UT Dallas > Event Planning Guide > Planning Process > Accessibility Guide

Accessibility Guide

UT Dallas is committed to providing students, faculty, staff and visitors with equal access and opportunity to all University programs, activities and facilities. In keeping with the Policy for Reasonable Accommodations, events hosted by UT Dallas units should be made accessible for all participants. The following recommendations include requirements that must be met to be in compliance with state and federal laws (such as the Americans with Disabilities Act), and University policies. UTD event planners should strive to go beyond compliance and aim to hold events that are fully accessible and welcoming to all people by following the recommended best practices.

Choosing a Venue

Basic Requirements

  • Choose a venue with adequate space for all participants, with accessible paths / doors / restrooms.
  • Choose a venue with clear signage, adequate lighting, and speakers. Ensure paths are wide enough to provide access for individuals using wheelchairs or other mobility devices.
  • Choose a venue that allows use of electronic devices if needed

Best Practices

  • Choose a venue near non-gendered restrooms, LilyPad room / pod, and relief areas for service animals.
  • If a temporary ramp or similar accommodation is needed, test it in advance with realistic conditions.

Sending an Invitation

Basic Requirements

  • The invitation should be readable via screen reader, including alt text for images
  • The invitation should prominently provide a means to request accommodations
  • If serving food, the invitation should invite guests to share their allergies so that, when possible, options can be provided that are relatively safe for everyone.
  • The invitation should include descriptions of all aspects of the event so that guests can assess what, if any, accommodations they need to request (for example: letting guests know if an event will use audio/visual equipment, if the event will encourage audience participation, if the event will involve physical activity, etc.)

Best Practices

RSVP form should include a checklist of possible accommodations

Logistics

Basic Requirements

  • Provide a simple map of the venue, including expected traffic flow and available public transportation routes, location of restrooms, elevators, where food will be served, Lilypad rooms, relief areas for service animals, etc. Note any barriers such as sidewalk closures or construction detours, especially if it varies from the UTD campus map.
  • Have masks available to those who desire one.
  • Provide signage to provide directions
  • Label food with potential allergens

Best Practices

Have staff available to give directions, provide accommodations, ensure technology is working, maintaining access pathways, etc.

Presentation Format

Basic Requirements

  • Use a large font size, with a sans-serif font.
  • Use a relatively high contrast and avoid relying on color alone to convey information
  • Include alt text for all images
  • Use captioning or transcript when feasible
  • Use a microphone. Even if you think you don’t need one.
  • Use automatic captioning
  • Repeat questions before answering them
  • Avoid flashing or frenetic videos

Best Practices

  • Use an accessible presentation theme, if applicable
  • Provide digital or printed copies of the presentation
  • Describe images while presenting verbally; conversely, have printed descriptions, captioning, or transcripts for information presented only audibly.
  • Introduce speakers, especially when there is a change in speakers.
  • Spell out names and proper nouns
  • Provide live captioning / sign language interpretation

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