Accessible Registration
Communication is the key to making successful changes to include accessibility in your event planning. As early as possible and as clear as possible, information related to the accessibility of the venue, room, and presentation should be communicated.
Additionally, all publicity and registration materials should be accessible and include an event accessibility statement so that individuals with disabilities can request program accommodations and dietary needs in advance (advance notice time will vary based on pre-registration timeframe).
The event accessibility statement must include an event contact name, email and phone number and a timeframe to request accommodations to help ensure coordination of the requested accommodation(s). Event planners still have an obligation to make a good faith effort to fulfill a request on short notice or less than the number of days stated on the publicity material.
Sample Accommodation Statement
“The University of Arkansas is committed to ensuring that no individual with a disability is excluded or denied access to our programs or facilities due to barriers to access, individuals who may need reasonable accommodations should contact the program coordinator as soon as possible, prior to the event for coordination.
Contact Name
Contact Email
Contact Phone Number”
Considerations for Registrations
Registration for an event provides an opportunity for event planners to provide important details about the event. A comprehensive description of the event, including location, parking, environmental conditions, services available, etc. will help participants determine what types of accommodations may be needed. Information that is helpful to know is the distance to parking areas, the availability of transportation services, whether the venue is air-conditioned, if hearing/assistive listening devices are available, scooter or wheelchair availability, and the availability of food options for persons with food allergies.
Pre-event communications, including promotional and registration materials, should disclose any plans to use flash photography, strobe lights, loud/amplified noise or music, or fireworks. Theatrical fog, chemical air fresheners, and other smells added to spaces can make them inaccessible to those with multiple chemical sensitivities (MCS) or other intolerances. Example of a notice statement to provide is below:
“As attendees to our conference/event/program may experience multiple chemical sensitivities, please refrain from wearing perfumes and use fragrance-free, unscented personal care products for the duration of our event.”
Keep in mind that every component of your event should be accessible to ALL participants. Make sure pre- or post-event optional tours, social activities, or recreational opportunities are inclusive as well. If an optional activity is not fully accessible, disclose those details in advance so individuals with disabilities have the information needed to determine their interest and ability to participate.
Responding to Requests for Accommodations
Focus on the access issue and needed accommodation, not the disability of the participant. When a participant requests an accommodation, respond as quickly as possible. It may take several communications to work through the details of a particular request. In some circumstances, several options may be available to address an access need. The option preferred by the participant should be given primary consideration. If that option proves difficult to provide or you have a question about whether it is a reasonable accommodation, consult with the Office of Accommodation and Accessibility Services.
Web Accessibility
Websites are commonly used to convey information about events and as a means to register to attend an event. Creating accessible websites and registration forms is critical to ensuring that persons with disabilities have equal access to information about events. In order to assure that websites and web applications are accessible to and usable by everyone, designers and developers must follow web accessibility guidelines. For more information visit Developing Accessible Websites.