Planning an Accessible Event

Introduction

Proactive planning and considerations made to optimize inclusion at campus events will minimize barriers for individuals with disabilities. Cal Poly Pomona (CPP) strives to make all programs and activities accessible to all members of the campus community. The host department or committee is responsible for ensuring there is a plan for accommodation and opportunity for participants to request accommodations.

This list is not an exhaustive list and is intended to be a starting point for planning your event, as the Disability Resource Center (DRC) cannot predict all needs, environments, and logistics for future events. Event coordinators who would like a consultation about their event are encouraged to reach out to drc@cpp.edu. 

Event Considerations


This list is not an exhaustive list and is intended to be a starting point for planning your event, as the Disability Resource Center (DRC) cannot predict all needs, environments, and logistics for future events. Event coordinators who would like a consultation about their event are encouraged to reach out to DRC.

  • Utilize easy to read fonts, sizes, and color of text have enough contrast to the background
  • Review CPP’s brand guidelines for color combinations with high contrast
  • Add an accessibility statement to website and flyers
    • Example: “If you need a disability-related accommodation, please contact [insert name or office] at [insert phone, fax, or email]. Requests should be made by [insert date, which should be at least one week in advance of the event].”
  • RSVP/Registration – Include a question regarding accommodation
    • Example: “If you need a disability-related accommodation for this event, please describe your request below.”

  • Consider the distance of parking spaces, and if mobility assistance cart might be necessary
  • When providing information to participants about parking, include where ADA parking spaces are located
  • Confirm with Parking and Transportation Services (PTS) there is adequate ADA parking for the size of the event
  • Wayfinding/Directional signage should be via accessible routes and to accessible entrances of the building
    • Directional signage does not take participants to a stair only route, without signage for an alternate non-stair route
  • Consider the availability of accessible restrooms, including gender neutral options/spaces?, near the event

  • Aisles and walkways – Consider the size of aisles and walkways, maintaining a minimum of 36 inches in all paths of travel; if foods/vendors/services are provided on both sides of an aisle distance should be increased to 60 inches; avoid blocking walkways with trashcans.
  • Cables and Cords – Avoid cables and cords from crossing aisles or walkways if possible; if unavoidable, the height of the cord plus a cover should not exceed 1/2 inch
  • Chair Set-up – Consider having space available for participants in wheelchairs.
    • Events with tabled seating, leave spaces with no chairs and adding small sign indicating it is intended for guest with disabilities;
    • Events with rows of seats, leave the end of some rows without chairs (if possible, give participants an option of both the front of the room and back of the room)
  • Tables – Table height should be a minimum of 27 inches of the ground

  • Be mindful of grass, as it can be a challenge for participants with mobility issues; ensure full participation can happen from a paved or solid, flat surface
  • If chairs and tables are primarily on grass, a few accessible chairs and tables should be available on a paved or solid, flat surface.. Signage designating the area as reserved for guests with disabilities is recommended
    • Ensure space is not so separate from the group that the participants feel isolated.
  • If accessible seating areas are arranged, ensure view from this space has a direct line of sight to stage/screens and not obstructed
  • Booth/Tabling events on lawn spaces must be on the perimeter of the lawn area, facing sidewalk or paved area, and with direct access from the sidewalk or paved area.

  • Consider using a room’s built-in PA system or arrange for one in an outdoor space
  • All video content posted to the events website should contain accurate closed captions
    • Review services available from MediaVision if you need support
  • All video content played during the event must contain accurate closed captions and must be turned on when the video is played
  • For large events, consider proactively providing American Sign Language (ASL) Interpreting and/or Communication Access Real-Time (CART) Captioning services. For smaller events which require registration prior to attending, consider providing these only when a participant makes a request
  • To coordinate ASL or CART services for your event submit a Request through DRC. The host department may incur a cost (Chargeback) associated with these services. For more information, please email drcdhh@cpp.edu

  • On the event website, include information about the ADA accommodations you have already arranged, including parking locations for all participants and those with a CA DMV Disabled Placard
  • Ensure all printed materials are accessible. Consider making available accessible digital formats to all participants, or there is avenue for participants with accessibility needs to request an accessible digital format.
  • If your event involves walking to other buildings on campus, consider proactively communicating with participants and advising them to plan accordingly with comfortable attire/shoes and bringing water. Be mindful that extended walking may be a challenge for some participants, and you may receive an accommodation request for mobility assistance.
  • If your event has a guest speakers or presenters, ask if they have any accommodation needs; consider the podium/stage has ramp access if elevated, the possibility of needing a step-stool for the presenter, AV/computer equipment may require assistive technology.