It’s important to consider inclusive event planning for people with disabilities when organizing a university event, activity, or program that is open to the public, or when providing services to the university community. This ensures that all attendees, including those with disabilities, can fully participate in the event and enjoy a positive and respectful experience.
Accessibility Statements
All advertising, invitations, and brochures should include an access statement with the name, email, and phone number of a contact person. The contact person is the event coordinator, or someone else involved in the event planning.
Examples of Accommodation Request Tagline Statements
- [Insert your school college, division, department, unit name] is committed to creating an inclusive and accessible event. If you need reasonable accommodations, please contact [insert contact name, phone number, email]. All requests must be made by [insert date]. We will attempt to fulfill requests received after that date but cannot guarantee accommodations will be available.
- If you are an individual with a disability and need accommodation, please contact [insert contact name, phone number, email].
- If you need accommodations to attend this event, please contact [insert contact name, phone number, email]. All accommodation requests should be made no less than two weeks before the event. We will attempt to fulfill the requests made after this date but cannot guarantee they will be met.
- Persons with disabilities who are requesting accommodations for this event should contact [insert contact name, phone number, email] at least 5 business days in advance of the event.
- Sign language interpreters will be provided at this event. Please contact [insert contact name, phone number, email] for any other reasonable accommodation requests.
- This event is wheelchair accessible. To request other reasonable accommodations or discuss your needs, contact [insert contact name, phone number, email].
- We value inclusion and access for all participants and are pleased to provide reasonable accommodations for this event. Please contact [insert contact name, phone number, email] to make an accommodation request. Requests must be submitted by [insert date].
Alternate Formats
Event organizers are required to ensure that all materials for the event are available in an alternate format. Therefore, include an access statement on print materials. Provide participants with a URL to accessible electronic versions of print materials in SharePoint. Make available large-print copies of materials with a sans serif font at a font size of 18 or greater. Utilize the American Council of the Blind Large Print Guidelines to prepare large-print materials.
Examples of Alternate Formats Tagline Statements
- This document is available in alternative formats upon request by contacting [insert contact name, phone number, email].
- This document, along with all publications or handouts used in this event, is available in alternate formats upon request by contacting [insert contact name, phone number, email].
Accessible Media
Caption videos
Do not rely on auto-captions. Quality captions are (1) synchronized and appear at approximately the same time as the audio is delivered, (2) equivalent and equal in content to that of the audio, including speaker identification and sound effects, as well as punctuation; and (3) accessible and readily available to those who need or want them.
Guidelines and Best Practices for Captioning Educational Video
Describe videos
Do not rely on auto-descriptions. Quality descriptions are: (1) Accurate: There must be no errors in word selection, pronunciation, diction, or enunciation; (2) Prioritized: Content essential to the intended learning and enjoyment outcomes is of primary importance; (3) Consistent: Both the description content and the voicing should match the style, tone, and pace of the program; (4) Appropriate: Consider the intended audience, be objective, and seek simplicity and succinctness; and (5) Equal: Equal access requires that the meaning and intention of the program be conveyed.
Guidelines and Best Practices for Describing Educational Video
If you have additional questions regarding accessibility for your event, you may reach out to ARC at archelp@uwm.edu.