Event Accessibility Checklist

Event Accessibility

The University of Dayton is committed to creating an inclusive, welcoming campus environment where all students and guests can fully participate in student-led activities. When planning any event, student organizations must proactively integrate accessibility into every stage, from digital marketing and venue selection to sound design and day-of coordination. By removing physical, sensory, and communication barriers before an event begins, student groups support UD's community values and ensure equal access for everyone.

Accessibility Checklist

Marketing & Digital Communications

  • Accessible Fonts & High Contrast: Use clean, sans-serif fonts (e.g., Arial, Calibri) at size 14pt or larger. Ensure high color contrast between text and background colors (avoid dark text on dark backgrounds or pastel on white).
  • Alt-Text & Image Descriptions: Add alternative text (alt-text) or image descriptions to graphics posted on Instagram, 1850, etc.
  • Plain Language: Keep promotional text clear and direct. Specify if the event involves loud music, flashing lights, physical activity, or outdoor terrain so attendees know what to expect.Accommodation Notice: Include the accommodation request statement (above) on all digital and physical event materials.
  • Accommodation Notice: Include the accommodation request statement (below) on all digital and physical event materials.

Venue & Physical Accessibility

  • Wheelchair-Accessible Route: Confirm a step-free route from accessible parking or campus sidewalks to the venue entrance. Check that automatic door push-buttons are functioning.
  • Elevators & Signage: Ensure elevators are operational if the event is on an upper or lower floor. Post clear directional signs pointing to accessible entrances and restrooms.
  • Spacious Layout & Pathways: Maintain clear, unblocked pathways at least 36 inches wide throughout the venue for wheelchairs, mobility aids, or service animals.
  • Integrated Seating: Provide dispersed, accessible seating areas that allow wheelchair users to sit with their peers rather than being isolated at the back or side of the room.
  • Accessible Restrooms: Verify that ADA-compliant or single-stall gender-neutral restrooms are available on the same floor or nearby.

Presentations, Sound & Media

  • Microphone Usage: When available, require all speakers, presenters, and performers to use a microphone so hard-of-hearing attendees can engage.Captions for Videos: Ensure any pre-recorded videos shown have accurate closed captioning enabled.
  • Captions for Videos: Ensure any pre-recorded videos shown have accurate closed captioning enabled.
  • Alternative Formats: Have digital or large-print hard copies (18pt font) of handouts or agendas available upon request.
  • Lighting & Sensories: Avoid rapid strobing or flashing light effects. If live amplified sound (e.g., live band/DJ) is used, consider setting aside a quieter sensory break area nearby.

Food & Beverage (If Applicable)

  • Allergen & Diet Labeling: Clearly label food items with major allergens (nuts, dairy, gluten, soy) and dietary designations (vegan, vegetarian, halal, kosher).
  • Reachable Table Heights: Keep buffet lines, food stations, and drink dispensers at or below 34 inches from the floor so they are reachable from a seated position.
  • Straws & Utensils: Provide flexible straws and user-friendly utensils for beverages and self-serve food.

Event Day Execution & Staffing

  • Staff Briefing: Brief event officers/volunteers on accessible routes, restroom locations, emergency egress plans, and polite disability etiquette.
  • Service Animals: Welcome service animals and ensure space is available around seating for them to rest comfortably near their handler.
  • Emergency Egress: Verify that emergency exits and fire lanes are clear of stage equipment, cables, or snow-fencing per university crowd control guidelines.

Accommodation Request Statement

Include this statement on ALL promotional flyers, 1850 event listings, social media posts, and registration forms:

"[Group] is committed to providing equal access to its programs and events. If you require an accommodation to fully participate in this event, please contact [Insert Group/Host Contact Email & Phone] at least 5 business days prior to the event. For additional support or resources, visit UD Disability Services."