When we think about logistics of planning an in-person event, there are many factors that can determine the level of accessibility at an event. This section will provide information related to location, paths of travel, room configuration, refreshments and giveaways, as well as transportation.

Included in this section: Location; Getting to the in-person event; Room arrangements; Refreshments, Catering, and Giveaways.

Location

Ask Yourself

• Does the location of this event support the access and inclusion needs of the intended audience?

Recommended Practices

• Solicit venues that cater to various accessibility needs, for instance does the location offer the following:
  • Elevator access
  • ADA restrooms
  • Accessible entrances (without stairs/steps)
  • Ramps
  • Accessible seating for wheelchair users, Blind or low vision individuals, and D/deaf or Hard of Hearing persons
  • Hearing loops (T-coils) Link to UIowa Hearing Loop System 
  • Sharps containers
  • Clear and legible signs and signs in Braille 
  • Adequate spaces in between tables/chairs to allow easy access for different body sizes and ambulatory devices
  • Lactation spaces Link to Uiowa Lactation Room Locations
  • Restrooms that…
    • are gender inclusive Link to Uiowa Gender Inclusive Restroom locations
    • provide sharps containers
    • have changing stations accessible to parents of all genders as well as knowing about adult changing spaces
  • Quiet spaces and Sensory rooms; these are spaces reserved for quite or events with specific times that are intended to reduce over stimulation such as reducing sound, lights, or interaction. Visit the section of this Guide on Creating an Inclusive Atmosphere for additional information about participation. 
  • Multiple lighting options
  • Microphones
• Include the venue’s accessibility features, as well as information on how to request a reasonable accommodation in your event/programming marketing, invitations, confirmation communication, and at the event/program. 
• Ask venue about the historical background of the venue. Avoid facilities that may leave an unfavorable connotation in participants’ minds (e.g., Venue that in the past restricted memberships to a specific race, gender, and/or socioeconomic background). 
• Consider venues who engage in ethical practices such as sustainability efforts and providing workers with livable wages.
• Avoid spaces with ongoing construction, new carpeting, newly painted walls, and recently used chemicals for smell-sensitivity.
• If your event is on campus, communicate with Facilities Management or the ADA Coordinator when there are issues so they can be addressed: Facilities Management.
• In the case that events are paid, one should consider whether or not cost of the event is prohibitive to participation and seek community feedback as to whether this is a barrier. If cost is a barrier, considerations should be made for lowered cost plans or alternative scholarship strategies. Know your budget and seek diverse perspectives in how that budget should be used to facilitate the success of the event.

Getting to the In-Person Event

Ask Yourself

• How easy it for various attendees to get to and from your event?

Recommended Practices

Path of Travel

Room Arrangements

Ask Yourself

• Can all audience members easily move around within the event space?

Recommended Practices

Accessible Doors/Doorways/Aisles/Entranceways/Exits

• Check the entrances to ensure they are accessible for people using mobility devices.
• Door handles should  have a “push down handle” to enable people who cannot grip the handle or who are assisted by service animals to open it.
• Look for angular walls that might be problematic for people using canes.

Stage or focal points

• When a stage is setup, make sure there is a ramp to get to the stage and that there is a space for someone who is using a mobility device.
• Your emcee, performer, facilitator or presenter may need an accessible podium. Be sure you have checked with them before you book the space to determine if you need one.

Space for Interpreters

• Have well-lit space for Sign Language interpreters, preferably with a dark, solid colored background, e.g. no bright light behind them or distracting wall decoration.
• Ensure that interpreters have space to rest when not interpreting.
• Ensure unobstructed view of Sign Language interpreters and CART screen/text. Reserve seats directly in front of the Sign Language interpreters and CART screen for individuals using these services. Check the line of sight for accessible seating and for seating that is being provided as a result of a requested accommodations for individuals who  need to be close enough to read lips, view Sign Language interpreters, or have other reasons to be in a designated seat.

Lighting

• Learn in advance how lighting is adjusted in the space.

Event Kit Suggestions

• Assemble an Event Kit to accompany Event Organizers, so that the items may be used, if necessary.
  • First aid kit with latex-free supplies and earplugs
  • Paper, pens, unscented markers, scissors, tape, duct tape, blank name tags, and clipboards
  • Unscented bathroom and cleaning products
  • Bike tire pump and patch kit for wheelchair tires
  • Juice or regular soda and straws
  • Clean rug or mat
  • Umbrellas and ponchos
  • Water bowl and dog waste bags for service dogs
  • Garbage bags

Seating

• If possible, do not place all accessible and/or accommodation seating in the same area. For example, integrate accessible seating throughout space, not only front or back of seating options.
• Mark areas designated for accessible seating with reserved signs.
• Plan for wheelchair-accessible seating paths throughout the space. Be conscious that spaces around tables or chairs should be a minimum of 36 inches to enable wheelchairs or strollers to pass through, and plan the layout with this in mind.
• Provide a variety of seating and table options.
  • Chairs with and without arms, and bariatric chairs.
  • Table heights
  • Avoid seats attached to tables.
• If workspaces are an aspect of the event, ask venue if they have accessible desks and/or tables available. Consider measuring the desk and keeping that information handy for anyone who requests accessible desk accommodations.
• Provide appropriate number of accessible seats, please review the chart below. Accessible seating includes seating that individuals with disabilities can use including individual who use wheelchairs or other mobility aides, as well as individuals with service animals.

Refreshments, Catering, and Giveaways

Ask Yourself

• Are there diverse food options available that meet the needs of participants?

Recommended Practices

• Gather requests prior to the event.
  • If a change is made due to dietary restrictions, ensure the meal is still balanced.
• Consider religious and cultural food practices of audience members such as meal preparation and fasting.
• Provide a range of food that includes: vegan/vegetarian, gluten-free, healthy, lactose-free, and Kosher/Halal options.
• Provide water.
• Consider varying drinkware needs such as glasses with handles or straws.
• For allergies consider:
  • Ensuring food options and ingredients that are clearly labeled in large print.
  • Individually packaging or offering in a way that avoids cross-contamination.
  • The top eight allergens: cow’s milk, eggs, tree nuts, peanuts, shellfish, fish, soy, wheat.
• Consider your audience, do they need easy to handle food, food that is easy to swallow?
• If alcoholic beverages are a part of the event, serve non-alcoholic beverages in a similar style as alcoholic drinks.

Resources

• UIOWA Maps 
• Accessibility Features Map A map of UI Campus Building Information: ramps, elevators, entrances, and parking information, etc.
• Find a Gender-Inclusive Restroom on campus.
• Parking Map
  • Accessible Parking
• University of Iowa Hearing Loops Systems Maps
• Website for UI Transportation & Parking UI parking structures, public transportation options, etc.
• UI Bionic Bus  For qualifying persons with disabilities, CAMBUS provides complimentary demand-response service called the Bionic Bus. The services are free and available to the general public.
  Bionic Bus Passenger Guide | Student Disability Services – The University of Iowa
• Catering | University Housing and Dining | The University of Iowa
• 2010 ADA Standards for Accessible Design

This Guide was created in partnership with collaborators and supporters across the University of Iowa.
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