Planning Accessible Events
Academic Departments sponsoring lectures, talks, conference, symposia, and/or conferences that are open to the campus/community-at-large should plan proactively to ensure that any attendee has equal opportunity to fully participate in events held at the University of Rochester.
To that end, please review the following recommendations and resources:
It is recommended that event organizers routinely include an accessible events statement in various media (posters, webpages, social media invites) used to publicize events:
“The University of Rochester is committed to providing inclusive experiences and equal access to programs and services. If you anticipate needing any type of accommodation or have questions about the physical access provided, please contact (name & contact info of event organizer). In all situations, a good faith effort (up until the time of the event) will be made to provide accommodations.”
When an attendee indicates that American Sign Language (ASL) interpretation is needed to participate in your event, it is strongly recommended that event organizers contact Interpretek Rochester as soon as possible.
Academic departments sponsoring an event will need to create an account for invoicing with Interpretek Rochester.
When an attendee indicates that real-time captioning (CART) is needed to participate in your event, it is strongly recommended that event organizers contact White Coat Captioning as soon as possible:
Academic departments sponsoring an event will need to create an account for invoicing with White Coat Captioning.
In all cases, include event details and/or PDF of posters, webpage or social media invite links for the agency’s reference, as well as any materials that can be shared with the assigned interpreters and/or captioners in advance (such as the speaker's slides) in order to prepare for the topic.
Student groups sponsoring an event who receive SA funding should go through the Student Activities office, who will then request the ASL interpreter or CART provider on their behalf.
Lastly, we recommend speaking with our colleagues at Event and Classroom Management (ECM) who will be able to assist in all aspects of planning a successful collegial event.
If you have any questions, please contact the Office of Disability Resources at 585-276-5075 or email firstname.lastname@example.org.