Who is Responsible for Expenses Associated with Providing Access?
The costs associated with access are considered part of the overall expense of the
event. Event and meeting planners should include the expense of any anticipated accommodations
as a budget item in the event planning. Event and meeting planners who think the
cost of the accommodations cannot be supported by the event should discuss alternative
funding sources with their supervisor. Before denying any accommodation requests,
event planners should consult the, Human Resource Benefits and Compensation Manager,
Julie Hoyt at email@example.com or 248-341-2029.
Do You Need a Sign Language Interpreter for Your Event or Meeting?
Event and meeting planners should contact:
- Human Resource Benefits and Compensation Manager, Julie Hoyt or 248.341.2029regarding events and meetings hosted outside of the classroom
- Academic Affair Administrative Specialist II, Marquel Howell or 248.522.3911 regarding events and meeting that occur within the classroom
Are You a Student Who Needs an Accommodation?
All students who require reasonable accommodations should contact an ACCESS office or firstname.lastname@example.org.
Accessible Meeting & Event Checklist
Taking care to create an accessible event benefits not only individuals with visible
or known disabilities, allows all participants/attendees, including individuals with
non-obvious disabilities and/or chronic health conditions, and people of all ages
and body types, to fully engage in the meeting or event.
When you send out the invitation, include a welcome message to let attendees know
they can contact the planner regarding accommodations. For example:
“We strive to host inclusive, accessible events that enable all individuals to engage
fully. To request a reasonable accommodation or for inquiries about accessibility,
please contact (name, email, phone).”
Other approaches may include
- A checklist in your meeting RSVP. For example: I will need the following accommodations
in order to participate:
☐ Assistive listening device
☐ ASL Interpreter
☐ Reserved front row seat
☐ Large print
☐ Advance copy of slides to be projected
☐ Wheelchair access
☐ Diet Restrictions. List: ____________________________
☐ Other: ____________________________________________
- For disability accommodations (e.g., sign language interpreters, alternative formats)
please contact [event or meeting planner’s name, email, phone] as soon as possible.
- Oakland Community College is committed to providing access to all of our events whenever
possible. Please contact [event or meeting planner’s name, email, phone] to request
disability accommodations. Advance notice is necessary to arrange for some accessibility
- Sample Registration Statements:
If you have a disability and may require accommodations in order to fully participate,
please indicate here___________.
How would you like to be contacted to discuss your needs? ____________________.
I will need the following accommodations in order to participate:
__ ASL Interpreter
__ Large print
__ Wheelchair access
__ Assistive Listening Device
__ An Assistant will accompany me
__ Closed captioned videos
__ Other (Please explain)
Pre-registration for an event provides an opportunity for event planners to provide
important details about the event. A comprehensive description of the event, including
location, environmental conditions, services available, etc. will help participants
determine what types of accommodations may be needed. Information that is helpful
to know includes the distance to parking areas, the availability of transportation
services, if assistive listening devices are available, scooter or wheelchair availability,
and the availability of food options for persons with food allergies.
If an event includes overnight lodging, the event planner should investigate the accessibility
features of the lodging.
Make sure you follow up on all requests received. If it appears you will be unable
to meet a specific request, follow up with the individual who made the request to
determine whether an alternative arrangement can be made.
☐ Visibility: Consider those with impaired sight |Clear signage (identifying location and directions); well-lit meeting space and
adjacent areas; projection screen visible from all seating (if using projection).
☐ Acoustics: Consider the needs of deaf and hard of hearing individuals | Roving/handheld microphone; limit unnecessary background music; seating available
near presenter for lip reading; availability of assistive listening devices. Is there
well-lit space for an interpreter if needed?
☐ Sensory/Neuroinclusivity| Print your agenda or schedule in advance; make sure the purpose of the meeting is
clear; create written instructions if possible; identify any sessions that might change;
create sensory retreat spaces; Invite people to take breaks as needed; ask about seating
preferences or offer early seating; offer hybrid options whenever possible; provide
session recordings and transcripts.
☐ Mobility:Consider those who may be in a wheelchair or have other mobility impairments | Accessible parking; proximity to bus stop; ramp and/or elevator access; accessible
bathrooms; barrier-free pathways; wide doorways and aisles to accommodate wheelchairs/scooters;
no loose cables across walking areas.
☐ Technology: Consider those who may need to use adaptive devices |Electrical outlets in accessible seating areas to accommodate devices, laptops,
etc.; extra space or work surface
☐ Zoom – Zoom provides accessibility options, please visit the website for assistance in
making this option more accessible. https://zoom.us/accessibility
☐ Service Animals: Provide Access and Space when needed | Comfortable space for service animals to rest during event; accessible toileting
and watering facilities nearby.
3. The Event
Ensure that presenters are aware of OCC’s commitment to inclusive events, and ask
them to prepare and deliver their presentations with accessibility in mind.
☐ Designate | Designate someone to be responsible for accommodations as well as help with seating,
ensuring captioning and other technology is working, maintaining clear pathways, or
☐ Presentations | Provide presenters with a checklist requesting that they: submit materials in advance
so that they can be forwarded to individuals who may not be able to view screens or
flip charts; verbally describe visual materials (e.g., slides, charts, etc.); have
printed copies available (in larger font); avoid using small print on presentations
that can’t be seen from a distance; ensure speakers (including those asking questions)
always use a microphone; and activate captions on any video used in the presentation.
☐ Q&A | Make sure to repeat questions posted by audience before responding, especially if
there is not a roving microphone available. Presenters or audience members may express
confidence that they are loud enough and do not need a microphone. Regardless, ask
them to speak into one.
☐ Food | Clearly indicate allergens and gluten-free, vegan, vegetarian, or other options.