Best Practices for University Events and Programs

To help ensure accessibility in all programs, courses and events at the University of Illinois, the following accessibility guidelines are strongly encouraged for any event, symposium or meeting.

1. Publications should include the following statement or its equivalent:

"Alternative accessible formats of this document can be obtained upon request by contacting (name, host department) at (phone number, e-mail)."

Incorporate this statement into e-mail messages if mailed as an attachment of post on Web site as appropriate.

2. Registration materials and program announcements, which include bulletins, fliers, brochures, letters, public service announcements, or other materials used to inform the public of the event or program should also include the following statement:

"If you will need disability-related accommodations in order to participate in this program/event, please contact (name, host department) at (phone number, e-mail). Early requests are strongly encouraged to allow sufficient time to meet your access needs."

Note: A program may designate a date by which it would like to receive accommodation requests. However, a program may not refuse to provide an accommodation because the request was not made by the designated deadline. The program must try to provide the accommodation.

3. If the event includes a meal, the registration materials should include the following statement:

"If you have special dietary needs, please contact (name, host department) at (phone number, e-mail)."

Disability Access Questions for the Program/Speaker

Has an interpreter or CART stenographer been contracted to attend?

• If a person with a hearing impairment is known to be a participant, an interpreter or CART stenographer should be hired. Contact the DRES Staff Interpreter at (217) 649-0210.

Will a video be shown?

• Videos should be closed captioned. It will be necessary to contact the speaker to find out. If it is not captioned, contact the Text Conversion Office at DRES at (217) 244-5785. Be aware that it can take 2-3 weeks to caption videos. If it is not possible to caption the video, a written transcript can be obtained in its place.

Will there be a PowerPoint presentation?

• PowerPoint presentations should be converted to an accessible format. That may include an electronic format, Braille, or large print. Presenters can make accessible electronic formats by using the Accessibility Wizard for Microsoft Office. Contact the Text Converter Office at (217) 244-5785 for more information.

Will printed materials be handed out?

• Materials that are disseminated in hard copy should also be made available in alternative formats: e-text, Braille, and large print. Contact the Text Conversion Office at (217) 244-5785 for more information.

Is the site of the program/event accessible?

• Accessible transportation is available from transportation hubs and hose hotels to program venues.
• Accessible parking along an accessible route to program venue entrances is available.
• An ADA-accessible entry is available.
• Elevator access is available if programming is offered on multiple floors.
• Wheelchair-accessible restrooms are located near the meeting room(s).
• Meeting rooms are well lit, have good acoustics, and are located in areas with little background noise.
• ADA sleeping rooms are available in the host hotel(s).
• Directional signage to accessible restrooms, entrances, etc. is present.
• Meeting rooms are arranged to allow for extra room capacity and table space to accomodate wheelchairs and assistance animals, including banquet/reception/meal areas.
• A clear line of sight to the interpreter/captionist is allowed from an appropriate number of seats in the audience.
• Toileting space for assistance animals is available.

Have potential accomodation expenses been considered in event budget planning?

• Costs for such accomodations such as sign language interpreters, real-time captioning, assistive listening devices and alternative format media production should be factored into the event/program budget.

Event Planning Accessibility Resources

Division of Disability Resources and Educational Services
ADA Accessibility Guidelines for Buildings and Facilities
Department of Transportation Disability Resource Center

Next step: Resources