Events Accessibility Guide

University of California, San Francisco is committed to providing accessible and inclusive programming to all participants on- and off-campus and has a responsibility to do so under federal and state laws. This guide is intended to provide event organizers and campus administrators with the tools necessary to proactively plan events that are accessible to all attendees.

Accessibility Statement

It is essential that you include an accessibility statement on all event registration forms, fliers, electronic and print communications.

  • UCSF welcomes all participants to our events. If you need a reasonable accommodation to participate in this event because of a disability, please contact [event contact name] at [event contact email] as soon as possible.

Food Accessibility (Dietary Needs)

  • Ensure all attendees are notified that food will be served.
  • Identify who will be supplying the food/beverages for the event.
  • Food and Beverage Choices: Ensure they can provide common allergen free and food sensitivity choices (such as vegan, vegetarian, nut-free, gluten-free, allergy-friendly items, etc.)
  • Label Ingredients: If the event is using a vendor/caterer, ensure they can post the ingredients for their foods.

Venue Accessibility
The building location and event space or meeting room should be accessible to all attendees:

  • Wheelchair Accessible: Identify accessible entrances, ramps, elevators, and accessible restrooms.
  • Ensure that the room, seating, and aisle spacing are arranged so that attendees who are blind or have low vision, use a wheelchair or other mobility devices can move about safely and independently.
  • Ensure the space is set up where attendees who are deaf or hard of hearing may need a loop system, reserved seating near the speaker, interpreters, or captioning.
  • If tables or desks are used, ensure that adjustable-height options are available.
  • Clear Signage: Use large print, braille, and clear visual signs for easy navigation.
  • Rest Areas: Provide designated quiet spaces for attendees who may need a break from the crowd or sensory overload.

Presentations Materials

  • Sign Language Interpreters: Offer interpreters for attendees who are deaf or hard of hearing.
  • Real-time Captioning: Provide live captions for films, videos, presentations, or panel discussions (Zoom, PowerPoint).
  • Language Options: Provide materials in multiple languages if necessary (including visual translation or subtitles.)
  • Assistive Listening Devices: Make these available for those who need them.
  • Program materials should be made available in audio, electronic format (Word format is preferred), (or in large print or braille per attendee request).
  • Any films or videos, even those embedded in a PowerPoint or presentation, should be captioned.
  • Presenters should describe visual aids, graphs/charts, and pictures utilized in their presentation.

Service Animals

  • Allow and accommodate service animals. Ensure the venue is pet-friendly and has designated areas for them.

Virtual Participation

  • Hybrid Options: For attendees who cannot attend in person, offer remote of virtual access via platforms such as: Zoom, Teams, etc.
  • Recording: Record sessions for later viewing and include captioning for accessibility.

Tips for Accommodations Statements:

  • Clear Communication: Make sure that attendees know how to contact you in they need accommodations (email, phone, etc.).
  • Advance Notice: Allow a reasonable time frame for request (2-4 weeks in advance) to ensure adequate arrangements.
  • Confidentiality: Reassure that requests for accommodations will be kept private and treated with respect.
  • Multiple Contact Options: Provide different ways of contact (email, phone, etc).
  • Post-Event Feedback: Offer a space for feedback on accessibility to improve future events.

If you are unsure how to estimate the cost of specific accommodations (Sign Language interpreters, real-time captioning, assistive listening devices, copies of PowerPoint presentations, large print or braille), Student Disability Services can help you estimate the cost to your budget and proactively identify resources. However, Student Disability Services is not budgeted to cover the costs associated with event accommodations.

For additional information, visit: https://disability.ucsf.edu/planning-accessible-events