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Faculty and Staff

Planning Accessible Events

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:

Accessibility/Accommodation Statement

It is recommended that event organizers routinely include an accessible events statement in various media (posters, webpages, social media invites), providing information on how to request disability accommodations:

“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.”

Communication Access

Deaf or Hard of Hearing attendees may require ASL interpreting or real-time transcription to attend the event. Please read through our Communication Access page for more information.

Video Captioning

Any videos shown to your audience or shared online should be captioned. The University recommends Rev for video captioning needs. Please contact our office if you have questions about captioning.

Other Accessible Materials

Have handouts and other print materials available in electronic (pdf or Word) formats. For presentations, have printed copies of the presentation available or send electronic versions to attendees in advance, if possible. Please read through our accessible materials page for more information.

Physical Access

Consider the physical accessibility of the room(s) in which you are hosting your event. As much as possible, select rooms accessible to wheelchair or other device users. If you know you have a wheelchair user attending the event in a room that is not accessible you should find an alternate venue. Identify the closest accessible parking and accessible restrooms. Within the room, consider navigation routes and ease of access for all individuals.

Use of Microphone

Encourage speakers and the audience to use a microphone at all times to ensure that all attendees are able to hear and participate.


Clearly indicate allergens and gluten-free options.


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