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.

Food Accessibility

  • Who will be supplying the food/beverages for the event?
  • Do/can they provide common allergen free foods?
  • Do/can they post ingredients for all food/beverage choices?
  • Do/can they post common allergens for all food/beverage choices?

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

  • Does the location have accessible entrances, ramps, elevators, and accessible restrooms?
  • Is the room, seating, and aisle spacing arranged so that attendees who are blind or have low vision, use a wheelchair or other mobility devices can move about safely and independently?
  • Is the space set up where attendees who are deaf or hard of hearing may need reserved seating near the speaker, interpreters, or captioning?
  • If tables or desks are used, ensure that adjustable-height options are available.

Presentations Materials

  • Program materials should be made available in large print, audio, electronic format (Word format is preferred), or in braille per attendee request.
  • Any films or videos, even those embedded in a PowerPoint, should be captioned.
  • Presenters should describe visual aids utilized in their presentation.

Accessibility Statement
It is recommended to include an accessibility statement on all event registration forms, fliers, electronic and print communications.

  • To request an accommodation for this event, please contact [insert program/event contact] at [insert program/event contact’s email address] or [insert program/event contact’s phone number] by [insert date, typically at least one week in advance].

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.