All Oregon State University entities are responsible for ensuring that their programs, services, and activities are accessible. This webpage attempts to help guide you through the process.
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 inclusive event. Also, many accessibility checks, such as good lighting and sound, wide walkways, captioning, etc., can benefit everyone.
All event advertisements must include a statement describing how to request accessibility accommodations. This includes brochures, flyers, position announcements, web flyers, email blasts, Facebook event pages, OSU Today event ads, etc.
Please note that a general statement is included in print templates consistent with brand identity guidelines.
A specific date section is included because it is reasonable for you as the program organizer to know in a timely manner if folks need an accommodation. Determining how much time to require is case by case, as events that are advertised months in advance, or events that have registration deadlines, have more lead time to require a response. Events that are advertised a week or two before the event may need to allow for accommodation requests up to a few days before the event to give folks a reasonable amount of time to see the advertisement and respond.
If an accommodation has already been secured, such as a sign language interpreter or specific equipment, note that in the advertisements as well. For example:
Additional considerations for event advertising include
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].
Transit and Parking
How would someone get to the building?
How does a disabled visitor know how to get to accessible seating, the stage, etc.?
Ensure temporary structures used by the public allow for access (tents, booths, stages, tables, food, displays, activities, etc.)
How will people with disabilities be included in all communications at the event?
Orient all to the event site, layout, and navigation.
Registration materials should include a statement describing procedures for requesting accommodations as described in Event Advertising Requirements.
To help with advanced planning consider including the following on registration materials:
___Wheelchair accessible lodging
___Electrical power source for recharging batteries (specify voltage)
___Assistive devices (specify types)
___Sign language interpreter
___Assistive listening devices (specify types)
___Sighted guides for assistance to and from specific sessions
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:
As accommodation requests are made for your conference, program, services, or event, your next step is to communicate with the requestor, and provide the requested services.
Typical accommodations include:
For questions regarding event accommodation requests, policies, or accessibility in general please contact Equal Opportunity and Access. Where you are unsure what to do, or feel like an accommodation is not possible, you should contact EOA to help you determine next steps before you communicate with the requestor. Disability Access Services may also help with some accommodations for students, student events, and for interpreting and transcribing. These two offices often collaborate on who is best positioned to help with questions.
Accessible meetings, events, and conferences. Provided by ADAHospitality.org
Inclusive event planning guide by Syracuse University Disability Cultural Center