Accessible Events

Planning Accessible Events 

The Disability Programs and Resource Center (DPRC) recommends these best practices for planning accessible events for all attendees (students, staff, faculty and guests). 

SFSU requires accessibility for all events, including: 

  • Professional meetings 
  • Seminars and workshops 
  • Conferences 
  • Social and recreational programs 
  • Convocations and graduation ceremonies 

Our considerations are made with the SFSU campus in mind, as most facilities and venues are accessible. If you plan an event off campus, contact us for a venue accessibility consultation. 

Please note - Cox Stadium, the Second floor of Gymnasium, and the Blakeslee Room in Thornton Hall are inaccessible event locations. Please consult with the DPRC if you are considering hosting an event in one of these locations. 

Accessible Event Details

As the event authority, your organization or department is responsible for accepting and processing all accommodation requests. 

The DPRC is available to consult on best practices for implementing these accommodations. 

Potential accommodations, along with implementation information, are reviewed in the Possible Accommodation Requests and Definitions section. 

For further assistance, contact the DPRC at (415) 338-2472 or dprc@sfsu.edu. 

The DPRC requires you to include the following Event Access Statement on all websites, announcements and meeting notices to ensure inclusive planning:  

“[Name of your organization/organization sponsoring event] welcomes persons with disabilities and will provide reasonable accommodations upon request. If you would like reasonable accommodations for this event, please contact [person in your organization at (xxx) xxx-xxxx or person@sfsu.edu] as soon as possible so your request may be reviewed.” 

What is Universal Design? 

Universal Design assumes that the range of human ability is ordinary, not special. 

—Elaine Ostroff 

A UD approach requires appreciating the varied abilities of every person. The goal is to design a product, service or environment that anyone can use, regardless of their age, size or ability. 

By considering the items in the Event Planning Stage section and including the Event Access Statement, you apply Universal Design principles to create a more inclusive event for all. 

The Case for Universal Design 

Making our campus more universally accessible and usable for everyone is essential. Universal Design (UD) is a progressive, evolving approach to creating inclusive environments. UD aims for environments to be accessed, understood, and used to the greatest extent possible by all people. 

UD doesn’t just make good sense; it has strong social and legal drivers. This human-centered approach supports designs that are: 

  • User-friendly and convenient 
  • Respectful of user dignity, rights and privacy 

These items help ensure your event aligns with Universal Design principles and welcomes people with disabilities. As a public university, any event open to the public must meet these legal access requirements. 

Venue and Seating 

  • Conduct a Site Walk-through to inspect the venue's accessibility. 
  • Accessible Seating: Determine seating for all guests and participants. Identify accessible seating locations in every section, including the audience and on stage. (More information on seating and accessible paths is in the Possible Accommodation Requests and Definitions section). 
  • Interpreter Location: Determine the seating location for Sign Language Interpreters, Real-Time Captioners, and the individuals utilizing these services. 

Live Stream and Media 

  • Public Live Streams Must Have Captions: If an event is live-streamed on a public-facing web page, you must provide real-time captioning. If you do not arrange captions in advance, you cannot live-stream the event. 
  • Prohibited Display: Providing a live video display to an overflow room without real-time captioning is prohibited. 
  • Alternative Option (Not Public): Events not open to the public may be recorded, edited, and then uploaded later as a captioned video to a public-facing website. 

Communication and Signage 

  • Post Clear Signage: Use clear, easy-to-read signage for your event. 
  • Accessible Entrances: Include signs indicating the accessible entrance if it differs from the main entrance. 
  • Accessible Paths: Consider designating accessible paths of travel throughout the event. 
  • Include Access Statement: Include the Event Access Statement on all advertising materials. 
  • Confirm Accommodations: Confirm that all requested accommodations will be met. 
  • Accessible Marketing: Assure marketing materials disseminated online are produced in an accessible format. Contact DPRC for basic training and consultation. 

Costs 

The DPRC often helps cover costs for billable items (like interpreters and captioners) for campus events. However, DPRC may recover costs from campus departments for certain events, such as department graduations or events held by off-campus organizations for non-SFSU constituents. 

To ensure you solicit requests from all attendees, include the Event Access Statement on advertising materials and on your registration form. Your department must collect these requests, but the DPRC is available for consultation. 

Accessible Seating 

Accessible seating is reserved for guests who use wheelchairs, scooters, canes or need close proximity to a screen (e.g., those with visual impairments). 

Requirements: 

  • Location: Scatter accessible seats throughout the venue to give guests autonomy. 
  • Visibility: Accessible seating must let individuals view the event over seated or standing participants. 
  • Deaf/Hard-of-Hearing: Seating must be near the stage/presentation area with a direct view of interpreters and/or the captioning screen. 
  • Companion Seating: Provide at least one companion seat for each wheelchair space; it must be equivalent in quality to surrounding seats. 
  • Standing Events: Reserve chairs for individuals who cannot stand for the whole event. 
  • Long Events: For events over one hour, reserve seats near entrances/exits for those who cannot sit for long periods. 
  • Resources: Contact DPRC for signs to reserve seats. See Section 802 of the ADA Standards for exact space requirements. 

Deaf and Hard-of-Hearing Accommodations 

When a guest requests this, allow them to state what works best for their participation. If speakers use microphones, audience participation should also use microphones. 

Accommodation: Assistive Listening Devices (ALDs)
Description: Personal amplification systems worn by hard-of-hearing individuals. 
Request Information: Available at many campus venues (e.g., Student Center, Library, McKenna Theatre). For other rooms, contact the DPRC. 

Accommodation: Sign Language Interpreting
Description: A skilled professional facilitates communication using the visual language of signs. 
Request Information: Complete the DPRC’s interpreting request form online at least two weeks prior to the event. 

Accommodation: Real-Time Captioning
Description: A professional transcriber uses specialized software to display spoken communication verbatim on their personal device or another display device. 
Request Information: Complete the DPRC’s real-time captioning request form online at least two weeks prior to the event. 

Accommodation: Captioned Multimedia
Description: Video/film reflecting spoken, descriptive, and other auditory content. Note: Automatic captions (like YouTube's) are often inaccurate and do not meet accessibility standards). 
Request Information: Contact captions@sfsu.edu three to four weeks in advance for assistance ensuring media is correctly captioned and displayed. 

Event Handouts and Visual Materials 

  • Handouts: Materials for blind or low-vision participants should be available on request (via email or thumb drive) for use with text-to-speech software. Consult DPRC about accessible documents. 
  • Visual Content (Exhibits/Posters): Provide alternative formats for equivalent information. Examples include: 
    • Titles of work and narrative using large 14 point san serif fonts on a high contrast background 
    • Audio descriptions of artwork 
    • Tactile replicas of art objects 
    • Captioning of video presentations 
    • Trained staff to provide tours or descriptions 

Food Allergies 

  • Menu Cards: List common allergens on menu cards. 
  • Ingredient Lists: Guests with severe allergies may request a printout of all ingredients. 
  • Caterer Contact: Encourage guests with allergies to speak directly with your caterer to ensure safe food is available.  

Fragrance-Free Event 

Some individuals experience Multiple Chemical Sensitivity/Environmental Illness (MCS/EI) from chemical-based scents. To make your venue accessible: 

  • Use low-odor dry erase and permanent markers. 
  • Ask all guests to wear non-scented body products (e.g., lotion, hair spray). 
  • Refrain from using items that emit chemical-based scents (e.g., air fresheners, potpourri). 
  • Allow dry-cleaned clothing to air out before wearing. 
  • Use the least toxic cleaning products, disinfectants and paints. 

Mobility Accommodations 

Service: On-Campus Cart Service 
Details: Accessible transportation for guests within campus boundaries. Special consideration is needed if the venue is far from guest parking. This is required for events at Cox Stadium and will result in a charge back.
Request Information: Contact DPRC to inquire about availability and costs at least two weeks prior to the event. 

Service: Wheelchair Rentals
Details: Can be offered as a courtesy. Admiral Medical Supply (650-697-0900) has rentals with delivery and pickup. Your department will incur the costs. 
Request Information: Contact DPRC to obtain the required Release of Liability Waiver. 

Service Animals 

A service animal is a dog or miniature horse trained to perform work or tasks for a person with a disability. It is not a pet; do not touch or interact with it.  

If the animal's purpose is apparent (e.g., a guide dog), do not ask any questions about the animal's use. You may only discuss logistics, such as seating or breaks. 

If the animal’s purpose is not clear, you may only ask two questions:  

  1. Is the animal required because of a disability?  
  2. What work or task has the animal been trained to perform? 

Service animals can be removed from a room or activity if these requirements are not met. Always permit the individual to continue participating without the animal. 

  • The animal must be under the handler's control (usually a leash/harness). Voice control is acceptable if a leash presents difficulties.  
  • If the animal is out of control (e.g., aggressive or disruptive barking), you may tell the individual the animal must be removed. Never separate the animal from the individual. 
  • The animal must be housebroken, and the individual is responsible for cleanup. 

Service Animal in Training: If a service animal in training causes an issue, speak to the handler or contact Services to Students with Disabilities. 

Refer to the Time, Place, Manner policy Executive Directive #83-13 and CSU Guidance on Service Animals (under Faculty and Staff Resources section) for the full policies. Contact DPRC for consultation. 

Venue Accessibility 

  • Accessible Entrances: Keep entrances (and automatic door buttons) clear of all barriers like tables and cords. Submit a Work Order through Facilities to repair malfunctioning door openers (this will not cost your department money). 
  • Accessible Paths of Travel: This is a continuous, unobstructed way of passage (sidewalks, ramps, elevators, clear floor paths, etc.). 
    • Do not create barriers or obstructions during event setup. 
    • Point out paths with signage. 
    • At least one of each type of good or service must be on the path of travel for equal access (e.g., a literature table upstairs is fine if an identical one is downstairs). 
  • Accessible Restrooms: Ensure accessible stalls are present, in service, and entry buttons are working. Submit a Work Order and/or alert DPRC of any access barriers.