Checklist: Accessible Campus Events

Budgeting and Planning

  • Have you allocated money for possible added costs related to accessibility (sign language interpreters, transportation services, additional formats for materials, etc.)?
  • Is there adequate time before the event to arrange services? Some may take a few weeks to coordinate.


  • Is the location accessible to all attendees, including the presenters?
  • Are the walkways and hallways clear of furniture and wide enough for scooters, wheelchairs, and people using assistive walking devices (cane, crutches, walker, braces)?
  • Is the room close to elevators and accessible restrooms?
  • Are push/pull style doors under 5 pounds or equipped with an automatic button or sensor?
  • Are exits clearly identified and physically accessible?
  • Are emergency exits equipped with auditory and visual signals?
  • Is there an emergency plan in place for attendees needing assistance?
  • Are the furniture, displays, and stage areas easy to navigate around by using a wheelchair or scooter?
  • Is there appropriate directional signage to all meeting/event locations?
  • Have you contacted the venue coordinator so that the appropriate arrangements can be made for the participants?


  • Does your advertising provide information about the event (i.e. smoke-free, wheelchair accessible, etc.) and include internationally recognized accessibility symbols?
  • Do your materials have a statement about how to make accessibility requests?
  • Does the contact information contain a name, phone number, and email address?
  • Is the font a Sans Serif font such as Arial or Tahoma and at least size 14?
  • If serving refreshments, is there a contact with regards to food allergies prior to the event?

Food and Refreshments

  • If there will self-service style refreshments being served, are they on tables that are less than 34” high and placed within a reachable distance?
  • Do you have information about ingredients and preparation methods available?
  • If prior arrangements have been made with regards to food allergies, is the food labeled appropriately? 

Presentation Content

  • Are there any captioning services or assistive listening devices needed for any attendees?
  • If the use of a sign language interpreter requested, are there appropriate seating choices as well as lighting?
  • If you are using any audio-visual equipment, have you checked the functionality prior to the event?
  • Have you created a plan for an alternative in case the designated equipment doesn’t work?
  • Have you confirmed any arranged services that would be utilized during the event to ensure that requests have been met?
  • If videos are being presented, are all videos/films captioned with either closed or open captions?
  • If there will be visual materials such as PowerPoints, paper handouts presented/distributed, are these being distributed prior to the event?
  • Have these additional materials been created in alternative accessible formats (such as Braille, large print, audio files, Word documents)?
  • Are these alternatives available upon request or located on the event’s website?
  • If you are distributing a PDF, has it been made accessible prior to the event/distribution?

Adapted from University of Connecticut, Center for Students with Disabilities, Accessibility Checklist for University Events, 2014