A Guide to Accessible Event Planning

As the University is a recipient of federal funds, any program or activity at the University must be accessible to individuals with disabilities. The following information related to accessibility issues should be considered before planning a university-sponsored event.

Make every effort to locate your event in an accessible location. The University has an online interactive map that highlights Accessible Building Entrances to determine accessibility and entrance routes for individuals who use wheelchairs.

Advertisements

Design all advertisements to 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.

“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 prior to the event for coordination.”  

Pre-Registration

Pre-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.

Here are some custom questions you can include in your forms:

  • Dietary restrictions
  • Requests for interpreting services or assistive listening devices
  • Requests for accessible parking or seating
  • An open text area asking about other accommodations that will help ensure
      full guest participation
  • Preferred pronouns so you can display them on badges

Lodging

If an event includes overnight lodging, the event planner must review the accessibility features of the lodging.

Seating: If seating is provided, accessible seating must be set aside for persons with disabilities. Ensure seats are situated so that individuals with physical or sensory disabilities can view the meeting or event over seated and/or standing participants and are situated with direct view to the stage or presentation and/or the interpreter. Consider reserved seating in the front of the venue for persons who might have visual or auditory limitations.

Seats and Tables

If the area or space is large, have signs to indicate the accessible seating areas with the

International Symbol of Accessibility.

If tables are provided, they must provide knee space that is a minimum of 27” high, 30” wide, and 19” deep knee space with the tabletop no higher than 34”.

Communications

If a sign language interpreter is requested the following are approved University Vendors:

Sign Language Interpreting Network, LLC - Workday Supplier ID: SPL-00004021
479-268-2417
SLIN@SLINofNWA.com

Sign Language Interpreting Network, LLC focuses on providing equal access to communication for Hearing, Deaf and Hard of Hearing consumers in Northwest Arkansas through hiring a network of proficient and professional sign language interpreters. It is our goal to champion our professional standards and to positively impact our community.

Communication Plus+ Interpreter Services, Inc.  - Workday Supplier ID: SPL-00000347
(offers transcription services)
8615 Cantrell Road,
Little Rock, AR 72227
P: 501-224-2521
F: 501-222-7465

Scheduling contact: 501-224-2521 or scheduling@cplusinterpreting.com
www.cplusinterpreting.com

A list of state wide interpreters is also provided by Arkansas Rehabilitation Services, please click the following link for the List of Certified Interpreters.

If alternate text conversion is requested (Braille, large print or audio version), the follow are a list of approved Vendors:

Georgia Tech Research Corp. - Workday Supplier ID: SPL-10000336

  • DBA: Center for Inclusive Design and Innovation (CIDI) Basic membership

Open Access Technologies Inc. - Workday Supplier ID: SPL-14876

SeeWriteHear LLC - Workday Supplier ID: SPL-14906

T-Base Communications USA Inc. - Workday Supplier ID: SPL-15391

Note: It is the responsibility of the sponsoring university department to provide the funding for any of these services.

If any other assistance is needed, please contact the Office of Accommodations and Accessibility Services by email at access@uark.edu or by phone at 479.575.6208.  

Physical Space, Transportation, and Parking

It is important to become familiar with the accessibility features of the building in which your event is located. Information about accessible parking, entrances, and convenient pathways to buildings, can be found in other sections of this website.

For information on wheelchair accessible transportation, contact Transit Services – Paratransit by visiting their website.