• Toolkit for Planning Accessible Events at UCSF
  • Policy Requirements
  • Consultation and Guidance
• Planning Accessible Events
  • Hybrid Event Accessibility
• Responding to Requests for Accommodations
  • Potential Accommodation Requests and Definitions
• How to Schedule Accessibility Vendors
  • Non-exhaustive possible list of third-party vendors
• Accessible Publicity Materials
  • Accessible Documents and Presentations
• Preparing for ASL/CART Captioners at Your Event
  • Accessibility Considerations for Break-out Rooms
  • Final Accessibility Check: Day of Event Considerations
• After your event: Captioning and Audio Describing Videos
  • Non-exhaustive list of vendors
• UCSF Resources
  • Glossary of Terms
  • Acknowledgements
  • Works Cited

Step 1:

Focus on the requested accommodation, not the requester's disability. When you receive a request for a reasonable accommodation, collect the following information from the requester. A reminder to maintain confidentiality when an attendee requests an accommodation.

• Is the requester a learner, staff/faculty, patient, or guest/visitor?
• Requester's contact information (e.g., email and phone number).
• What is the requested accommodation?
• Do not ask about the disability diagnosis. You can inquire about the limitations the disability presents (e.g., "I am hard of hearing so I need to sit closer to the speaker;" "I cannot access print materials, I need electronic print;" I have mobility limitations and cannot wait in long lines.")

Step 2:

Contact one of the following offices to validate the request for a reasonable accommodation. You do not need to validate for guests unless consultation is required. Some accommodations may not require validation by other offices, for example, if your office is able to easily provide a simple accommodation.

Student/Learner request:

• Contact Student Disability Services (SDS); call 415-476-6595; email [email protected].

Staff and faculty request (includes fellows, post-docs, and residents):

• Contact Disability Management Services (DMS); call 415-476-2621.
• For requests from Campus employees use the "HR Lookup" Tool to message a DMS representative directly.

Patient request:

• Contact UCSF Patient Relations; email [email protected].

Guest request:

• Contact Cecile Puretz, Office of Disability Access and Inclusion; email [email protected];  call 415-806-7391.

Step 3:

Once the accommodation is approved by your department and/or one of the offices listed above, the Event Accessibility Contact may then email the requester to confirm their request.

Sample email:

"Thank you for your interest in joining our event. We received your request for [list the specific reasonable accommodation]. We have placed a request for [list reasonable accommodation] and will let you know once it is confirmed. Feel free to reach out if you have any additional questions by emailing [event accessibility contact email] or calling [event accessibility contact phone number]."

Confirmation email:

"Thank you for your interest in joining our event. We received your request for [list the specific reasonable accommodation]. We are confirming your request. [list any instructions or details here] Feel free to reach out if you have any additional questions by emailing [event accessibility contact email] or calling [event accessibility contact phone number]."
If the accommodation request is last-minute, make every effort to fulfill it. If you cannot fulfill the request due to timing, please respond to the requestor.

Sample email for last-minute accommodation request:

"Thank you for your interest in joining our event. You made your accommodation request for [list specific reasonable accommodation] on [date], and we were unable to facilitate the request due to short notice because [list reason]. However, [list any alternate accommodations] is available instead. Please let me know if you have any questions."

Note:

• Event participants need not adhere to any deadline to request accommodations; however, requests must be reviewed every time.
• If there is not enough time to facilitate a requested accommodation due to a late request, you can consider alternate accommodations, or you may need to deny the request.
• Always ensure you document any reason for denial and any alternate accommodations that may be available. It is useful to consult with the requesting party regarding all potential accommodations prior to sending a final denial email as part of the interactive process. Whenever possible, consult with one of the offices listed above prior to denying accommodations.

Accessible seating refers to spaces specifically reserved for people with disabilities including people who use wheelchairs and other mobility devices (e.g., scooters, canes); people who are D/deaf or hard of hearing who may need to be closer to the ASL interpreters; and people with service animals. It also includes seating that supports people with different seating needs (e.g., larger size and weight capacity). It is best practice to integrate accessible seating throughout the space, so guests have agency in choosing seating based on their needs.

These refer to materials (e.g., PowerPoint presentations, handouts, agendas) that are distributed in advance of the event to attendees who request them. For example, advance copies may benefit people who rely on using text-to-speech software to access the content in an alternate format.

An American Sign Language Interpreter is a highly skilled professional who facilitates communication between hearing individuals and D/deaf or hard-of-hearing individuals.

Audio Description (AD) provides people who are blind or have low vision with a description of the visual content contained in videos. It describes the relevant visual information of a video in an audio format, so that users with visual disabilities can access what sighted users see in that video. To learn when audio descriptions are needed or for more information on standards, guidelines, and resources, please refer to WebAIM: Captions, Transcripts, and Audio Descriptions.

Captions are text displayed in a video that represents the words being spoken. It is important to note that automatic captioning provided by some online platforms is often inaccurate and doesn't meet the legal standards for accuracy. It is recommended to use a professional captioning vendor to caption media content. To learn more, refer to Section 508: Create Accessible Video, Audio and Social Media.

CART is a service in which a professional (human) captioner transcribes spoken communication verbatim using specialized equipment and software. The person using CART can access the captions on a screen or on a personal device.

Some individuals have multiple chemical sensitivities (MCS) when exposed to chemical products or scents. To ensure that your spaces are accessible for people with MCS, consider encouraging attendees and event staff to avoid using chemicals and scented products. It is important to note that 100% fragrance or scent free environments are never fully guaranteed. However, access includes lowering the chances that scents and chemicals will affect individuals to the greatest extent possible.

Sample low-scent language:

This is a low-scent environment. We aim to maintain a welcoming and accessible environment. Please refrain from wearing scented products such as colognes/perfumes, scented lotions, and strong detergent scents, as they can cause health issues for those with chemical and scent sensitivities.

Learn more: 3 Steps to Organizing a Fragrance-Free Event.