Inclusive Event Planning
It's appropriate to consider inclusive event planning for people with disabilities whenever you're organizing a University event, activity, or program that is open to the public, or when you're providing services to the university community. Inclusive event planning is important to ensure that all attendees, including those with disabilities, can fully participate in the event, access the facilities and enjoy a positive and respectful experience. Here are some specific examples of when to consider inclusive event planning:
Public events: When UW-Green Bay is hosting public events, such as concerts, lectures, or community events, they should ensure that the event is accessible to people with disabilities. This includes providing accessible parking, seating, and restrooms, as well as making accommodations for attendees with disabilities, such as sign language interpreters or captioning.
University events and activities: UW-Green Bay should also consider inclusive event planning when organizing events and activities for the university community, such as student orientation, athletic events, and cultural festivals. This includes providing accessibility information and accommodations, such as assistive listening devices or accessible transportation.
Online events and activities: Inclusive event planning is also important for online events and activities, such as webinars and online courses. Event planners should ensure that the online platform is accessible to people with disabilities, and provide accommodations such as captioning.
Overall, UW-Green Bay should consider inclusive event planning for people with disabilities whenever they are providing services or hosting events that are open to the public or the university community. By taking a proactive and inclusive approach to event planning, UW-Green Bay can help ensure that everyone has equal access to the event and is treated with respect and dignity.
Special Needs Statements
To ensure that your event is accessible and inclusive for people with disabilities, we recommend using an accessibility accommodation statement on all public information that advertises an event. These statements give people with disabilities relevant information on who to contact for accommodations.
The text below is an accommodations statement to include on your program announcements and registrations materials.
“If you need an accommodation to attend this event, please contact (name, event host/coordinator) at (phone number/email). All accommodation requests should be made no less than two weeks before the event. We will attempt to fulfill requests made after this date, but cannot guarantee they will be met.”
The text below is a dietary statement to include on registration materials if the event includes a meal.
“If you have special dietary needs, please contact (name, host department) at (phone number/email).”
Alternative Formats Statement
The text below is an alternative formats statement to include for all publications of handouts related to the event.
“This document is available in alternative formats upon request by contacting (name, host department) at (phone number/email).”