Event Accessibility Planning

Event Planning and Production

Event coordinators shall consider the accessibility of the event at all stages of event planning and production. Any costs incurred in complying with this policy are the responsibility of the unit sponsoring the event. The event coordinator may consult with the Section 504/Title II coordinator (EOAA), SAS, and other campus resources in planning an accessible event.

Invitations, Advertising, and Website

Any invitations, advertising, websites, or registration sites for events shall contain language notifying the intended audience that they can obtain information as to the existence and location of accessible services, activities, and facilities, and if they require a reasonable accommodation to attend the event, they should contact the event coordinator (or designee) as soon as possible. The notice shall also provide the contact information for the event coordinator or designee. 
Basic Example: “For disability accommodations, contact NAME at PHONE/EMAIL”
Fancy Example: “Kent State University is committed to providing accessible and inclusive events.  If you require an accommodation for a disability, please promptly contact NAME at EMAIL or PHONE.”

Requests for Accommodations

The event coordinator shall review any requests for disability accommodations to determine if they are reasonable. No accommodation shall be required if the accommodation would fundamentally alter the nature of the event or result in undue financial and administrative burdens. Event planners must consult the Section 504/Title II coordinator (EOAA) prior to denying any accommodation request. 

Common Accommodation Requests (consider “building these in” during the planning stages)

• priority seating: accessible to wheelchairs, front-row, near an aisle
• video captioning (required through EIT policy) - accurate and turned on 
• service animals and assistance animals
• speech-to-text, ASL interpreters, ALDs
• Services provided by Purple Communications: 
  • Traditional ASL (performed on-site and in-person), 48-hours advanced notice is preferred. 
  • Communication Access Real-Time Translation (CART) aka Speech- to-Text  (performed onsite and virtually), 72-hours advance notice preferred.  
  • Scheduled Virtual Interpreting (SVI) – sign language interpreting performed virtually; meetings scheduled over 30-minutes may require two interpreters, meeting link must be provided to vendor, any presentation notes, powerpoints, videos used may need to be provided ahead of time., 48-hours advanced notice preferred.
  • Please contact EOAA to obtain and complete the appropriate request.