Planning Accessible Events

If you receive a request for a sign language interpreter or speech-to-text transcriber, the Disability Resource Center will schedule and provide those services. Requests can be submitted online or by contacting Gwyneth Sutphin, Interpreter/Transcriber Coordinator.

The DRC can produce Braille and digital materials for your event. Simply upload the documents to be converted.

If your event includes film or video, plan to use only captioned material. Try to find video and web video content that is already captioned. TED Talks are almost all captioned and offer a wealth of options. The DRC can provide information on options for getting existing content captioned.

Choose a location that is accessible to wheelchair-users and supports the possible use of accommodations. Most facilities at UA Little Rock are wheelchair accessible; however, if you’re considering a location off campus, you will want to be sure to visit the site to confirm its accessibility.

Things to consider in selecting a location:

• Availability of accessible parking and an accessible drop-off areas
• Accessibility of the primary entrance:
  • level or ramped
  • accessible door or automatic door opener
  • accessible entrance that is the same as or very near the main entrance
• Availability of wheelchair accessible seating in a space that allows for wheelchair-users to sit with their colleagues
• Clear signage (entrance/exit, flow of traffic, elevators, parking, restrooms, etc.)
• Accessibility of restrooms and drinking fountains
• Adequacy of lighting and space
• Space for sign language interpreters, service animals and/or wheelchair maneuverability
• Path of travel to the venue absent barriers like gravel, uneven surfaces, curbs, stairs
• Accessibility of outdoor space

Campus Resources:

• Campus Map

Be sure that any materials you distribute or present are accessible or available in an accessible format. Contact the DRC with any questions.

• Post your materials online, or email to participants, in advance (in an accessible format).
• If you plan to distribute paper copies, consider having a few copies available in large font (20 point).

Statements about the availability of accommodations are a way of creating a welcoming environment. By encouraging advance inquires, you can identify accommodations early so that they can be implemented in a seamless fashion. You may use the following templates in your marketing:

Events
To appear on calendars, posters, flyers and other announcements or advertising for the event:
If you have questions concerning access, wish to request a sign language interpreter or disability-related accommodations, please contact {insert name and contact information including an email or phone number}.>

Publications
To appear on catalogs, brochures, and other UA Little Rock publications:
To request this information in an alternate format (Braille, digital, or large print), please contact {insert name and contact information including an email or phone number}.

Registration Forms
To appear on printed and online registration materials:
Please describe any disability-related accommodations that will facilitate your full participation in this {insert activity: seminar, conference, etc.}, such as sign language interpreting, digital handouts, dietary requirements, etc.  Please make accommodation requests at least five days in advance of the event if possible.

An alternative would be to list possible accommodations, such as:
Please indicate any disability-related accommodations that will facilitate your full participation in this {insert activity: seminar, conference, etc.}, at least five days in advance of the event if possible.

• notetaker
• captioning
• alternate format for handouts
  • digital
  • Braille
  • large print
• wheelchair access
• assistive listening device
• special diet

Please provide details or other accommodation you are requesting.

Web Pages
To appear as text on pages if you are not sure of usability:
If any portions of this page are not accessible with adaptive technology, please contact {insert page owner/web master name, e-mail, phone, and TTY if available}.

To appear as text on pages that contain non-captioned audio content, such as post-event podcasts of featured presenters:
To request a transcript or a captioned version of this audio material as a disability-related accommodation, please contact Disability Resource Center.

Good, clear signage is an important accessibility feature. Be sure signage is posted at various height-levels. If there is not already, consider creating signage for:

• main entrance/exit
• flow of traffic
• paths of travel
• elevators
• parking
• restrooms

Only use the wheelchair logo if, in fact, the venue you are using is wheelchair accessible. The logo only refers to wheelchair access and should not be used as a “generic” message that other accommodations are available. Be intentional with the services provided and the symbols associated with them to ensure clarity. Learn about other disability access symbols.