Accessible Events

Accessibility should be considered from the beginning when planning Purdue programs, events, meetings, workshops, conferences, and other activities. Thoughtful planning can help reduce barriers and ensure that participants with disabilities can access the event, information being shared, and opportunities to participate.

The guidance below is intended to help Purdue departments, student organizations, and other event sponsors consider accessibility throughout the planning process. Depending on the event and the needs of participants, accessibility may involve the physical environment, communication access, event materials, technology, or modifications to how an activity is conducted.

Plan the Space

Before selecting or confirming an event location, consider whether participants with disabilities can enter, move throughout, and participate in the space.

Physical Access

• Confirm there is an accessible route from parking, drop-off areas, or nearby transportation to the event entrance.
• Confirm accessible entrances are unlocked and available during the event.
• Identify nearby accessible restrooms.
• Ensure aisles, doorways, and circulation paths remain clear.
• Provide wheelchair-accessible seating throughout the event rather than limiting accessible seating to one area.
• If standing tables are used, also provide tables and seating that can be used while seated.

Sound and Lighting

• Use microphones and available sound systems for presentations, panels, and audience questions.
• Determine whether the venue has assistive listening technology or hearing loops.
• Avoid unnecessary background music during presentations or conversations when it may interfere with communication.
• Avoid flashing or strobing effects unless they are essential to the event. If they will be used, provide advance notice when possible.

Emergency Planning

• Review emergency and evacuation procedures for the venue.
• Determine how participants who cannot use stairs would evacuate or relocate during an emergency.
• Make sure event staff know where accessible exits, areas of refuge, elevators, and emergency equipment are located.

Registration and Accommodation Requests

Event advertisements and registration materials should give participants an easy way to communicate disability-related accommodation needs.

• Include an accessibility contact on event advertisements, registration forms, and event webpages.
• Provide more than one method of contact when possible, such as email and phone.
• Include a field on registration forms where participants can describe disability-related accommodations they need to participate.
• Avoid asking participants to disclose a diagnosis or provide unnecessary medical information.
• Follow up directly with the participant when additional information is needed to coordinate a requested accommodation.

Suggested Accessibility Statement

Advance notice may be especially helpful for accommodations that require scheduling or production time. However, an advance-notice period should not be presented as a deadline for requesting an accommodation. Requests received closer to the event should still be reviewed and addressed when possible.

Communication and Event Materials

Participants should be able to access the information shared during the event. Consider accessibility when preparing presentations, handouts, videos, registration materials, webpages, signage, and other event content.

Digital and Printed Materials

• Create documents, presentations, PDFs, and webpages using accessible formatting practices.
• Use meaningful headings and a logical reading order.
• Provide alternative text for meaningful images and graphics.
• Use sufficient color contrast and avoid relying on color alone to communicate information.
• Provide electronic copies of materials when appropriate.
• Prepare alternative formats, such as large print, Braille, or accessible digital versions, when requested.

DRC Access and Materials can provide information and support related to accessible documents, alternative formats, and other accessible materials. Visit the Accessible Materials page for additional information.

Videos and Audio

• Videos shown during the event should include accurate captions.
• Audio-only content should have an accessible text alternative when needed.
• Review captions before the event, particularly for names, technical terminology, or other content that automated captioning may misinterpret.

ASL Interpreting and Real-Time Captioning

American Sign Language (ASL) interpreting and Communication Access Realtime Translation (CART) may be appropriate depending on the accommodation requested. These services often require advance coordination.

When a Purdue student requests communication access related to an approved DRC accommodation, contact the DRC to determine whether the request falls within the student's accommodation plan and how services should be coordinated.

For other university programs and events, the sponsoring unit is responsible for coordinating and funding requested communication access services through the appropriate university processes.

Prepare for Event Day

Accessibility planning continues through the day of the event. Before participants arrive, review the setup and make sure staff understand any accessibility arrangements that have been made.

Before Participants Arrive

• Confirm accessible entrances, routes, seating, and restrooms are available.
• Make sure accessibility equipment or services that were requested are in place and functioning.
• Check that signs and event materials are readable and placed where participants can easily find them.
• Brief event staff on accessibility arrangements and identify who will respond if an unexpected access need arises.
• Keep accessible seating and circulation paths clear rather than using those spaces for equipment, storage, or additional chairs.

During Presentations and Activities

• Ask presenters and audience members to use microphones when available.
• Do not require participants to stand in order to ask questions, introduce themselves, or participate in an activity.
• Verbally describe important visual information that is necessary to understand the presentation.
• Make sure speakers do not block interpreters, captioning displays, or participant sightlines.
• Allow participants to enter, leave, reposition themselves, or take breaks as needed when doing so does not fundamentally change the activity.

Accessibility Resources