Hobart and William Smith Colleges

To assist individuals, offices, clubs, and organizations to create not only accessible, but inclusive events, below is a checklist of items we ask you to consider and implement as you plan.

Physical Event Location

• Ensure that your event is in an accessible location (this means that all areas of the event can be accessed by those with a wide variety of physical disabilities), with appropriate signage to event locations.
• Spaces at HWS are reserved through HWS’ Event Reservation System, 25Live. Each location has a description of the space to help you plan if you aren’t familiar with the space.
• Prior to reserving a space, we encourage you to visit the space to ensure it meets your accessibility needs. Items to consider as you choose a space:
  
  • If an event is a required event, the space must be accessible to all attendees.
  • Ensure elevators are available if the event is not on the main floor and the building is equipped with an accessible entrance.
  • At least one of the primary entrances should be accessible and located on an accessible route of travel. Non-accessible entrances should have directional signage to accessible entrances. Routes to and from the main entrance/any outdoor space that will be used should be paved and flat.
  • Ensure the space inside the entrances is clear of items to allow a person to enter unimpeded.
  • Accessible entrances should be unlocked and available for use. If they are locked, contact Campus Safety (315-781-3000) prior to guests arriving to unlock the entrance.
  • Take note of construction work that may be going on near the event space, as it might block routes that are typically accessible. If entrances will be blocked in any way, mention this in promotional materials for the event and provide an alternative route.
  • Ensure that the interior space is adequate for wheelchair accessibility and service animal use. Paths should be three to five feet wide throughout the space. Buildings & Grounds sets chairs and tables to accommodate these paths. Please don’t move items around to remove these.
  • Include easy access to restrooms for folks who use accessibility devices or who cannot climb stairs.
• Provide American Sign Language (ASL) services by request or based on attendee numbers.
  
  • For more information on ASL interpreters, visit our Accessibility webpage.
  • When a presenter is speaking, they should speak directly to the audience as they would typically, rather than to the interpreter.
• Provide both a 36-inch-high counter and a standard 30-inch-high counter for any registration or food areas, if possible.
• Ensure that at least some seating is near electrical outlets to accommodate those who use electronic adaptive devices.
• Ensure adequate lighting for persons with low vision or if an ASL interpreter will be used.
• Service animals are allowed in all spaces on campus a member of the public would be. Event staff are legally allowed to ask only the following two questions of an individual with a service animal:
  
  • "Is your animal a service dog required because of your disability?"
  • "What work or tasks has your dog been trained to perform?"
• Provide diverse seating options to participants, if possible.
  
  • All events should provide at least some seating.
  • Some seating (throughout the space) should be movable to accommodate wheelchair use and attendees with service animals.
  • Provide comfortable (i.e. soft, wide) seating without handles when able.
  • Seating should be reserved near an ASL interpreter for those with low hearing.
  • Seating should also be reserved near the presenter for those who will need to lip-read.
• Every space on campus has a posted emergency evacuation plan. Staff should make themselves familiar with exit areas and how to assist people with mobility disabilities.
  
  • Ensure that all exits in the space are clearly marked and that any emergency alarms have audio and visual cues.
• Ensure there is a range of food and drink options for those who follow certain diets or who have allergies.
  
  • Diets to consider include: Halal, Kosher, gluten-free, dairy-free, vegetarian, vegan, nut-free, etc.
• Depending on the length of your event, consider incorporating breaks for participants to stretch, get fresh air, eat or drink.

Advertising

• Ensure that all advertising materials are readable by people with low vision and learning disabilities.
  
  • Use a font that is no smaller than size 14.
  • Include closed captions in all videos.
  • Make flyers screen-reader compatible, with a text-only version in the body of emails and social media posts. NVDA is a popular, free screen reader for Window, while VoiceOver is integrated into MacOS and iOS. There are many screen readers that support different technology configurations.
• If you have a registration form for your event, make sure that there is space included for participants to indicate accessibility needs.

Facilitating Presentations

• Be as clear as possible with participants about what they will experience during the event.
  
  • For participants who may experience anxiety or who have certain developmental or cognitive disabilities, it can be helpful to provide the group with details as to where to go for the event, what signage to look for, what they will see/feel/smell/hear in the space and whether there will be loud noises or bright/flashing lights. Make note of the use of smoke/fog machines and whether or not there will be flash photography.
  • If PowerPoint slides will be used, consider sending those out to participants in advance or have several printed copies on hand. Slides should be printed so there is 1 slide per page to assist with visibility.
  • If possible, share images of past versions of the event via email or social media to prepare participants.
• Be prepared to share the presentation via email with those who may request to view it on their own screens.
• Ensure presentations, if applicable, are accessible.
  
  • Use a sans serif font
  • Use a large font size (at least 22-point).
  • Ensure there is sufficient contrast between the font and the background colors (for example, black text on a white background), and ensure your color combination in text and graphics is colorblind-friendly.
  • Provide "alternative text" descriptions for all images, graphics, and tables, etc. These descriptions should be as detailed as possible (for instance, avoid descriptions such as "Table of Data Results").
  • Text on a slide should have nothing behind it that obstructs viewing (no watermarks or complex images).
  • For more information visit WebAIM's PowerPoint Accessibility Guide.
• Ensure that all videos have closed or open captions.
• Include a statement in all presentation materials informing participants of how to obtain alternative format versions.
  
  • Ensure that all facilitation materials state they are available in alternate formats upon request, with contact information on how to obtain them. e.g: "Please contact [Name, Phone Number, Email Address] to obtain alternate formats of this material."
• Review and apply best practices for accessible individual presentation style.
  
  • Facilitators and presenters should always introduce themselves to attendees and face the audience when speaking.
  • Facilitators and presenters should use microphones whenever possible (yes, even if they think they talk loudly!).
  • Verbally describe visual materials to the audience, including tables or charts.
  • Ensure that attendees are not required to stand for long periods of time, or provide attendees with the option to personalize space while participating in the program.
  • Use more than one modality (i.e. visual, auditory, kinesthetic/tactile) when presenting to accommodate a variety of learning styles.
  • Limit distracting patterns, backlighting and other background materials that limit accessibility.