Selecting a Venue

Accessible parking is available nearby

There is an accessible path to the entrance and an automatic door opener. Signage denotes accessible entrance - refer to Campus map.

The path must be unobstructed and involve no steps. 

There is a working elevator that is large enough to accommodate a power wheelchair.

There is enough room in the event space for wheelchairs (including power chairs) to move through aisles (36” wide) and find seating.

There are accessible and gender neutral restrooms with Braille signage.

For large venues (30+ people), there is a working PA (Public Address) system and a roving microphone. 

Assistive listening devices are available (see options).

There is a well-lit space for an interpreter.

There is seating near the presenter for lip reading.  If a mask needs to be worn, consider providing a clear mask to the presenter(s) (available from Disability Services).

There is space for service animals during the event and, for long events, an accessible route to toileting and watering facilities for the service animal.

Electrical outlets are available in accessible seating areas to accommodate devices, laptops, etc. - especially if CART services will be provided.

Review the lighting in terms of buzzing, flashing and other sensory aspects of the environment. Check that the lighting can be adjusted.

Discourage the use of scents (ie, perfume, candles, incense) in the space and by others at the event. For example, include a note in advertising materials or invitations to the event.

Accessibility is included in emergency planning (building evacuation, etc.)

If the speaking area is elevated, is there a ramp to allow access for the speakers, presenters, and/or ASL interpreters? If an ASL interpreter is requested, provide seating for the interpreter near the speaker.

 

Prior to the Event

Invitations, registration forms and website information meet accessibility guidelines. (contact ITSHelp@colgate.edu for an accessibility check)

“CART captioning provided” is included in flyers and other communications for the event when applicable.

Disclose the use of strobe lights, surround sound and/or large format video, fireworks or other unusually loud elements through registration materials, registrant confirmation or other communications.

On event communications, invite attendees and presenters to request accommodations if needed.

E.g. “We strive to host inclusive, accessible events that enable all individuals, including those with disabilities, to engage fully.  To request accommodation or for inquiries about accessibility, please contact (name of event planner, email, phone) by (date).”

CART is recommended for events with 30+ participants. In addition, CART must be arranged for when requested as an accommodation regardless of the size of the event. (see CART and ASL Services). NOTE: If an ASL interpreter is requested as an accommodation, it is not appropriate to substitute CART for ASL.

Provide presenters with a checklist for accessibility considerations (see Session Leader - Presenter’s Checklist)

If ordering food for the event, consider alternative food options for participants with dietary restrictions or food allergies.  Invitations and promotional materials contain language indicating how attendees can communicate dietary restrictions, needs or preferences.


Day of the Event

If accommodations have been requested, designate someone to be responsible for following up on those accommodations (seating, captioning, clear pathways, etc.). Ask them to review the Disability Etiquette / Communication Considerations.

If offering a buffet, the food is at a level accessible to wheelchair users (not higher than 34” from the floor).  Staff are available to assist guests as needed.

If food is provided, clearly indicate allergens, ingredients, and types of foods such as: gluten-free, vegan, vegetarian or other options. 

Ensure materials to be distributed are available in alternative formats (digital, large print).  See Create Accessible Content.