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Accessible Event Planning

All campus meetings and events should consider accessibility from the beginning and throughout the planning process. Accessible events benefit everyone by enabling all participants to fully engage and contribute.

Event planning can quickly become complex, and accessibility details can sometimes be overlooked or lost in the process. To ensure your event is inclusive and accessible, follow the steps below from the outset:

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Include Accommodation Statement in Event Making

Advertise any accessibility features that will already be a part of the event, such as captions, accessible routes, etc.
Language should be included wherever an event is advertised that invites participants that need it to request assistance.
Flyers, emails, and webpages that promote the event or points of registration should include a direct method for a participant to contact the organizer, for example:

"We value inclusion and access for all participants and are pleased to provide reasonable accommodations for our events. Please contact _________ to make a reasonable accommodation request. We will attempt to implement late requests but cannot guarantee they will be met."

Designate Single Point of Contact

Designate a single individual to oversee event accessibility and manage accommodation requests.
Ensure timely follow-up on accommodation requests, involving necessary campus departments such as the Disability Support Services (DSS), campus safety, or other relevant offices to facilitate the process effectively.
Provide participants with a way to contact the accessibility coordinator both before and during the event in case they need assistance.

Provide Captioning

Captioning should be available for all participants, whether they are attending in person or online. Providing only one option does not ensure full accessibility for your audience.
Having an American Sign Language (ASL) interpreter does not eliminate the need for captions.
The CSU has negotiated a systemwide contract with Automatic Sync Technologies This link will take you to an external website in a new tab. . Account access is available through CaptionSync CSU System Account Sign Up This link will take you to an external website in a new tab. .
For more information on captioning please visit the CSU Captioning webpage.

NOTE: A live captionist will not provide captions for pre-recorded videos shown within an event. Event organizers should place a separate request for captioning pre-recorded videos before the event.

Provide Accessible Material for Your Events

Follow CSUF's guides for accessible version of your event materials: CSUF Graphics Guide
We recommend including an accessible Word document along with any PDFs you use for the event.
Follow Cal State LA's social media platform accessibility This link will take you to an external website in a new tab. guides for digital advertising.

Inform Presenters and Panelists on Accessibility Etiquette

Inform speakers always to use a microphone.
Ensure all audience questions are asked on a microphone; if not, have a presenter or moderator repeat the question with their microphone before furnishing an answer.
Encourage presenters to audibly describe visuals that convey information, such as those contained in PowerPoint presentations.
Presenters or moderators should also describe any interactive components of an event to benefit those that cannot fully participate.
Accessible versions of presentations or handouts should be made available to participants in advance of the event, preferably in a digitally accessible format.

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