Use the checklists below to properly plan for program and venue accessibility.
Selecting a location
The building location and event space or meeting room should be accessible to all attendees. Choose a location with accessible entrances, ramps, elevators, and restrooms. If your event is taking place in a grassy area, consider potential pathways for individuals in wheelchairs (wide, smooth, level, and void of hazards or obstructions) and key areas of equal access to the event itself (i.e., if flooring or Astroturf needs to be laid).
Venue/seating arrangement
The room, seating, and aisle spacing should be arranged so that attendees who are blind, have low vision, or use a wheelchair or other mobility devices are able to move about safely and independently. Furniture should be arranged to allow for ease of travel through pathways that are free of hazards and/or protruding objects.
Tables/desks
If tables or desks are used, ensure that adjustable height options are available upon request and clear pathways exist between tables that would accommodate individuals utilizing wheelchairs or other mobility devices.
Additionally, if serving food and beverages, consider table height and whether an individual utilizing a wheelchair would be able to reasonably access service tables.
Wheelchair locations
The number of chairs removed for wheelchairs depends on the total seating refer to Wheelchair locations should be integrated with the general seating areas and a companion seat should be available next to each wheelchair location.
Assembly areas with fixed seating, e.g., theaters, stadiums, etc., must provide a range of built-in seating locations to allow people using wheelchairs to choose where to position themselves to view activities and/or performances.
Additional considerations for individuals with mobility concerns include considering pathways (free of stairs, protruding objects, slopes, and ability to maneuver around desks, tables, and chairs).
Table 1: Number of required wheelchair locations based on seating capacity.
| Capacity of seating in assembly areas | Number of required wheelchair seating locations |
|---|---|
| 4 to 25 | 1 |
| 26 to 50 | 2 |
| 51 to 150 | 4 |
| 151 to 300 | 5 |
| 301 to 500 | 6 |
| 501 to 5000 | 6, plus 1 for each 150, or fraction thereof |
| 5001 and over | 36, plus 1 for each 200, or fraction thereof |
*The number of wheelchair locations required is related to seating capacity and, with some exceptions, must be interspersed within conventional seating areas so patrons have a choice of location/ticket price. Wheelchair seating capacity goals must be met or exceeded in assembly areas where moveable chairs are used for temporary events.
Interpreters, captioning, and assistive listening devices
Attendees who are deaf or hard of hearing may need reserved seating near the speaker, interpreters or captioning. Reserved seating should have a clear line of vision to speakers and/or visuals. Individuals using assistive listening devices may or may not need seating closer to speakers depending on the type of device.
During event
Event organizers, or their designee, must be available during the event to inform attendees about the location of accessible restrooms, elevators, building location, assistive listening devices, and room setup. All staff must be informed of the basic accessibility of the event space and be provided with the contact information of designated staff members who can assist with accessibility concerns.