Elon University works to ensure that events and meetings are accessible to individuals with disabilities and comply with applicable federal accessibility requirements, including the Americans with Disabilities Act (ADA).

Event organizers are responsible for planning events that allow individuals with disabilities to participate fully in university programs and activities. Accessibility planning should be incorporated into the event planning process from the earliest stages to ensure that accommodations can be provided in a timely and effective manner.

This page provides guidance for planning accessible events and meetings at Elon University.

University Policy

Click the link below to review the university’s official policy governing accessibility for events and meetings outlines expectations for event organizers and the procedures used to address accessibility needs.

View the Event Accessibility Policy

Accessible Event and Meeting Checklist

This checklist must be made available to event organizers prior to the event. If the event organizer has questions about accessibility needs for their guest, they should contact Event and Space Management or the ADA Coordinator.

Prior to the Event

  1.  Inform Participants – Event Organizers should use messaging that includes a welcome message to let attendees know they can contact the event organizer regarding accommodations.

    • Recommended Language: Elon University encourages individuals with disabilities to participate in Elon events and programs. To request accommodation or inquiries regarding accessibility, please contact the Elon University Compliance Office at compliance@elon.edu.
    • Include a checklist for the event or meeting RSVP. For example:I will need the following accommodation. Check all that apply.
      • Reserved seating
      • Wheelchair access
      • Large print
      • Captioning
      • Assistive listening technology, i.e., Screen Readers. Please specify: __________
      • Advance copy of presentation slides
      • Light sensitive option, i.e. non-fluorescent lighting, natural lighting
      • Gender neutral restroom
      • Elevator access
      • Dietary restrictions. List: __________
      • Other: __________
    • The Event Organizer should follow up on all requests. If specific requests are unable to be met, the Event Organizer should work with the individual to determine an alternative arrangement.
  2. Publicizing Events – All Event Organizers must include an accessibility notice statement in all promotional materials announcing the event. This requirement applies to electronic communications (email, digital signage) and printed materials (posters, flyers, etc.). The verbiage of the notice must include contact information for the Event Organizer.
    • Recommended Language: Elon University encourages individuals with disabilities to participate in events and programs held on campus. To ensure timely accommodations, please submit requests at least (10) ten business days in advance via the online form provided [insert Guest Accessibility Checklist Link].
    • Space Limited Version: For accommodations related to this event, contact [NAME/EMAIL] at least 10 business days in advance.
    • The contact person for the event should consult with the Event and Space Management office staff or Compliance Office personnel for assistance.
    • If using paid external advertising (e.g., print or digital media with space/format limitations), you are not required to include an accessibility statement in the ad itself. However, you must direct audiences to a website or event page where accommodation information is clearly posted.
  3. Check Venue in Advance – Check for these features when inspecting your meeting/event space:
    • Visibility: Consider those with vision impairments. 
      Clear signage (with location and directions, well-lit space and adjacent areas; projection screen visible from all seats, if applicable.
    • Lighting: Consider those with light sensitivity.
      Lighting options; are there multiple and/or varied lighting options? (i.e. natural light in lieu of fluorescent)
    • Acoustics: Consider those with hearing impairments. 
      Public announcement system; roving microphone; limit unnecessary background music; seating available near the presenter, availability of assistive listening devices. Is there a space for an interpreter if needed?
    • Mobility: Consider those who may be in a wheelchair or have other mobility assistance needs.
      Accessible parking near venue; proximity to shuttle stop; ramp and/or elevator access, accessible restrooms; barrier free pathways; wide doorways and aisles to accommodate wheelchairs and scooters; no loose cables across walking areas.
    • Technology: Consider those who may need to use adaptive devices.
      Electrical outlets in accessible seating areas to accommodate devices, laptops, etc., extra space or work surface. Zoom provides accessibility options. please visit Elon’s Zoom website for assistance.
    • Service Animals: Consider access and space for service dogs.
      Comfortable space for service animals to rest during events, accessible toileting and watering facilities nearby.
    • Designate
      At larger events, designate someone to be responsible for accommodation, assist with seating, ensuring captioning and other technology is working, and maintain clear pathways and other needs.
    • Presentations
      Provide presenters with a checklist requesting that they submit materials in advance to ensure they are forwarded to individuals who may not be able to view screens; verbally describe visual materials (e.g. slides, charts, etc.); have printed copies available, avoid using small print on presentations; ensure speakers always use a microphone; activate captions on any video used in the presentation; encourage hourly breaks; organize breakout group activities to maximize distance between groups. Have someone onsite who can help follow through on the above.
  4. At the Event
    • Q&A – Be sure to repeat questions posted by the audience before responding, especially if there is not a roving microphone available. Presenters or the audience may express confidence that they are loud enough and do not need a microphone. Regardless, ask them to speak into one as this is helpful for assistive listening devices.

Questions

Questions about accommodation or accessibility for your event may be directed to the ADA Coordinator or Compliance team at compliance@elon.edu.