Â鶹¹ÙÍøÊ×Ò³

Top 10 Tips for Accessible Event Planning at Reed

Planning an event with accessibility in mind reflects our shared value that disability access and inclusion are essential for a thriving Reed community. When access is built in from the start, people engage more fully and feel a sense of belonging. It also prevents last-minute scrambles to remove access barriers, and affirms that disability access is not an afterthought but a priority. 

1. Share event information up front

• In your promotional materials, describe the event location, schedule, and activities. Knowing what to expect helps people decide whether they will need to request individual accommodations.
• Describe accessibility features you already plan to offer (e.g., seating options, automated captions, use of microphones, accessible restrooms).
• Include a link to Reed’s campus map and note the toggle on/off accessibility feature.

2. Provide a clear way to request accommodations

• Ask about accessibility needs during the registration process. Make it easy for attendees to communicate their access needs.
• Include a question about accessibility on your registration form. If you do not have a registration form, make sure your promotional materials include contact information for the person handling accommodation requests. 
• Sample language: “Accessibility matters to us. We strive to host inclusive, accessible events that allow everyone to engage fully. If you have a disability and need a reasonable accommodation to participate in this event, or if you have specific dietary needs, please contact [event contact name] at [event contact email] as soon as possible. Requests for ASL interpreters and/or CART providers should be made at least two weeks in advance, if possible. While these services are subject to availability, we will make every effort to secure services.”

3. Choose a venue that is physically accessible

• Visit the space. Ensure the space is free from physical access barriers and has step-free access (e.g., through ramps and elevators).
• Make sure accessible restrooms are available nearby and clearly marked.
• Doorways and aisles should ideally be at least 36 inches wide.

4. Provide inclusive seating and furniture

• Avoid standing-only events. Always provide at least some seating options.
• When possible, avoid chairs with attached desks. Free-standing tables and chairs are more accessible to a wider range of people.
• If possible, or upon request, offer size-inclusive, high-capacity seating. Reed has a few high-capacity chairs that can be rented from conference & events planning.
• Leave clear pathways between furniture (at least 36 inches) for wheelchair navigation.

5. Use microphones and amplification consistently

• As a general rule, use amplification for groups over 30 people or in large rooms.
• Have one microphone for the presenter, and one wireless microphone for the audience. Assign a microphone runner.
• Ask participants to use microphones for questions or comments. If a participant does not use a microphone to ask their question, the speaker should repeat the question into their microphone before answering.

6. Address sensory access

• Use adjustable lighting when possible.
• Minimize background noise.
• For larger or louder events, designate a separate, low-stimulation space. Offer noise-reducing earmuffs or disposable earplugs.
• Build in breaks and explicitly invite people to step out as needed.
• Encourage scent-free environments. Ask participants to avoid use of scented products.
  • Sample language: “To be respectful of those with allergies and environmental sensitivities, we ask that you refrain from wearing strong fragrances.” 

7. Make text materials accessible

• In general, use large font sizes and avoid low-contrast text. 
• For presentation slides, limit the amount of text on each slide. Use only one image per slide unless doing a visual comparison. Use simple fonts sized 18 or larger.
• For large events, offer printed handouts in both regular and enlarged font (size 18 or larger). For smaller events, let participants know that large text and/or digital materials can be provided if requested in advance.
• If using slides or handouts, send presentation materials in advance when possible.
• Use Reed’s digital accessibility guides to make sure your materials are accessible.

8. Plan ahead for communication access

• Communication access in particular requires advance planning.
• Enable AI captions in Zoom meetings.
• Ensure that any videos shown are captioned.
• Provide ASL interpreting and/or live captioning upon request. It is reasonable to ask that participants submit requests for services in advance (e.g., two weeks prior to the event).
• If live captioning is requested, ask if the participant has a preference for CART, TypeWell, or either. CART (Communication Access Real-time Translation) provides a word-for-word transcript that captures every word, including filler words. TypeWell offers a meaning-for-meaning summary, removing filler words and redundancies for easier comprehension. It works well in classrooms and workshops where grasping the overall meaning is more important than having the exact phrasing.

9. Offer accessible food options

• Ask about allergies and dietary restrictions in advance.
• Clearly label all food and ensure labels stay with the food.
• Use pre-packaged items when cross-contamination is a concern.
• Offer a range of options, such as vegan, gluten-free, and/or nut-free. When unsure about dietary needs, simple options like fruit and vegetable platters work well. 

10. Consider transportation and wayfinding

• Share accessible route information and maps in advance. Include a link to Reed’s campus map and note the toggle on/off accessibility feature. 
• Plan for wheelchair-accessible transportation when needed. Reed’s van fleet has a wheelchair-accessible van that event organizers can reserve by request.
• If a visitor requests to borrow a wheelchair while on campus, conference & events planning has a limited inventory of manual wheelchairs available for use.
• If using public transportation, review ahead of time.
• For large events, consider providing golf cart service.

Bonus tip! A helpful opening practice:

At the beginning of your event, briefly name access features out loud:

• Point out accessible restroom locations.
• Establish that microphones will be used.
• Let participants know they’re welcome to move, stand, stretch, or take breaks as needed.