Planning Accessible Events

Start early!

Access for all community members takes time as well as commitment. By working proactively, event planners can better identify access barriers and make their events accessible to the widest range of participants possible. To head off common questions, think about the closest accessible parking, restrooms, and entrances to your event venue. Specifics on where to find that information are listed below.

Requirement: Designate an Access Coordinator (AC) for Your Event.

In order to make sure that all access requests are addressed in a timely manner and that those requests are met to the best of our ability, one person should be designated the Access Coordinator for every event.

Characteristics of an Effective Access Coordinator:

• The AC needs access to the complete set of event details and logistics.

• The AC must have the capacity to receive requests and respond promptly.

• The AC must have authority to modify the language on promotional materials and advertisements.

• The AC needs reasonable authority to approve an accommodation if it leads to an additional expense for the event.

Take Note of What Goes Well (and what could be better in the future).

The best way to provide better event access is through the experiences of event planners. If your department hosts events with many different people responsible for different events, keep resources like notes on past experiences in a single place. That could include points of contact, venue-specific plans or information, or anything else that will build institutional memory.

Talking About Access as a Part of Planning

Access needs should be shared, and talked about openly and without shame. Make space for your group members, guests, and participating community members to clearly define their access needs at regular meetings as well as special events. Many people’s access needs are invisible. They should feel welcome to share those needs without fear of reprisal, so an intentional space for sharing is very important!

Requirement: Promotional Materials

All promotional materials across all formats (print, web, email, carrier pigeon, etc.)  should include an accessibility statement. Here’s a sample accessibility statement for use in your event promotional materials:

"If you require accommodation for a disability for effective communication (ASL interpreting/CART captioning, alternative media formats, etc.) or information about campus mobility access features in order to fully participate in this event, please contact [name of AC] at [contact information: phone number and email] with as much advance notice as possible and at least 3-5 days in advance of the event. This event is in a wheelchair accessible location and service dogs are welcome."

Requirement: Our Obligation to Provide Access

The campus must provide equal access for people with disabilities to all university sponsored programs, services, and activities. Even when we are uncertain about funding or logistics for an accommodation, we should proceed assuming that the service should be provided. Disability Access & Compliance (DAC) staff can help determine the best approach to responding to any situation where an event planner needs guidance/support.

Responding to a Request

In general, we assume that every accommodations request is valid. DAC can help you determine the legitimacy of a request if you have serious doubts. Before confirming the availability of a specific accommodation, collect the details of the accommodations needs for the guest/event participant including:

• Their contact information

• Their requested accommodation(s)

• Any preferences issued about that accommodation

(If your event receives multiple requests for a similar accommodation, collect the contact information of every person making that request. This can help service providers understand how to deliver that accommodation most effectively.  

Requirement: Giving a Good Faith Effort

Even after careful planning, some requests will come too late to get addressed or other logistical problems might prevent us from providing the requested accommodation. This doesn't feel good, but sometimes it happens.

If you are unable to provide a requested accommodation, explain that clearly to the guest/participant and understand that this can be deeply frustrating for disabled people who want to attend your event.

Disability Access & Compliance can consult about the steps and processes described above and provide technical advice.

Advice, Consultation and Planning

If you need consultation in the planning stages of the event, DAC can provide the following:

• A review of promotional materials to tailor them to your specific event

• Event-specific information about restrooms, parking, transportation, and paths of travel to and from your event

• Connection to other campus resources for event access/mobility access

• Explanations of campus policies and practices re: disability access and accommodations.

Funding for Accommodations

In certain cases, DAC can provide funding to reimburse event organizers for the cost of campus event accommodations. In order to qualify for Direct funding support, an event must:

• Be hosted by a university department or unit

• Be broadly open to the public or campus community

• Be located on a property owned or leased by UC Berkeley, or remote events (e.g., Berkeley Zoom or Google Meet)

• Have the specific name and contact information of the person requiring an accommodation to participate in the event readily available and clearly identified

• Must be a one-off event (we do not cover events that are held annually or regularly)

• Must not charge for admission

*Please contact DAC if you believe your event qualifies for reimbursement.

Role of DAC in Providing Accommodations

Although DAC provides consultation, and sometimes provides funding, the event sponsor is responsible for providing equal access to their program.