University of New Hampshire

Planning an Accessible Event at UNH

The intent of this guide is to provide information related to how we at the University of New Hampshire (UNH) can create events and programming that is both accessible and inclusive. While there are many practices and considerations included here, it is important to note that what is contained within this guide is by no means complete. Planning should include careful consideration of:

The purpose and goals of the event or programming
The context
The participants

These different factors can change what supports need to be in place and how individualization is handled. Because of this, this guide is meant to provide signposts on the path as opposed to destinations.

It is also meant to be a living document where best practices can be collected and shared. As practices are put in place and found to be effective, they can be organized here as exemplars that can be used by others to further influence practices. This will only further help to contextualize the guide to the UNH community.

Getting Started

Unsure where to start? No problem! Here is a resource to help you get started:

Where to Begin: Getting the Most from the Guide

Overview of the Core Questions

Planning Your Events and Programming

Key Consideration 1: Accessible Materials and Technology

Are your digital materials accessible?
Are your printed materials accessible?
Are your videos and audio accessible?
Is information on your website accessible?
Is any software or other technology used accessible?

Key Consideration 2: Procurement and Purchasing

Is accessibility included in your procurement process?
How do you communicate your commitment to accessibility and inclusion to providers?
What process do you have in place to evaluate products for accessibility?

Key Consideration 3: Promotion and Marketing

Is there information included about accommodations and accessibility features?
Are there multiple means of outreach and material distribution?
Are print materials in a format that is as accessible as possible?
Is your social media outreach accessible?

Key Consideration 4: Choosing a Location

Is the venue accessible?
Can the venue be accessed by accessible routes?
If using a virtual platform, is the platform accessible?

Key Consideration 5: Accommodations

What universal supports are already included?
How can participants request accommodations?
What is the process for accommodation requests?
Does the event need CART, Remote CART, or Interpreters?

Key Consideration 6: Staff Development

Do staff understand the accessibility features available?
Do staff understand how accommodations can be requested?
Do staff have some training and development in working with people with disabilities?
Are presenters aware of the expectations around accessibility and inclusion?

Considerations During Your Event

Key Consideration 7: Preparing for the Day

Have you completed a run through of the event?
Are all the necessary supports in place?
What flexibility is available in the case of an unexpected request?
What supports are in place to ensure a welcoming and inclusive environment?
Is registration quick, easy, and accessible?
Is there an orientation available?

Key Consideration 8: Communication Access

Is audio information accessible?
Is visual information accessible?
Are presentations created in a way that is as inclusive as possible?
If the event is being recorded, are participants aware of how to access recordings?
How can we best implement CART, Remote CART, or ASL?

Key Consideration 9: Participation and Engagement

Are food and meals accessible and inclusive?
Are group activities accessible?
How can participants raise questions or join into relevant conversations?
How are virtual participants being included?

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