- Somewhere on every email or flyer/poster for an invitation to a university event there should be the following text: "Individuals that require accommodations for this event please contact Accessibility Services by [10 business days prior to event date]. email: as@csueastbay.edu | phone: (510)-885-3868." If you have a different point of contact for accessibility requests, please provide their information.
- Consider including specific language about the importance of inclusion and accessibility. For example “Ensuring that everyone can fully engage and participate in this event is important to us. Do not hesitate to let us know if there is anything we can do to make this event more inclusive for you.” Make this announcement at the start of the event as well.
- Please include a notice if your event will include possible triggers for conditions such as epilepsy.
- Photosensitivity and Seizures | Epilepsy Foundation
- It is recommended that you use an RSVP form so you can send reminders and track the number of participants that are expected.
- Another recommendation is to include a checklist in your meeting RSVP. For example:
I will need the following in order to participate:
___ Assistive listening device
___ Sign Language Interpreters
___ Captioning
___ Reserved front row seat
___ Large print
___ Advance copy of slides to be projected
___ Spoken Image Descriptions
___ Access to a quiet area
___ Wheelchair access
___ Wheelchair access to working tables throughout room
___ Scent-free room
___ Lactation room
___ Gender neutral bathroom
___ Diet Restrictions. List: __________________
___ Other: _____________________________
Make sure you follow up on all requests received. If it appears you will be unable to meet a specific request, follow up with the individual who made the request to determine whether an alternative arrangement can be made. Reach out Accessibility Services as needed.
- Provide content (marketing and presentations, etc) in multiple formats: Print, spoken, and digital. If possible, provide materials in advance.
- Ensure digital materials are accessible.
- Ensure videos are captioned, and that captions are turned on by default.
- Make a schedule/Agenda of the event available in advance.
- Schedule breaks, especially for events lasting longer than 1 hour.
- Identify a point of contact for day of accessibility needs, technology troubleshooting, and for participants to connect with about questions, concerns, or challenges.
