Main menu

Planning an Event

The University is committed to accessible and inclusive experiences for all its diverse community members. Our goal is to design events that are welcoming to all attendees and to reduce the need for retrofitting and individual accommodations. You are welcome to contact DRC if you receive questions about accessibility or an accommodation request, or simply for advice or consultation.

ASL Interpreting and CART Captioning

If you receive a request for a Sign Language interpreter or real-time captioning, the Disability Resource Center will schedule and provide those services. Requests can be submitted online or by contacting Catherine Mazzola or 520-626-4471.

Accessible Transportation

Disability Resources is available to assist departments and individuals arrange for wheelchair accessible vehicles. Accessible vehicles rent at the same cost as equivalent, non-accessible vehicles through UA Motor Pool. You can arrange for an accessible vehicle through Sherry Santee at 520-626-5490 or

Activities, Team Builders and Ice Breakers

Events can include a variety of activities that may pose accessibility challenges and require advance planning. Assure that any films or audiovisual content is captioned and be prepared to audio-describe visual content. If activities are a part of the event, consult with DRC to maximize participation and engagement for all attendees.


DRC can produce Braille materials for your event. Contact Annissa Corsi, Coordinator for Document Conversion, at or 520-626-8988.


If your event includes film or video, plan to use only captioned material. Contact Annissa Corsi at or 520-626-8988 for assistance in locating captioned films and Web content or to consult on other options.  Read more about the UA's Commitment to Captioning

Statements for Captioning Access

  • For Live events such as Facebook Live or YouTube Live: 
    To request captions of this live event as a disability-related accommodation, please contact NAME and EMAIL.
  • For recordings of events, such as seminars, ceremonies, etc: 
    To request a captioned version of this media as a disability-related accommodation, please contact NAME and EMAIL.

If you receive a request, contact for assistance in providing requested accommodations.

How Venue Choice Impacts Disability Access

The type of venue you choose for your event will significantly impact the experience of your participants. Most buildings and rooms on campus are accessible, but some are not, and each event space will offer varying degrees of inclusion. Any time you can ensure that all of your participants can use the same entrances, routes, and furniture, it increases the inclusiveness of your event and reduces the need for individual accommodations. 

Assistive Listening Systems

For all types of events, assistive listening is an important consideration. Rooms with PA systems, e.g., a microphone, generally have an Assistive Listening System (ALS) already installed. An ALS amplifies the sound in a room for individuals who are hard of hearing. 

Information about whether a room has an ALS is available on the Classroom Technology Services website under the "Equipment" category for each individual room. If you receive a request for assistive listening from a participant and your room is not equipped, please call (520) 621-3268 or email

Venue Type

The information below includes recommendations about what kinds of venues to use for different types of events. For information about access in specific centrally scheduled classrooms, consult the Classroom Access Information page. For non-centrally scheduled spaces, such as the Student Union and department controlled spaces, contact the individual department to discuss access. 

Large Lectures, Presentations, and Panel Discussions


  • Depending on the size of the audience, tiered and sloped lecture halls, auditoriums, and larger Collaborative Learning Spaces are most suitable. 
  • Ideally, choose a venue that offers a choice of multiple accessible seating locations, e.g., at both the front and back of the room. 
  • Only certain lecture halls offer accessible routes to the stage or teaching area directly from the audience seating. If individuals will need to access the stage or teaching area from teh seating area, make sure you choose a room that provides this type of access. 
  • Ask speakers, presenters, and panelists about whether they have any disability access needs. 


  • Rooms/lecture halls that do not offer a choice of multiple accessible seating locations
  • Rooms/lecture halls that are tiered (with steps) that do not provide access form the seating area to the teaching station or stage if that is required for presenters or participants 

Interactive Discussion, Collaboration, or Workshop


  • Collaborative Learning Spaces, conference rooms, or flat classrooms with movable tables and chairs that offer a choice of seating throughout the room. 


  • Flat classrooms with movable desk armchairs. The furniture arrangement is these rooms often creates barriers or people with disabilities. 
  • If you prefer these types of rooms, an accessible table can be requested from Facilities Management by calling (520) 621-3000. 

Tabling Event, Career Fair, Showcase, Exhibit 


  • Open and flat floor space, with tables and chairs that can be rearranged, e.g., Ballrooms, Collaborative Learning Spaces, flat classrooms with movable tables, foyers, or courtyards.
  • Flexibility and ample space are key, allowing for clear aisle ways of 7 feet. 
  • Ask exhibitors to remain behind the tables and keep all exhibits on the tables to help keep access aisles open and flowing. 


  • Tiered or sloped spaces
  • Rooms with fixed furniture
  • A-frames, easels, or other free standing presentation methods that will affect the width of access aisles 

Banquets and Luncheons 


  • A venue that will allow for aisles of 7 feet between tables when chairs are pushed in, e.g. Ballrooms, Collaborative Learning Spaces, flat classrooms with movable tables, foyers, or courtyards


  • Tiered or sloped spaces or rooms with fixed furniture
  • Rooms with movable desk armchairs 

Marketing and Materials

Be sure that any materials you distribute or present are accessible or available in an accessible format.

  • Consider posting your materials online, or emailing to participants, in advance.
  • If you plan to distribute paper copies, consider having a few copies available in large font (20 point).
  • How to create an accessible PDF 
  • How to create accessible Power Point presentations
  • In your advertising, recruitment and marketing materials, consider where and to whom you outreach.  Consider a wide range of locations and contacts to increase the diversity in your participants.  

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:


To appear on calendars, posters, flyers and other announcements or advertising for the event:
With questions about access or to request any disability-related accommodations that will facilitate your full participation in this [insert text: workshop, training, seminar] such as ASL interpreting, captioned videos, Braille or electronic text, etc. please contact: {insert name and contact information including an e-mail or phone number}.


To appear on catalogs, brochures, and other University publications:
To request this information in an alternate format (Braille, digital,or large print) please contact {insert name and contact information including an e-mail or phone number}.

Registration Forms/RSVP's

To appear on printed and on-line registration materials:
Please describe any disability-related accommodations that will facilitate your full participation in this [insert text: workshop, training, seminar] such as ASL interpreting, captioned videos, Braille or electronic text, etc.

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, and phone}.

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 Resources at


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.