University of Wisconsin–Madison

Accessible events

Last updated:

Event types are varied. They can range from a small lecture to a large conference, but most have common features. When we pay attention to details of physical and digital accessibility, we make the event better for everyone.

On this page

Give an accessible presentation

Before you present

Structure your slides and documents accessibly

In brief, accessible materials:

  • are well-structured to enable screen reader access.
  • are high contrast, which helps users with low vision, color blindness, and/or are in low contrast settings.
  • have a text equivalent for all visual content like images and diagrams. These can be provided in a document with presentation materials or as spoken image descriptions during a presentation.
  • use plain language and spell out acronyms to support comprehension.

During your presentation

|

Speaking more slowly than you would in natural conversation during your presentation will allow all participants to follow the flow of the presentation and content.

Remember that some participants may be non-native English speakers or English Language Learners (ELL), and some users may be Deaf or Hard of Hearing.

Include both text and visual content. If there is an image on the slide, describe it. If there is a heading or title on the slide, read it aloud. Describe graphs, the presence of QR code and its URL.

Describing visual elements ensures access for blind individuals and others with low vision. Describing what is on your slides will also reduce the need to add audio descriptions later, if the presentation is recorded.

Remember that any audiovisual materials that are worked into your presentation must contain captions (and audio descriptions, as necessary).

Even if the space seems small, amplification is helpful for many participants. The microphone also captures speech for CART/closed captioning machines.

Describe any visual information in the room, such as the number of participants that raise their hands in answer to a speaker prompt.

When asking participants to do a physical activity, such as standing, moving, etc., always include “if you are able.” For example, “Please stand if you are able.”

Inform participants about any strobing/flashing lights, including flash photography.

Encourage participants to take care of themselves, such as moving around, leaving the space, etc. Invite participants to take breaks as needed.

Determine what is essential for audience to participate in the event, such as a requirement to have their camera on if virtual, or asking questions verbally or in chat.

Inform participants about the expectations of engagement so they can take care of themselves in light of those expectations. (For example, take breaks as needed, turn off camera, etc.)

  • Remind the audience to use a microphone when they speak.
  • Remind participants to state their name when they speak so others track who is speaking.
  • Repeat the questions participants ask again and make sure your audience understands the question before answering it.
  • Ask participants to speak clearly and slowly.
  • Remind participants joining by phone to avoid using speakerphone.
  • Avoid multiple hosts unmuting in the same physical space to reduce sound interference.
  • When asking participants to engage when remote or hybrid, allow for multiple ways of engagement (raised hand icon, using chat, unmuting, etc.).

Event planning

Planning an accessible event involves many interconnected decisions. This page brings together guidance for in-person, virtual, and hybrid events.

|

Set aside funds to include accessibility features and cover the cost of reasonable accommodations. Most accommodations do not cost money. 

Captioning and sign language interpreting can have a cost: 

  • When provided in response to an accommodation request, there is no cost to the event host as the cost is covered by a central campus fund.
  • When provided proactively as an accessibility feature, the event host pays the cost.
  • Captioning and sign language interpreting requests are made to the McBurney Disability Resource Center.
  • Captioning and audio description for videos and other pre-recorded content are funded by the hosting unit.

More information about captions and audio descriptions is available on the Center for User Experience’s Multimedia (Audiovisual) accessibility guide.

If providing food, ensure various dietary needs can be met: vegetarian, vegan, gluten-free, nut-free, dairy-free, etc.

Ask presenters about their accessibility needs.

Ask presenters to provide accessible content and consider requiring this within the business contract. 

Give presenters a due date to provide their materials so they can be made available to participants in advance of the event. 

Suggest using the built-in accessibility checker in programs like Microsoft Word and Microsoft PowerPoint.

Captioning and sign language

The McBurney Disability Resource Center coordinates sign language interpreting and live captioning for university events.

Sound amplification

  • When using sound amplification, ensure Assistive Listening Devices are available.
  • Remind the speaker or facilitator to require everyone to use a microphone when speaking.
  • Appoint a person to circulate the microphone to audience members.
  • Ensure sound amplification for devices, such as a video playing on a computer. Test the quality before the event. Do not rely on just computer speakers.
  • If there is a malfunction, fix the issue before continuing.
  • Contact audio visual (AV) staff for support.

Consider the accessibility features mentioned in the section “Physical space and environment” (further on this page) when selecting a space.

While some of the features of an accessible space might be beyond the control of an event planner, bring up these features with the facility managers, perhaps referring them to this page.

Event planners do have the ability to contact Transportation Services about parking, and to affect seating arrangements.

Ensure the digital or print versions of the invitation/announcement are accessible. 

An accessible tagline statement must be included, per the UW-150 policy, so participants know which access features will be provided and how to request accommodations. Regardless of how well an event has been designed, it is important to include an accessible tagline statement in event announcements so disabled participants know who to contact to discuss reasonable accommodations.

Remember: reasonable accommodation information must be treated as private and only shared with others who need to know to implement the accommodation.

Ask participants to support a fragrance-free event. Sample statement: “To be inclusive of those with allergies and environmental sensitivities, do not wear fragrances.”

Let people know ahead of time which video conferencing platform and other technology will be used for the event.

You can also provide wheelchair rental information to participants at this point.

Provide accessibility information about the technologies for attendees to review.

Ensure all technologies (word cloud generators, polls, etc.) that will be incorporated into the event are accessible.

If asking participants to navigate to a specific website, share the link in chat.

Assign someone to monitor the chat and facilitate participant interactions.

If referencing a message in chat, read the message out loud.

Physical space and environment

Parking and transportation

  • If many guests are expected for your event, or your event is geared towards the disability community, contact Transportation Services’ Special Events team (visitorparking@fpm.wisc.edu) for assistance with accessible parking.
  • Inform participants of the nearest available ADA parking stalls and bus stops.
  • Create a wheelchair drop-off/pick-up location close to the event if parking is limited.

Bathrooms

  • Hold the event on the same floor as, and near, accessible bathrooms.
  • Inform participants where the nearest accessible bathrooms are.
    • Ideally, identify bathrooms with automatic door openers.
  • Inform participants where the closest gender inclusive restroom is.

Pathways and path of travel

  • Provide a 36” wide and smooth path of travel to and throughout the event space allowing for wheelchair and mobility access.
  • Keep cables, cords, and other items away from the path of travel.
  • Ensure thresholds (typically in doorways) do not exceed ½ inch in height.
  • Check that ramps are clear of items.
  • Check elevators are functioning, and post wayfinding signs for accessible, alternative routes.
  • Include accessible path of travel directions in pre-event communications.

Seating

Determine seating arrangement based on event goals.

  • Include 30” x 48” of clear floor space for wheelchair seating.
  • Ensure at least a 32” wide path of travel between chairs and tables.
  • Provide companion seating for each wheelchair seating space.
  • Create wheelchair seating spaces throughout the room and not just in one location.
  • Include 24” wide or larger chairs and chairs without armrests for larger bodies.
  • Does this event/activity include a screen? If so, ensure clear lines of sight throughout the room and avoid glare.
  • Does this event/activity require participants to talk in small groups? – Create adequate distance between groups to manage noise levels in separate conversations.

Lighting

  • Ask the presenter or facilitator to mention any strobing/flashing lights, including flash photography.
  • Use spaces with adjustable lighting options or access to more natural light to reduce glare from fluorescent lights.

Sound

  • Avoid spaces that produce echo.
  • Use a high-quality microphone.
  • Test sound quality before the event. Ensure sound is clear and can be heard from various locations within the space.

Quiet space

  • Provide information about a nearby quiet, private space where participants can take a break.
  • The university also has a map of lactation spaces, which you can mention to participants.

Fragrance free

  • In addition to asking participants to not wear fragrances (in the event invitation), do not use scented products such as air fresheners, scented candles, etc. in the space.

Service animals and emotional support animals

Stage

  • Provide a wheelchair accessible ramp up to the stage.
  • Install stairs and ramp on the same side of the stage to create the same path of travel for all participants to enter and exit the stage. (For example, have everyone enter and exit on the right side).
  • Avoid including a second set of stairs on the opposite side of the stage unless a second ramp is also provided.

Rental wheelchairs

Provide wheelchair rental information to participants. Ideally this would go out in the invitation.

Managing late requests and disruptions

If someone makes a late request for an accommodation:

  • Make your best effort to fulfill the request.
  • Quickly inform the requester whether or not the request can be fulfilled.
  • Never exclude anyone from an event, even if unable to provide all requested accommodations.

If something is inaccessible during the event:

  • Pause the event. Continuing without resolving the issue means participants do not have access and miss information, performances, or activities.
  • Inform the audience. Tell participants you are pausing to address access barriers.
  • Adjust. Make any necessary changes – be creative!

Contact

Access is a shared responsibility. The following units work with you to create a more accessible university.

McBurney Disability Resource Center

Center for User Experience

Americans with Disabilities Act (ADA) Coordinator