As an event planner, you can create experiences that are not just accessible, but welcoming. Good design is a process. Any progress toward inclusion is a success! 

Accessible events benefit not only individuals with visible or known disabilities but also help to ensure that all participants/attendees, including individuals with non-obvious disabilities and/or chronic health conditions and people of all ages and body types, can fully engage in the program.

For more information please contact events@kenyon.edu. 

Ask

  • Invite lets invitees know they can contact the planner regarding accommodations. Your message might include text such as:
    We strive to host inclusive, accessible events that enable all individuals to engage fully. To request an accommodation or for inquiries about accessibility, please contact (name, email, phone).

Check the Venue in Advance

Mobility 

  • Accessible bathrooms, accessible parking, accessible entrances, button doors, elevators, and gender-neutral bathroom features are identified in the Kenyon event management system, EMS. 

  • Paths of travel should be flat, clear of debris, 36 inches wide, including cord covers, and a common route for all guests whenever possible.

  • Accessible seating options should be integrated throughout the seating area with a minimum of two distinct options.

  • Allow comfortable space for service animals.

Visibility

  • Clear directional and event signage (portable A-frame sign stands are available and can be requested in the event management system, EMS).

  • Projection screen visible from all seats, particularly accessible seating.

Technology

  • Electrical outlets and surface areas are available in accessible seating areas to accommodate devices.

  • Digital meeting platform offers accessibility features such as closed captions and transcripts.

  • Test the technology and work with captioners and other providers before the event to ensure the technology is connected correctly. 

Sound

  • Limit background noise.

  • Seating is available near the presenter for lip reading.

  • Well-lit space for an interpreter.

  • Audio outputs can be heard clearly.

Digital and Print Materials

  • Ensure that all handouts, programs, and printed materials are available digitally for people who use assistive technology to read.

  • Design digital materials so they adhere to the most recent version of the World Wide Web Consortium’s guidelines (WCAG).

  • Use plain language.

  • Provide event schedule/structure details in advance.

  • Post a QR code that links to the presentation and event materials.

  • Share digital materials in advance.

  • Audio/video content should consist of captioned multimedia only. Include the word "captioned" when you search for material. Consult the Communications and Video Accessibility Act (CVAA).

  • Send accessible Gmail announcements by including event details as text and by adding alternative text to all images.

During the Event

  • At larger events or events with scheduled accommodations, designate someone to be responsible for accommodations and help.

  • Provide multiple means to share information and participate. For example, allow participants to send comments digitally and anonymously during an in-person event.

  • Enable captions on pre-recorded videos and live auto transcripts.

  • If food will be served, clearly indicate allergens and gluten-free, vegan, vegetarian, or other options

  • If your event includes a Q&A, repeat questions the audience posts before responding, especially if there is no roving microphone available. 

Follow Up

  • Ask questions about event access in your event evaluations. This feedback will help with designing your next event. 

    • Were you able to request disability-related accommodations?

    • Were you able to fully participate in this event?

    • Do you have feedback on how to make this event more accessible?

  • Provide all attendees with a way to report access barriers.

Design Together, Not For

  • Ensure that programming is planned with the full and direct participation of individuals affected by programming.

  • Multiple ways exist to contact the event planner(s).