The University of North Texas strives to make all its programs and activities accessible to those who want to attend. This includes physical and programmatic access/accessibility. Accomplishing this goal requires coordination across campus, as well as the participation of those seeking an accommodation. However, primary responsibility for accessibility rests with the event organizer.

Proactive planning for access and inclusion optimizes the opportunity for a well-planned accessible event and minimizes the need for individuals with disabilities to request accommodations to participate in the event.

Though members of the University community and visitors are encouraged to request accommodations in advance of any event, anticipate that participants with disabilities will attend your event regardless of whether they request accommodations beforehand. 

An accessible event checklist is provided on this page. For more information about many of the items on this checklist, please view the left side navigation for new pages for these topics.

Accessible event checklist

  • Designate a person responsible for ensuring accessibility of the event, and for facilitating requests for reasonable accommodations.

  • Schedule events in accessible locations. It is extremely helpful to provide a map and written instructions to identify accessible routes to access the event and to identify accessible parking and entrances/exits.  

  • Make sure the room set up takes into consideration accessibility.

  • Include a disability access statement in all event announcements. This access statement should include a statement about what is already being provided as well as who the event designee is for requesting reasonable accommodations.

  • Consider requesting on the event flyers/promotional materials that attendees refrain from the use of scents during the event. Attendees with allergies may experience a variety of symptoms from exposure to scents.

  • Add a text box on the registration form for accommodation requests.

  • Ensure all communication at the event is accessible.

  • Consider proactively providing ASL interpreter and/or CART for the event, particularly for larger events and live-streamed events. The Office of Disability Access will cover the cost of the interpreter if it is a large event, such as the Distinguished Lecture Series, a Presidential event, or Commencement Ceremony, even if a participant hasn't specifically requested one. Otherwise, the Office of Disability Access provides an ASL interpreter or CART provider on a request basis. For more information, please contact

  • Ensure that you have an electronic file readily available of all presentations materials to send to any participants who may need them in an accessible format. 

  • Make all virtual event features accessible

  • Ensure dietary needs are met

  • Provide presenters with communication guidelines

  • Reserve event funds for accommodation requests (e.g. ASL interpreting and/or CART). 

  • If developing a post event survey include a question about accessibility of the event. Provide multiple avenues for registration if registration is required; e.g. online, paper, in person