All event announcements (online or print) for university-sponsored events and events held on or off campus need to include a statement informing the public of how to request accommodations for the event. It is also best practice to include a statement to inform participants of what access is already being provided.

All electronic event announcements must be digitally accessible. Please ensure that alt text is on any images and that if important information is located in a graphic, it is also located in plain text format on the webpage, email blast, social media post, etc. 

If possible, it is also helpfuol to provide written instructions and a map to identify accessible routes to access the event and to identify accessible parking and entrances/exits. 

When publishing an Accessibility statement, please include the following:

  • Event accessibility contact’s name, email and phone

  • Deadline for submitting an accommodation request. The department hosting the event may request as many as 14 days or as few as would be possible to provide the requested accommodation. One week notice is generally preferred. However, if the participant does not submit their request by this deadline, the department is still required to make a good faith effort to fulfill the accommodation request. 

The registration form should include a space for people to indicate if they need accommodations.

An example access statement is provided below: 

Suggested accessibility statement (long version):

  • “Accessibility Information: _______________ will be provided at the event for accessibility. Please contact___________ (event organizer) at _____ (phone and email) at least one week prior to the event to request disability accommodations. In all situations, a good faith effort (up until the time of the event) will be made to provide accommodations.”

Suggested accessibility statement (short version):

  • “For disability accommodations please contact (event organizer) at _____ (phone and email).”

The following are examples of accessibility tools to mention on your access statement, if possible:

  • If materials are available beforehand.
  • If automatic captioning will be enabled.