Planning an Accessible Event

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Every Vassar College sponsored event must be held in a wheelchair accessible location on or off campus when the event is open to the public or campus community at-large, and the event does not require advance notice or registration. Even with advance planning, relocation may not always be possible, either because of the nature of the program or the number of events scheduled or a lack of alternative accessible venues.

As an event planner, you have an ethical and legal responsibility to ensure that people with disabilities are able to attend and participate in your event. Vassar’s obligation to consider the needs of participants with disabilities extends to any event sponsored by the College, student organization, department, or group whether held on or off-site and whether or not members of the public are invited to attend. In very few circumstances, such as a private social function or a meeting where the participants are known and no accommodations are required, it may not be necessary to plan for the needs of participants with disabilities.

Making an event accessible is easier if you keep access in mind throughout the planning of your event. This may mean one or more of the following will be needed for someone to fully benefit from your planned event:

• A fully accessible location for the event, including a ramp or elevator, restrooms, eating venues, seating, etc. 
• Preparation of program or event hand-outs in alternative formats, such as Braille, for persons who cannot read standard print. The Office for Accessibility and Educational Opportunity can assist you, (845) 437-7584.
• Having a wheelchair lift van for transport of a participant who uses a chair IF transport of all others is being provided for event attendees. Vassar College has a wheelchair accessible van with a chair lift available for campus use.
• Meeting special dietary needs as you plan meals
• Providing sign language interpreters or other accommodations for persons who are deaf or Hard of Hearing which include scheduling the program in a space with a hearing loop or where assistive listening devices (ALD) can be used.  
• Responding appropriately to other requests for disability-related accommodations by seeking assistance from the Office for Accessibility and Educational Opportunity.

When planning your event

• All campus events or events open to the public must be scheduled in a wheelchair accessible location.
• Try to hold events in rooms that are inclusive and do not require individuals using wheelchairs to be isolated in one portion of the room away from the central event or activity.
• Communicate as much as possible with participants prior to the event. Events should be advertised at least two weeks in advance with the standard access statement on all publicity, including posters, flyers, web pages, electronic communication, etc. This allows people needing accommodations to request accommodations and provide you with the necessary time to arrange for the accommodation.

Access Statement

This statement MUST be included on all announcements of your event:

Individuals with disabilities requiring accommodations or information on accessibility should contact the Campus Activities Office, (845) 437-5370 [or event planner’s name & contact number].

Before the Event Begins

• As soon as possible, notify attendees in need of accommodations when their accessibility arrangements are in place. We encourage you to provide this notification in writing, such as by email. 
• Identify, label, and publicize the location of the accessible restroom, the looped room, parking, and TTY telephone closest to your event with fliers.
• Provide preferential seating toward the front of the event for attendees who are utilizing sign language interpreting or real-time closed captioning services (CART). Sign language interpreters should be situated in proximity to the event speaker and within the sight line of the person who is deaf. 
• Be sure to walk through your event venue at least three to five days before and the day of the event. Check that power-assisted door openers and elevators are operational. Verify that all paths are clear and free of steps for wheelchair access. The staff in the Office for Accessibility and Educational Opportunity are happy to walk through the site with you and make suggestions. 

During the Event 

• All event staff should be aware of their general obligation to provide accommodation for people with disabilities. At minimum you will need to identify a person who is prepared to address disability accommodation arrangements prior to the event, or consult with others for assistance in determining what is appropriate.
• Even with conscientious planning, there may be instances when a person with a disability may request accommodation moments before the event begins. Try to address their needs as best you can, and if you can’t, encourage them to make their requests further in advance to ensure their attendance and participation at the next event.

Accommodations for Persons who are Deaf or Hard of Hearing

• Commonly requested accommodations for persons who are deaf or have hearing loss include assistive listening devices (FM systems), sign language interpreters, closed captioning in real-time or for films. To arrange for a sign language or oral interpreter or CART services, please contact Campus Activities Office, (845) 437-5370. Contact Media Resources, (845) 437-7479 to arrange for use of an assistive listening device.
• The Office for Accessibility and Educational Opportunity, (845) 437-7584 will be able to direct you to resources for sign language interpreters and real time remote closed- captioning (CART) services.  The sponsor of the program is responsible for paying for sign language interpreters and real time remote closed-captioning (CART) services. These accommodations require at least a week’s advance notice to schedule an interpreter or CART services.

Alternative Print Accommodations

• For someone visually impaired, you may need to enlarge events document to a font size of 18 or larger. This can be done by changing the font size in the document or enlarging the document using a copier.
• For Braille, this print accommodation can be handled on campus for most things. Contact the Office for Accessibility and Educational Opportunity for help. Having your documents in a standard .doc format will make the process quick and easy.  The Office for Accessibility and Educational Opportunity needs at least a week’s advance notice to prepare materials in Braille. At least two weeks’ notice is required if your materials include graphics or mathematical or musical notation. 
• Some people who are blind, have low vision or reading challenges may also wish to have handouts, playbills, etc. in an electronic format for future reference. Just copy your files as a .doc file onto a CD for them or send them the document by email attachment.