Creating Accessible Meetings and Events

Accessibility is an essential element in building a stronger, more vibrant and inclusive programs and events.  That is why Stony Brook University is dedicated to creating an inclusive environment, not only for all members of the University community, but also for members of the general public who frequently attend our programs and events   This page serves as your guide to creating a truly accessible and enriching campus experience for all program attendees.

THIS IS A GUIDE.  Please be aware that OEA has organized this information as a guide for departments or areas sponsoring  a meeting or event. Any responsibility, however,  for ensuring accessibility of any particular event remains with the appropriate event sponsor.   Furthermore,  the primary point of contact for accommodation requests related to any particular event or meeting is the hosting department or the student/employee group sponsoring the event.   Sponsors or hosts of University events are required to provide a point of contact for this purpose.  For general questions related to creating an accessible event, you may reach out to oea@stonybrook.edu.

Event and Meeting Location

When planning a University meeting or event please keep in mind general accessibility when selecting a location.  Accessible meeting locations are a critical element in ensuring trouble-free participation for individuals with disabilities who may have mobility limitations, are blind or may have vision impairments, to name a few examples.

Minimum requirements for an accessible event include the following elements:

• Parking and Passenger drop-off areas - When parking or a drop off area is provided accessible or  handicap parking and an accessible drop-off area must also be provided. 
• Routes to the Building Entrance - There must be at least one accessible building entrance that connects to accessible parking, and accessible drop-off area or from a bus stop or other public transportation.
• Building Entrance - There must be at least one accessible building entrance connected to one accessible route to the building entrance.
• Routes to the Meeting Space - The accessible building entrance must be connected to an interior accessible route to the meeting space(s),
• Meeting Space - The meeting space must have an accessible floor plan.
• Restrooms - If restrooms are available to meeting participants, then accessible restrooms must also be available to participants with disabilities.

See, Evaluating the Accessibility of a Meeting Site provided by the U.S. Department of Justices.

Virtual Events

Virtual events, like in-person programs, must be accessible to disabled individuals. This means considering accessibility needs such as screen readers, screen enlargement applications, and closed-captioning. Make sure than any materials, such as a powerpoint,  used on the screen are available in an accessible electronic version for distribution for this purpose.  If appropriate, an ASL interpreter should also be provided.

Accommodations: Letting Participants Know

Participants of any event hosted by Stony Brook University, Stony Brook Medicine, Stony Brook University Hospital, and the Long Island State Veterans Home (LISVH) can ask for accommodation at any time.  As per the  Notices in University Publications Policy, notice should be provided within invitations and notices, such as posters, and should include a contact person from the hosting department or employee/student group who is the point of contact.  As a reminder, OEA is available to answer any questions arising from an accommodation request related to events/meetings.  

Possible language to include within flier, event notice, or invitation.  

"If you require any accommodations or have questions regarding accessibility, please get in touch with (name) at (phone number) or (email address). We endeavor to meet all accommodation requests, however, requests received within two weeks of the event may not provide sufficient time to make necessary arrangements.  We also request that all attendees avoid using strong fragrances as a consideration for those with allergies and environmental sensitivities."

Accommodations may include:

• An ASL interpreter
• An assistive listening device
• Captioning
• Large print
• Copies of notes or other materials in advance
• Wheelchair access
• Dietary restrictions
• Accommodations for an aide who might be accompanying the registrant

DO NOT ASK FOR MEDICAL DOCUMENTATION  from any participant who is requesting an accommodation or has any accessibility concern.  If you have any questions or concerns, please contact OEA.

Presentations 

As important as it is for the physical or virtual event to be accessible,it is equally  important that the information presented, whether digital or analog, is accessible to everyone, including persons with disabilities.  Here are some guidelines to follow:

• Communicate the expectation in advance. Discuss with each presenter, if possible at the time of invitation, the importance of developing a presentation accessible to all participants.
• Continue communication with invited speakers and presenters throughout the planning process to ensure their presentations are accessible to persons with disabilities.
• Instruct presenters to include the key points of their presentations on overheads or slides or  visual aids that are entirely legible, with large print and sharp, contrasting colors.
• Ask presenters to limit the number of overheads or other visual aids used in the presentation and to allow adequate time for the audience to read them.
• Ask presenters to prepare a complete verbal description of all materials, including slides and handouts.  Ensure the speakers understant that throughout the presentations they  must orally describe slides, overheads, videos, or other visual aids that are used.
• Set a date for presenters to provide a copy of their presentation materials (including slides and handouts) in advance to allow you to ensure the are accessible and to provide additional accommodation if needed (ex. large print or Braille transcription.

 

Supporting Accessible Presentations

As the host of the meeting is is also important you provide an an accessible atmosphere for your presenters to work in.   Some best practices include:

• Choose meeting rooms that are well-lit and easily accessible.
• Control background noise as much as possible.
• Choose a meeting room with good acoustics and an auxiliary sound system.
• Provide a microphone for all presenters to ensure that individuals with hearing disabilities can hear the entire presentation from all parts of the room.
• Provide written materials, such as handouts and overheads, in various formats as requested by participants (e.g., raised print, large print, Braille, audiocassette, or computer disks). Receving materials from presenters in advance will help ensure they can be accessed.
• Always review materials to be presented in lights of the accommodations requested to determine if additional accommodations may be required.  

 

Don't Forget Presenter Accommodations!

• Check for the needs of presenters with disabilities (e.g., ramping or podium requests, a reverse interpreter, a sighted guide for a person with limited vision, etc.).

• Provide written materials, such as handouts and presentations, in various formats as requested by participants (e.g., large print, Braille, ). Providing these materials in advance will help ensure they can be accessed.

FOR MORE INFORMATION 

Need assistance?

The Office of Equity and Access (OEA) is happy to assist you with making your public event accessible. We can provide resources, guidance, and support in the following areas:

• Identifying potential accessibility barriers
• Developing accessibility plans
• Addressing accommodation requests

Resources:

• A Planning Guide for Making Temporary Events Accessible to People With Disabilities ADA National Network: https://adata.org/guide/planning-guide-making-temporary-events-accessible-people-disabilities
• Accessible Events Guide | NYS OMPDD 
• OEA Accessibility Resources: https://www.stonybrook.edu/commcms/oea-accessibility/contact-us.php