Communication Access for Events

Below are tools and resources to ensure all information communicated at your event is accessible. Providing full access involves both proactive planning and possible implementation of disability-related accommodations. In addition to information provided on our Communication Access section, we created a Captioning Decision Guide to help you determine the best options for your event or you can review information provided below. 

Note: Always include a disability access statement on any of your event materials.   

Planning Captioning for Events  

  • Best practice for any event is to budget for captioning.   
  • If your UA sponsored event includes a large number of students and/or employees, please contact DRC for consultation about disability access.  
  • At a minimum, proactively provide access for all participants by enabling auto-captioning (machine-generated) within your event platform, if this is an available option.  
  • Event information should disclose the use of auto-captioning when used.  
  • Proactively, and accurately, caption any pre-recorded media planned for the event.   

Auto-Captioning (Machine-Generated Captions)  

Auto-captions are beneficial for many users but are not accurate enough to be ADA-compliant. However, auto-captioning services can serve as supplemental access and event notes for all participants. This should be provided as a minimum option for all virtual/hybrid events.  

Post Event Captioning  

You must have accurate captions, or at a minimum a posted transcript, if your event recording is hosted on an Arizona website or shared via email.   

  • View "adding your captions" for tutorials and resources  
  • Work with a captioning vendor to acquire accurate captions or transcription files.   
  • When posting a transcript, also provide a method for a viewer to request a captioned version of the media. If a request is made, contact DRC.    

Disability-Related Accommodations for your Event  

DRC provides communication access accommodations at your UA sponsored events. If you receive a request from a participant for these disability-related accommodations, please follow these guidelines or contact us at

ASL Interpreting and CART Captioning  

Prior to your event  

  • Ensure there is space for 1-2 ASL Interpreters and/or CART Captioners in the front of the room, near presenters.   
  • Provide handouts, PowerPoints, or other materials at least two business days in advance.  
  • Provide online meeting event details (e.g., Zoom meeting ID) at least three business days in advance.   

Assistive Listening  

An Assistive Listening System (ALS) amplifies the sound in a room for individuals who are hard of hearing. Examples include induction loop infrared, and FM-style systems. 

  • If your event space is on campus and has microphone, ALS is generally available. Please contact Classroom Technology Services (CTS) in advance of the event at (520) 621-3852 to ensure a sufficient number of devices will be available.  
  • Access in classroom spaces can be verified on the Classroom Technology Services website or by emailing   
  • For events hosted at Centennial Hall, the Student Union, and Gallagher Theater contact the venue's staff.   

If you receive a request for assistive listening from a participant and you have questions, contact us at   

Audio Description   

Audio description, also referred to as a video description, is a narration service that describes elements of a performance for blind or visually impaired individuals.