Although this guide will assist you in creating an accessible and inclusive event no event can be completely accessible and inclusive to all people.  You will need to have the ability to provide individual accommodations for your event upon request.

• Definition of Accommodations vs Accessibility
  • Accommodations are different from accessibility in that they are specific and individualized for one community member. Accommodations are in place to support individuals when general accessibility principles are not sufficient. Essentially, accommodations are an individual request through a defined process. Specific accommodations may vary depending on the size of the event.  A small meeting may have less accessibility built in such as Sign Language Interpreters or CART Providers and need more individual accommodations.
• Accommodation Examples
  • Audio descriptions of visual materials or activities
  • Braille or tactile handouts
  • Captioning Services
  • Sign language Interpreters
  • Quiet spaces as alternatives for attending the event.
  • FM Audio System
  • Handouts in an accessible format

“The Georgia Institute of Technology strives to build a culture of belonging where all members of the community feel valued. For questions about accessibility or to request accommodations, please contact [name] at [phone] or [email]. Every effort will be made to provide reasonable accommodations upon request.”

• Visit the prospective site of the meeting or event in advance.

• Conduct an assessment of the venue for accessibility starting with the surrounding area and parking lot.

• Confirm that ADA parking for cars and vans are available as well as a guest drop-off that is close to the venue.

• The venue should be well-lit.

• Check for adequate directional signage indicating accessible parking, travel routes, and entrances.

• Assess the pathway to the entrance. Are there curb cuts from the parking lot? Are there ramps or elevators? Are there stairs?

• Assess the facility, including meeting rooms, dining areas, and restrooms for accessibility.

• Doors should open easily.

• Designate a contact person to respond to and address requests for disability accommodations.

• For larger events, include a section about accessibility available at the venue on your event website along with contact information for questions.

• Use a variety of mediums to promote the event. (ex. print, email, accessible website, and captioned video)

• Publicize the event early and allow yourself time to put accommodations in place.

• Include a statement on web pages, captioned videos, emails, flyers, and other forms of promotion and registration materials that explains how to request a reasonable disability accommodation and who to contact with questions about accommodations and event accessibility.

• Include a field in your registration for guests to indicate any necessary accommodations or dietary concerns.

• Be prepared to accommodate mobility devices, assist with orientation to the facility, provide sign language interpreters, captioning, Computer-Aided Real-time Translation (CART), material in alternative texts, dietary and other accommodations.

• Provide alternative registration options. (ex. email, text message, phone)

• State that materials are available in alternative formats and will be provided upon request.

• Registration and meeting materials as well as food and beverages should be placed where they are accessible to a person in a wheelchair.

• Tables should allow knee clearance for individuals using wheelchairs. Avoid long tablecloths and allow sufficient room for individuals using mobility devices to approach tables and turn around easily.

• Allow adequate clearance around and between tables, so people using mobility devices can navigate easily.

• Integrate accessible seating throughout the room allowing open spaces for people using wheelchairs.

• Make sure there is seating with a clear view of the interpreter for people who are deaf or hard of hearing.

• Be prepared to provide an adjustable and/or accessible podium for speaker access. Accommodations for speakers may include but are not limited to: a ground-level podium or an accessible ramp to the stage or assistance with technology.

• Be prepared to allow space in the front of the room for a sign language interpreter as well as a CART reporter and equipment.

• Accessible restrooms should be in close proximity.

• Staff should understand that service animals are allowed.

• Make sure there are accessible routes for individuals using wheelchairs and other mobility devices in the seating areas.

• Do not use tables with attached seating.

• Alert your caterer early to any dietary concerns. The menu should account for dietary restrictions. Discuss with your banquet captain how you will identify individuals who have requested a special meal.

• Inform presenters of the process for requesting accommodation and who to contact for accommodation and event accessibility information.

• Ask presenters for presentation materials well in advance in order to timely create alternative formats.

• Provide copies of materials to interpreters and/or CART reporters in advance.

• Make sure visuals and text can be seen from the back of the room.

• Speakers should use a microphone.

Georgia Tech Special Events and Protocol

• Accessibility Tips
• Accessible Meeting Facilities Questions to Consider and Checklist

Center for Inclusive Design and Innovation

• Captioning Services