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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

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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 cmazzola@email.arizona.edu or 520-621-4471.

Accessible Transportation

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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 ssantee@email.arizona.edu.

Activities, Team Builders and Ice Breakers

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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.

Braille

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DRC can produce Braille materials for your event. Contact acorsi@email.arizona.edu Annissa Corsi, Coordinator for Document Conversaion, at acorsi@email.arizona.edu or 520-626-8988.

Captioning

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If your event includes film or video, plan to use only captioned material. Contact Catherine Mazzola, Coordinator for Communication Access, at cmazzola@email.arizona.edu or 520-626-4471) for assistance in locating captioned films and Web content or to consult on other options.

Location

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Choose a location that is accessible to wheelchair-users and supports the possible use of accommodations. Most facilities at the University 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:
    • Is it level or ramped?
    • Does it have either an accessible door or automatic door opener?
    • Can ALL participants enter and exit together?
  • Availability of wheelchair accessible seating in a space that allows for wheelchair-users to sit with their friends
  • Clear signage (entrance/exit, flow of traffic, elevators, parking, restrooms, etc.)
  • Accessibility of restrooms and drinking fountains
  • Adequacy of lighting and space.
  • Is the space appropriately lighted for its intended use? Is there adequate space for Sign Language interpreters, service animals, wheelchair maneuverability, etc.?
  • Does the path of travel to the venue present barriers like gravel, uneven surfaces, curbs, stairs?
  • Accessibility of outdoor space

Campus Resources:

Marketing and Materials

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

  • 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:

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 e-mail or TTY number}.

Publications

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

Registration Forms

To appear on printed and on-line 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, Braille or electronic text, transportation, lodging, dietary requirements, 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, 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 Resources at drc-info@email.arizona.edu.

Signage

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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.