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.
- If you receive a request from a participant, DRC will work with you to provide captions for your event. Contact DRC at 520-621-3268 or email@example.com.
- Communication Access services such as ASL Interpreters, CART Captioner, and assistive listening device, can be reserved with our communication access request form.
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 firstname.lastname@example.org.
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.
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 email@example.com.
- 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 firstname.lastname@example.org.
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.