Creating Accessible and Inclusive Meetings or Events

Advancing Access for Everyone: A guide for groups and organizations

Identifying and removing barriers to access throughout the event planning process will result in a more inclusive and welcoming experience for all our campus event attendees.

Follow these step-by-step guides for a successful and inclusive event:

1. Early Planning Considerations
  • When possible, include people with disabilities in all stages of event planning.
  • Consider the date and time of your event to minimize barriers related to length of day, number and duration of breaks throughout the event, availability of transportation, and religious observances.
  • Designate an Event Access Coordinator on your team for the event or meeting.
2. Event Access Coordinators
  • Receive, confirm, and track all access requests from participants.
  • Manage and implement accommodations.
  • Communicate accommodations arrangements with participants and staff. 
  • Identify assistants who will be available to help with access-related tasks.
  • Coordinate all materials for accessible distribution several days in advance. 
  • Request interpreters and captioners at least two weeks in advance.
3. Venue

Conduct an early site visit to clarify accessibility and what may require additional planning related to:

  • Entrances and elevators
  • Restrooms (accessible, all-gender, and transfer table availability)
  • A refrigerator and microwave for those bringing food
  • Sufficient accessible parking and transportation
  • Audio technology (microphones, listening devices)
  • Temperature control and lighting considerations
  • Quiet spaces
  • Ensure space is large enough.
  • Plan for wheelchair-accessible seating and paths throughout the space.
  • Provide a variety of seating and table options (e.g. table heights, styles, sizes).
  • Confirm emergency protocols and request changes needed for people with disabilities (e.g. elevator use during a fire).
  • Identify other events at the same venue that day and plan to reduce access barriers (e.g. managing noise level).
  • Avoid decorations in pathways, flash/strobe effects, latex balloons, and fog machines.
4. Marketing, Web Design, and Forms
5. Other Considerations

For all-day or multi-day events and conferences, verify and provide - in advance - a list of:

  • Accessible lodging
  • Accessible nearby restaurants and hours of operation

Contact information for:

  • Pharmacy - nearest and 24-hour
  • Urgent Care, Emergency Room, and crisis hotline
  • Grocery stores
  • Accessible transportation
6. Materials
  • If you need assistance creating accessible documents, contact Rutgers Access and Disability Resources at least two weeks in advance.
  • Distribute all materials digitally in advance to all attendees. Include an agenda indicating the amount of walking/physical activity.
  • Provide copies in Braille (as requested), large print, and digitally on the event day.
  • Check and update all presenters' materials for accessibility.
  • Print preferred names on name tags in a large, dark font.
  • Consider the color choices and contrast of all materials.
  • Gather an Event Kit.
7. Presenter Considerations

Instruct presenters to create accessible presentations by:

  • Checking the order each slide element will be read by a screen reader.
  • Including alt text on all images (radr.rutgers.edu/resource/managing-content)
  • Considering color/contrast choices and avoiding use of flash or strobe effects.

Remind presenters to:

  • Speak slowly and clearly.
  • Always use a microphone.
  • Describe images and explain slide content.
8. Event Kit
  • First aid kit with latex-free supplies and earplugs
  • Paper, pens, unscented markers, scissors, tape, duct tape, blank name tags, and clipboards
  • Unscented bathroom and cleaning products
  • Bike tire pump and patch kit for wheelchair tires
  • Juice or regular soda and straws
  • Clean rug or mat
  • Umbrellas and ponchos
  • Water bowl and dog waste bags for service dogs
  • Garbage bags
9. Food
  • Plan ahead to provide gluten-free, dairy-free, vegetarian, vegan, kosher and halal options.
  • Clearly label all food and keep specialized options separate.
  • If meals are provided, offer full course options for specialized requests.
10. Event Day
  • Post directional signs and station greeters at all entry points, elevators, and stairs.
  • Use an inclusive check-in process (consider table height, amount of noise, number of staff, flow of check-in process).
  • Avoid background music.
  • Brief all staff about accessibility plans.
  • Set up clear and spacious paths outside and inside.
  • Ask photographers to not use flash and seek permission before photographing people.
11. Announcements
  • Introduce the Event Access Coordinator.
  • Give clear directions to accessible and all-gender bathrooms. Indicate transfer table availability.
  • Ask all participants to say their names before speaking.
  • Invite participants to take breaks for self-care.
  • Share emergency protocols.
  • Explain Event Kit and identify quiet spaces.
  • Invite people with dietary requests to get their food first.
12. Event Follow-up
  • Distribute promised materials and/or post them online in an accessible format.
  • Send accessible thank you notes and evaluations and ask for feedback regarding accessibility and inclusion.

Please contact the Office of Disability Services (ODS) at 848.202.3111 or dsoffice@echo.rutgers.edu if you have any questions.

Inspired by The Disability Resource Center at the University of Minnesota. 

A printable version of this document can be downloaded here.  

If you are considering hosting a hybrid event, we have developed specific guidance related to hosting accessible hybrid events.