Guidelines and Considerations for Accessible Event Planning

These guidelines are intended to help event planners understand how to support accessibility or an accommodation need. The main goal is equal access and effective participation to all of IC's (Ithaca College's) community regardless of disability. While there might not be an accommodation solution for every situation, the key is communication and an interactive process.

Budget and Financial

Most accommodations are relatively inexpensive (if accessibility is considered during all phases of planning) but a few things, such as live captioning, might require additional funding. If you have an unexpected or specific need for event accommodations, consult ADA Coordinator Linda Koenig (lkoenig@ithaca.edu; 607-274-7761).

As a general example, live captioning for an event could cost around $140-$200 per hour. This is one service that can provide equal access to someone who is deaf or hard of hearing and needs a real-time transcript of what is said during the event.

Choosing a Physical Event Location

Events should be held at a location that is physically accessible unless doing so would fundamentally alter an essential function of an event (i.e., a walking tour through the natural lands) - though if your event encompasses multiple options you may want to plan accessible alternatives to ensure inclusivity! While many of Ithaca College's event spaces are accessible, factors you should consider when searching for a location include:

  • Availability of nearby parking (including accessible parking spaces)
  • Whether there are stair-free entrances/exits close to the event space
  • Working accessible buttons
  • Location of elevators if the entrance/exit is not on the same floor
  • Proximity of available bathrooms
  • Availability of handrails if stairs or ramps are present
  • Availability of accessible seating (or space to create accessible seating areas)
  • Accessibility of circulation paths if event attendees are expected to move during the event (i.e., a speaker coming onto a stage, or spaces between booths or tables to accommodate a wheelchair or scooter)

To improve the accessibility of the physical space, you may also want to consider additional sensory elements, such as:

  • Availability of natural lighting or alternatives to fluorescent lights
  • The presence of flickering or buzzing lights
  • Loud machinery that may trigger sensory sensitivities (e.g., HVAC systems, vending machines, etc.)
  • Ability to control ambient temperatures

It may be necessary to plan certain events far in advance to ensure availability of an accessible space. If you cannot identify an accessible space during the time you planned the event, consider rescheduling until an accessible space becomes available or connect with the ADA Coordinator (lkoenig@ithaca.edu) to discuss an equally effective alternative access plan.

Removing communication barriers

A major component of hosting an accessible event includes planning for and providing accessible communication. This can include:

Some communication barriers can be addressed without a specific accommodation request (e.g., captioning all pre-recorded material, having ALDs available in event spaces) while others are typically provided upon request (such as live captioning and ASL interpreting).

Modifying Policies, Practices, and Procedures

Event planners should also be aware that policies, practices, and procedures may need to be modified in order to accommodate a person with a disability. For example:

  • A policy prohibiting animals at an event should be modified to allow a person to attend with a service dog
  • A policy prohibiting a participant from bringing a bag into an event may need to be modified if that bag contains essential medical supplies
  • Seating policies can be modified to allow for early access or preferential seating needs

Opposing accommodation needs

An accommodation is needed when an individual with a disability requires an alteration to effectively communicate or participate fully at an event. Occasionally, the needs of two people with disabilities may be in conflict and additional accommodations or modifications may be warranted. Some examples and possible solutions include:

  • A person with a service animal and a person with a debilitating allergy
    • Preferential seating to allow for maximum separation
    • Flexing schedules when moving from one space to another to avoid or reduce contact
    • Helping to identify multiple paths of travel
    • Allowance for breaks for food or water if medication is required
    • Providing alternatives to in-person requirements
    • Use of portable air purifiers in event spaces
  • A person with low vision needing increased lighting and a person with a light-triggered disability (such as migraines)
    • Provide high-contrast or digitally accessible formats of materials ahead of time
    • Allow for a personal light or lamp at the event
    • Utilize natural lighting when available
    • Use light filters to reduce the impact of glare
  • A speaker with a disability that impacts the clarity of their speech and an attendee with a disability that affects their ability to process speech
    • Allow for audio recording so content can be reviewed after the event
    • Provide speech-to-text or transcription options
    • Pair the attendee with an aid who can provide clarity

This is not an exhaustive list of scenarios nor possible solutions. Providing effective access and accommodations requires individualized and unique solutions. It is also always important to involve the person (or persons) in the conversation to determine what solution(s) might be most appropriate in any situation.