Planning for an Accessible Event

The purpose of this document is to assist with event planning to ensure that the
needs of individuals with disabilities are met. This checklist is intended for
events that have an audience of at least 30 individuals or more; however, the
general guidelines are relevant for any size event. For general event planning
information, please contact the Conferences, Reservations, and Events Services
Office at 704-687-7120 or via email at eventserv@uncc.edu. You can also visit
their website at: cres.uncc.edu

Who is attending your event?

If you are unsure or do not know who all of your guests will be, you will need to plan for full accessibility.
Planning for groups larger than 30 individuals or unknown guests requires broad planning for accessibility.

Where will the event be held?

It is important to choose a room in consideration of those who may have the following conditions: low-vision,
blindness, mobility impairments, hearing impairments, or deafness.
The event planner needs to consider and be able to answer the following questions:

Does the room have sufficient lighting to accommodate individuals with low-vision/blindness?
Does the room have an entrance that is accessible for someone with a mobility aid such as a wheelchair?
Are the interior aisles accessible for those individuals with mobility impairments?
Are the paths to nearby facilities, including restrooms, wide enough for those with mobility aids such as
wheelchairs?
Is there a smart podium that is equipped with a Frequency Modulation (FM) system in order to
accommodate the needs of those who with hearing impairments?

To ensure access to space for all individuals who will be present, please see the appendix for information on
how to meet these standards.

How will guests arrive and depart to and from the event?

Consider how your guests will be arriving to the event. Will they be utilizing personal vehicles, using
public transportation, the University shuttle, or traversing from another location on campus?
The event planner should provide accessible parking and pathway information for guests through multiple
outlets (i.e. websites and signage day of event). Click here to download a copy of the accessible campus
map: http:/facilities.uncc.edu/FileManager/files/Maps/Uncc_Disability_Map.pdf.
Review pathways to identify obstacles, such as sidewalk closure, prior to the event. For information
regarding current and upcoming construction projects at UNC Charlotte, please visit the facilities
management website at: http://facilities.uncc.edu.

Will there be food at or after the event?

Ingredients should be indicated on the menu or near the food to enable individuals with food allergies to
make informed decisions.
All food tables must be located in an accessible location within the proper height and reach standards.
Please see the appendix for the appropriate heights.
In case of a food allergy question, the event planner should contact the catering staff.
Remind the event staff to attend to the needs of guests with disabilities.

How will people learn about this event?

Be sure that your advertisements include the following accessibility statement:

UNC Charlotte is committed to having an accessible campus for individuals with disabilities. To request
information regarding accessibility or for accommodations under the Americans with Disabilities Act
(ADA) please contact (event planners name and phone) or the Office of Disability Services (704.687.4355)
at least three working days prior to the event. Additional information regarding accessibility is available at
http://accessibility.uncc.edu/requesting-services-events.

Be sure to use accessible formats to advertise on the web (PDF is not accessible, use MSWord).
For large or public events, advertise using multi-media outlets (e.g., radio, web, flyers).

Does the event contact person have knowledge of disability rights and
issues?

The event planner should only ask the attendee for specific accommodations needed, and should not inquire
about their disability.
The event planner should only share disability-related information with individuals who have a need to
know.
The event planner needs to identify the emergency escape route or area of rescue assistance from an event
space prior to the event and share the information with the guest(s).
To respond to a request for accommodations, use the Accessibility website Request for Services form to
schedule an accommodation (http://accessibility.uncc.edu/requesting-services-events) or contact Disability
Services (704.687.4355) if unsure of accommodations. All requests must be submitted no less than five
working days in advance of the event.

Are brochures/handouts being provided at the event?

Use a copy center to enlarge brochure text.

If accessible materials are needed, Disability Services can convert text to Braille; however, they request
that you make the request at least five working days prior to the event.

Will technology be used at this event?

Any video used at a large event must be closed-captioned for those individuals who have hearing
impairments.
The event planner should confirm that the sites smart podium has an FM System installed and that
receivers are available to enable those with hearing impairments to hear the program.
An audio transcriber should be present, if requested, for individuals who are blind.
Contact the Office of Disability Services at least five working days in advance to ensure support.

Is your event ready?

On the day of the event, the event planner should walk through the venue to check for any new obstructions. This
should include access to all facilities such as restrooms and all possible pathways that guests may use for arrival
and departure.

Have you created an evaluation?

It is important to evaluate your event. Please contact the Office of Disability Services when accessibility
accommodations or concerns are received.

Appendix
Measurements

Aisles should be a minimum of 36 inches wide

Door openings provide a clear width of 32 inches minimum
Accessible tables:
o are between 28-34 inches from the table top to the finished floor,
o are 27 inches from the table underside to the finished floor,
o are 30 inches wide and,
o have clear toe clearance depth of 17 25 inches

Department Contact List

Disability Services
Location: 230 Fretwell
Telephone: 704-687-4355 (tty/v)
Email: disability@uncc.edu

Parking and Transportation Services

Location: PaTS/Facilities Operations Building
Telephone: 704-687-0161
Email: unccpark@uncc.edu

Conferences, Reservations and Events Services

Location: Student Union, 252A
Telephone: 704-687-7120
Email: eventserv@uncc.edu
Revised 5/21/2011