, charts, slide contents)
- Have print copies available in large font, especially if an enlargeable/accessible digital version is not being provided (or note alternative formats available on request)
- Ensure that speakers (including those asking questions) always use a microphone
- Activate auto-captions on all videos and online conferencing platforms;
- Encourage hourly breaks; and welcome participants to stand/stretch as needed
- Create an effective distance between breakout groups to support hearing and participation
Tip: Use the Web Accessibility Initiatives (W3C) How to Make Presentations Accessible to All checklist!
https://www.w3.org/WAI/training/accessible/
Step 4: Designate event staff to support follow-through on accessibility requests.
At larger events, designate someone to be responsible for accommodation implementation and to help with seating, maintaining clear pathways, or other needs.
For Q&A sessions: Repeat questions from the audience for amplification before responding, especially if a mic is not available to the audience. Presenters or audience members may be confident that they are loud enough, however this is often assuming too much – have the question/comment spoken or repeated through the microphone.
Food/refreshments: Clearly indicate potential allergens and have a plan for individual meals/alternate food options. Campus catering is adept with meal planning that addresses food allergies and dietary restrictions.
Additional Resources:
ADA Hospitality’s comprehensive Guide for Accessible Meetings, Events and Conferences
At Your Service: Engaging with Customers (Event Attendees) with Disabilities