Events/Meetings

Events Checklist

The following checklist reflects best practices to create an accessible in person or virtual event. For any additional questions about facilitating accessibility at your event, contact the Office for Campus Accessibility at adaaccess@tulane.edu.

All Events

  • Include a clear statement indicating how attendees can request accommodations, such as “Please contact _____ (event planner name) at ____ (number / email) at least two weeks in advance of the event if you have accessibility needs and need a disability-related accommodation to participate.”
  • Identify a dedicated accessibility event staff member and ensure all event staff are informed of this person's contact information
  • Ensure digital and printed event communications/marketing, presentation slides, videos, handouts, and graphics are accessible (see more information below)

In Person Events

  • In digital and printed event communications/marketing, identify the locations of (1) accessible parking closest to event venue, (2) accessible entrances and exits, and (3) accessible paths of travel from parking to entrance to venue
    • If necessary, create an accessible drop-off and pick-up zone near the accessible entrance with clear signage directing attendees
    • If necessary, provide golf cart or shuttle transportation between accessible parking on campus to the accessible entrance of the event venue
    • If the event is not on the first floor, ensure there are elevators with accessible controls to access the event space
  • Ensure use of at least one accessible entrance for an indoor venue (step-free with a minimum 32-inch-wide door)
  • Create ingredient lists indicating allergens for all food and beverages
  • Ensure speakers utilize a microphone and face the audience
  • Reserve Accessible Seating
    • For individuals with ambulatory disabilities (cane, walker, crutch, brace, etc.), reserve seating that is close to the accessible entrance with minimal steps to access the designated seating
    • For individuals utilizing wheelchairs, reserve seating that is close to the entrance/exit and does not require any use of stairs or steps
    • For individuals utilizing ASL and/or captioning, reserve seating as close to the screen and/or interpreter as possible

    Minimum Number of Required Wheelchair Accessible Spaces in Assembly Areas (Does Not Include Additional Accessible Spaces for Ambulatory Disabilities)

  • 4 to 25 Seats: 1 Space
  • 26 to 50 Seats: 2 Spaces
  • 51 to 150 Seats: 4 Spaces
  • 151 to 300 Seats: 5 Spaces
  • 301 to 500 Seats: 6 Spaces
  • 501 to 5000 Seats: 6 Spaces, plus 1 for each 150, or fraction thereof
  • Over 5001 Seats: 36 Spaces, plus 1 for each 200, or fraction thereof

Online Events/Webinars

  • Pin ASL Interpreters throughout the course of the event so they are continuously visible
  • Enable live captioning
  • Test platform features (Q&A, polling, breakout rooms, etc.) before event
  • Allow attendees to adjust the display of captions, interpreters, and speakers

Digital Accessibility

  • Utilize Microsoft Office's Tools for reviewing accessibility of PowerPoints, Word Documents, PDFs, etc.
  • Review Tulane’s Best Practices about Digital Accessibility & Accessible Presentations
  • Schedule a 1:1 with Samone Collins, Digital Accessibility Coordinator, for a review of event communications & marketing
  • Capitalize each word in hashtags (e.g., #TulaneUniversity, not #tulaneuniversity)
  • Avoid sending image-only communications or advertisements
  • Add captions to all videos
  • Write in plain language by utilizing headers, lists, tables, action verbs, and simple tenses
  • Use high-contrast text to image background
  • Use large print, high-contrast colors, and sans-serif font (e.g., Helvetica, Arial, Open Sans)
  • Add alternative text (alt text) to describe images. For example:

      • Alt Text: A student walks on a sidewalk at Tulane University, illuminated by sunlight filtering through the trees.