Pre-Event
When you send out the invitation or notice, include a welcome message to let invitees know they can contact the planner regarding accommodations.
Your message might include text such as:
- In person: “We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. To be respectful of those with allergies and environmental sensitivities, we ask that you please refrain from wearing strong fragrances. To request an accommodation or for inquiries about accessibility, please contact (name, email, phone).”
- Virtual: “We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. To request an accommodation or for inquiries about accessibility, please contact (name, email, phone).”
- Make sure you follow up on all requests received. If it appears you will be unable to meet a specific request, follow up with the individual who made the request to determine whether an alternative arrangement can be made.
At the Event
Consider assigning a note-taker for events, particularly when no materials are made available to participants. If the event is hybrid (being delivered in person and online), turn on the closed captioning feature on Zoom, and save it as a transcript. Many presentations can be challenging for individuals with disabilities, (such as a learning disabilities or ADHD, for example), and having notes available following a presentation can make it easier for these individuals to review and retain the information provided.
Event organizers may also want to consider accommodations required for sign language interpreters should they be provided by an attendee. This may include having space for the interpreter at the front of the room (for in-person events), and having the interpreter appear on camera for virtual events.
Post-Event
When sending post-event surveys, include questions asking participants to provide feedback on the availability of accessibility accommodations and quality of those accommodations.