Student Disability Commission

March 25, 2022

Events Checklist

When planning an event or meeting, it’s important to keep this question in mind: Can EVERYONE access this? 

*Asterisk highlights the points that you need to use when putting on a fully remote (online) event

Audio/captioning

☐ Use the microphone if one is available (even if you think your voice is loud enough!)

☐ If there is a Q&A section, make sure everyone who speaks either has a microphone or their question is repeated into the microphone

☐ *Ensure all sound equipment is high quality, clear, and volume adjustable 

☐ *For larger events, get ASL interpreters and/or CART captioning (must be requested 10 days in advance from UW Disability Services Office)

☐ *Talk clearly and slowly, spell out unusual names and words for CART captioners/ASL interpreters

☐ *If possible, use instant captioning (available through Microsoft Powerpoint and Zoom!) 

☐  *If event is recorded, make sure the recording either has captions or a transcript (if using automated captions make sure to edit for accuracy and sync to audio!)

☐ *If there is a video playing during the event, add captions 

☐ If available, advertise assistive listening systems (HUB has them for all rooms!) 

Visual/Braile

☐ Ensure all paper materials are also available in large-print and braille formats (whenever applicable)

☐ *If there’s a slideshow, audibly describe any images and read any text that’s on the screen 

☐ *If using visual aids (slideshow, poster, etc.) make it easy-to-read (large bold text with high contrast) 

Mobility-aid friendly space

☐ Furniture is spread out enough to ensure a wheelchair can navigate the space easily 

☐ Building is accessible (push-button doors, accessible bathrooms, ramps, functioning elevators, clear signage, accessible parking nearby, etc.) 

☐ No hazards on the floor (things laying around, loose cords, etc.) 

☐ If the accessible pathway TO the building is not clear, include instructions when advertising for the event (ex- on the FB event page) 

☐ Don’t utilize rooms where furniture is fixed (ex- desks attached to the floor), make it more difficult to change up floor plan for accessibility if needed 

☐ Ensure accessible seating is available (space for wheelchair user to go and still be meaningfully included, NOT just in the corner of the room) 

Remote Access

☐ *Live-stream the event for anyone who cannot be physically present (Zoom, Skype, FB live, etc.) 

☐ *Record the event and make it available online afterwards for asynchronous access (transcript too!)

☐ *Ensure that recording/live-stream still includes clear visuals and audio (may require a camera and/or mic depending on room setup)

Food/Drinks 

☐ Make straws, napkins, plates, cups, and silverware available (compostable if possible! Sustainability is great!)

☐ Include ingredient labels on all foods (allergen information)

☐ Include gluten-free and vegan options whenever possible

☐ Select food that doesn’t have common allergens (ex- peanuts) 

Misc.

☐ Scent sensitive policy (ask that guests DO NOT use scented products during the event, make unscented soaps/hand sanitizer available near the entrance)

☐ *Include accessibility information when advertising the event (ex- CART captioning available, scent-sensitive policy, mobility-aid friendly space! But be honest about the level of accessibility.)

☐ If possible, offer alternative “quiet” spaces, particularly when event is high-stimulation 

☐ *Make it clear who to approach if anyone has accessibility needs that are not already being met 

☐ *If event is longer, account for break times 

☐ Whenever possible, make gender-neutral bathrooms available 

☐ *Use nametags with pronouns (large, clear text). If remote, add pronouns to ‘name’ on Zoom. 

☐ Adjust the temperature in the space so it’s comfortable for as many people as possible  

☐ Don’t plan events for late at night after public transportation has stopped

☐ *Stick to the advertised start and end times as much as possible 

☐ *Include trigger warnings for any potentially triggering content  

☐ If applicable, provide child-friendly activities and advertise events as child-friendly  

☐ *Ensure all event staff/volunteers are clear on procedures for accessibility (including who to go to if there are any accessibility related requests/questions)

☐ *Have other language interpretation available whenever applicable 

☐ *Use Image Descriptions/Alt text when advertising event online 

Questions? Email: asuwoid@uw.edu