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 students 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.
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:
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The AC needs access to the complete set of event details and logistics.
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The AC must have the capacity to receive requests and respond promptly and directly.
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The AC must have authority to modify the language on promotional materials and advertisements.
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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.