Beyond IT and digital content, the Digital Accessibility Program gets frequent questions on general accessibility for events. The practices and resources provided here are for making events more accessible to people with disabilities. Because best practices also benefit participants in general, we encourage you to consider them for all of your events.

Physical access

• Ensure that accessible parking spaces are available
• Review the detailed building guides in the Campus Access Guide to ensure the event space is accessible
• The Princeton Campus Map app (iOS and Android) provides turn-by-turn walking, step-free, bike and transit routes for navigating between buildings
• Organize seating to ensure wide aisles and designated spaces for wheelchair users
• Consider a layout that allows for flexible seating arrangements
• Ensure ramps or lifts are available for stage access. Use an adjustable height podium when applicable
• Provide assistive listening devices, such as FM systems or hearing loops, available upon request
• In large spaces, ensure everyone who speaks uses a microphone
• For help with event-specific changes to a space, including larger chairs, please email [email protected]

Invite accommodations

• Include a statement in your invitations and event listing, such as “To request disability-related accommodations, please email (address) at least a week in advance.”

Registration

• Ensure your online registration system is accessible. If you are unsure, please request a test
• For onsite registration, ensure the table can be easily reached and that materials are easy to read

Lighting

• Balance the light level so it is comfortable without causing glare
• In a light space, opt for slides with dark backgrounds and light text
• Natural light is generally the most comfortable

Slides and Visual Materials

• Use a simple font with high contrast
• Slides with dark backgrounds and light text ease eye strain, in particular in brightly lit spaces
• To ease eye strain while using light slides, opt for cream or light gray, and use dark text such as gray or navy blue
• Use plenty of contrast so text and other information are easily seen against the background
• Use a sans-serif font that is 18pt or larger
• Keep text to a minimum - Not less, but not more, than is important and to the point
• Use bold for emphasis
• Use lists, with bullets or numbering wherever possible
• Left justify text
• Use plenty of vertical spacing between lines
• Do not rely on color alone to convey meaning
• Provide materials in advance if requested, in accessible digital formats

Food

• Clearly label common allergens (such as peanuts and gluten), and vegetarian, vegan, and gluten-free options
• Dining Services can assist with accurate labeling
• Ensure food stations are at an accessible height for wheelchair users
• Arrange assistance for people with dietary needs

Provide interpretation upon request

The sponsoring department is responsible for funding interpretation services.

• American Sign Language: Email [email protected] for a list of interpreters
• CART / Live Captions: Email [email protected] to place a request
• The Aira service, for those with visual or print disabilities, is available at NO COST to attendees

If you need detailed consultation

For detailed consultation, please email [email protected]