Planning & Promoting Events

• Include all relevant details in the meeting invitation and note that attendees may contact the planner for accommodation requests.
• Consider adding a reminder to avoid wearing strong fragrances.
• For larger events, send invitations early enough to arrange American Sign Language interpreters and/or captioning if needed.
• Provide accessible, well-designed materials and resources, and include image descriptions or alt text in online promotions.
• If the accessible route to the venue isn’t obvious, include clear directions in event promotions (e.g., on a Facebook event page).
• If available, promote the use of assistive listening systems.
• Avoid scheduling events late at night when public transportation may not be running.
• Include trigger warnings for potentially triggering elements such as strobe lights, fog effects or complete darkness.

Parking

• Know where nearby disability designated parking is located.

Route & Entrance

• The path from disability parking to the entrance should be flat, paved and easy to follow.
• If there are steps, a ramp should be available.
• If the main entrance isn’t accessible, there should be clear signs showing the accessible route.
• Doors should be easy to open if they aren’t automatic — ideally with lever handles and minimal pressure needed.

Event Location

• Ensure all event staff and volunteers understand accessibility procedures, including who to contact if participants have accessibility-related questions or requests.
• Furniture can be rearranged as needed, or accessible seating options are available if the seating is fixed.
• Walkways and spaces between tables allow at least 36" of clear movement.
• Lighting and sound quality are adequate, and any cords across walkways are safely covered.
• If microphones or amplified sound are used, assistive listening devices are available for participants who are hard of hearing.
• Seating near the front is available for participants who are Deaf or hard of hearing, with a well-lit space for an interpreter if needed.
• The stage and projector screen are easy to see, if they are being used.
• Accessible restrooms are located nearby, with clear signage.
• Space and accommodations are considered for participants with service dogs.
• If possible, offer alternative "quiet" spaces, particularly when event is high-stimulation. 
• Consider live-streaming the event, with captions, for anyone who cannot be physically present. 

• Make sure presenters know that Palm Beach State College values accessibility and encourages them to create and deliver presentations that are accessible to everyone.
• Ask presenters to submit their materials in advance so they can be shared with individuals who may not be able to view screens or flip charts.
• Provide presenters with a checklist requesting that they:
  • verbally describe visual materials (e.g., slides, charts, etc.)
  • have printed copies available (in larger font)
  • avoid using small print on presentations that can’t be seen from a distance
  • ensure speakers (including those asking questions) always use a microphones
  • activate captions on videos
  • encourage hourly breaks
  • organize breakout group activities to maximize distance between groups (e.g. each group going to a corner of the room or side rooms)
• Be sure to repeat audience questions before answering, especially if a roving microphone is not available. Even if someone feels their voice is loud enough, always ask presenters and audience members to use the microphone.