Oregon State University

Accessible Event Planning

View the content of this page as documents: Accessibility Guidelines for Advertisements (pdf), Accessibility Guidelines for Planning Events (pdf).

Accessibility Guidelines for Planning Events

All Oregon State University entities are responsible for ensuring that their programs, services, and activities are accessible. This document attempts to help guide entities through the process.

Why is Accessibility Important?

As a university we strive to be inclusive to all members of our community, including the 1:31 students who have a registered disability and many other members of our community with disabilities.

Under the Americans with Disabilities Act Oregon State University is required to provide access to programs and services to all qualified participants regardless of disability.

Considering accessibility when planning events can benefit the experience of all participants by creating a more diverse group. Also, many accessibility checks, such as good lighting and sound, wide walkways, captioning, etc., can benefit everyone.

Accessible Route and Location Access Considerations

  • Parking
    • Nearby ADA designated parking
  • Route & Entrance
    • Route from ADA parking to entrance is flat and paved
    • A ramp is available where exterior steps lead to entrance
    • Clear signage to an accessible entrance (if main entrance is inaccessible) is present
    • The door has a lever style handle (not a knob) and is relatively light, if the door is not automatic or held open
  • Event Location
    • The furniture is moveable, or in fixed seating areas, accessible seating options are available for participants with mobility disabilities
    • Interior walkways are wide (at least 36”)
    • There is plenty of space to maneuver around tables
    • The lighting is good
    • The acoustics are good, and in rooms where audio will be amplified (microphones), assistive listening devices are available for participants who are hard of hearing
    • Reserved seating near front for participants who are Deaf or hard of hearing is available
    • Stage and projector screen is easily visible (if in use)
    • Restrooms with accessible stalls are located near event location(s)
    • Clear signage indicates location of accessible restrooms and elevators
    • Electric cords crossing walkways are covered

Event Advertisements

Advertisements include brochures, flyers, position announcements, web flyers, email blasts, Facebook event pages, OSU Today event ads, etc.

All advertisements must include the following statement to ensure accessibility accommodations can be requested:

  • Accommodation requests related to a disability should be made by [specific date] to [sponsoring department contact person, phone number, and email address].

Informational Publications

Informational publications are considered any educational or informative materials and include brochures, pamphlets, reports, catalogs, etc.

All informational publications should include the following statement:

  • This publication will be made available in an accessible alternative format upon request. Please contact [sponsoring department contact name, phone number, and email address].­

Accommodation Requests

Individuals attending campus events must be given the opportunity to request accommodations within a specific time period. See advertisement section.

Types of common accommodations include:

  • Preferential seating
  • Portable amplification systems
  • Sign language interpreters
  • Captioned media
  • Alternative formats for printed materials
  • Program relocation to a more accessible space

For questions regarding accommodations please contact Disability Access Services.

Conferences or Program Registration Forms

Registration materials should include a statement describing procedures for requesting accommodation(s) along with a contact person. See advertisements section.

To help with advanced planning consider including the following on registration materials:

  • Please indicate the accommodation(s) that you need for your conference stay:
  • ___Wheelchair accessible lodging

    ___Dietary restrictions

    ___Electrical power source for recharging batteries (specify voltage)

    ___Assistive devices (specify types)

    ___Sign language interpreter

    ___Real-time captioning

    ___Assistive listening devices (specify types)

    ___Audio-taped materials

    ___Sighted guides for assistance to and from specific sessions

    ___Large print

    ___Braille

    ___Other (specify)

If lodging and/or meals are coordinated through the event, an opportunity must be provided to request accommodations related to diet and lodging.

When talking to hotels:

  • Check with hotels to ensure they understand the level of their accessibility and have procedures for providing access to their facilities
  • Determine an alternative plan for meeting rooms or facilities that are not accessible.

Accessibility Guidelines for Event Advertisements

All Oregon State University entities are responsible for ensuring that their publications, advertisements, programs, services, and activities are accessible. All event advertisements must include a statement describing how to request accessibility accommodations. This document attempts to help guide entities through the process.

Information that must be on all publications describing service, programs, or activities

This includes brochures, flyers, position announcements, web flyers, email blasts, Facebook event pages, OSU Today event ads, etc.

  • Accommodation requests related to a disability should be made by [specific date] to [sponsoring department contact person and phone number].

Please note that a general statement is included in print templates consistent with brand identity guidelines.

If an accommodation has already been secured, such as a sign language interpreter or specific equipment, note that as well. For example:

  • FM amplification systems are available.
  • Sign language interpreting will be provided at the April 15th performance.

If Accommodation Requests Are Made

As accommodation requests are made for your conference, program, services, or event, your next step is to provide the requested services.

Typical accommodations include:

  • Preferential seating
  • Portable amplification systems
  • Sign language interpreters
  • Captioned media
  • Alternative formats (large print, braille, electronic copies) of printed materials
  • Program location to a more accessible space

For questions regarding accommodations for university sponsored events please contact Disability Access Services.

For questions regarding policies or accessibility in general please contact the Office of Equity and Inclusion.

Contact Info

Equity and Inclusion
526 Kerr Administration Corvallis, Oregon 97331 Ph: 541-737-3556 Accessibility Email
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