Inclusive Event Planning

An accessibility statement should be included in at the end of your event and/or registration page. This provides contact information and guidance to those wishing to participate who require accommodations.

Example accessibility statement:

Boston University strives to be accessible, inclusive and diverse in our facilities, programming and academic offerings. Your experience in this event is important to us. If you have a disability (including but not limited to learning or attention, mental health, concussion, vision, mobility, hearing, physical or other health related), require communication access services for the deaf or hard of hearing, or believe that you require a reasonable accommodation for another reason please contact the event organizer [link to your or organization/department email] by [insert date 3 weeks prior to event] to discuss your needs.

Review the Minimum Web Accessibility Standards.

Color Contrast

To check if the contrast of your colors and fonts is accessible, you can run them through a web accessibility checker.

What is CART captioning?

Communication Access Real-Time Translation. CART captioning is more accurate than automated captions, as a trained captioner is listening and typing in real-time. This allows for fewer spelling and grammatical errors when using names, titles, jargon, etc. CART captioning can be used for in-person, remote, or hybrid events.

Unlike requesting an ASL interpreter, you can utilize CART captioners at any meeting or event, regardless of whether you receive a direct request.

How to reserve CART?

• You can work with either HRI CART (contact Carmin Beardsley) or A La CARTe Connection (by email or request form)
• Once your captioner has been assigned, you should provide them with the names and titles of the speakers, acronyms and frequently used terms, etc. ahead of time to ensure that your captions will be as accurate as possible. You can also share full speeches or talking points with your captioner, when available.

How to use CART?

• You will need to create a Zoom meeting or webinar, if one has not already been created, and invite your captioner to join. Once in the meeting the host will assign them as the captioner. Instructions on how to assign a participant as a captioner can be found here.
  • For hybrid or in-person meetings, your captioner will send you a “streamtext” link. This can be used by participants to view the text on their phones or laptops.
• We suggest working with LETS to ensure everything is set up correctly. Please see “Audio/Visual Assistance” below.

If a participant expresses the need for an ASL interpreter, you can make the request through Disability & Access Services (DAS) by filling out the Communication Access form. Remember to provide the interpreter with information on uncommon words or specific terms. Please request an interpreter at least three weeks in advance.

Please note, DAS is typically not able to provide an interpreter unless a specific need is expressed.

• Speak at your own pace but you may be asked to speak a little slower to help interpreters or captioners catch up to your utterances. 
• Say your name before you speak e.g., “This is ____…” even if you have spoken before. This helps the interpreters/captioners so they can pay attention to utterances instead of looking for the individual speaking. 
• Provide a brief pause before and after speaking so interpreters/captioners can complete the entire utterance. When working with an interpreter, this also allows D/deaf and hard-of-hearing folks to respond before moving on.  
• If you mention a name, specialized term, or any other proper nouns, spell it out, especially if it’s not widely known e.g., “Tsai performance center” or “Ken Lutchen” doesn’t need to be spelled since it’s widely known in the BU community, but “Project DULCE” or “Azer Bestavros” are not, and may need to be spelled.  
• Avoid talking over others and giving quick responses. 
• Do not ask interpreters to not sign anything.  
• Address people appropriately and directly e.g. “What is your name?” is appropriate. “Ask her what her name is.” is not. Do not speak to the interpreter directly. This may feel awkward at first since the message is coming through the interpreter. 
• When on Zoom: clear audio is needed. If you are in a loud environment, please make sure the interpreters/captioners are able to clearly hear what you are saying. Zoom’s noise cancelling can be spotty and you may need to repeat what you said. 

Request audio/visual aids for your event through Learning & Event Technology Services (LETS) using their request form or emailing LETS at letshelp@bu.edu. Using microphones regularly is an easy way to make your event more inclusive and accessible!

It’s important to accommodate a variety of dietary restrictions at your event. You should strive to provide options that are vegan, vegetarian, gluten-friendly*, and avoid common allergens. When possible, ask participants for their dietary restrictions during registration and pass this information on to Catering so they can make any necessary arrangements.

You should also request that Catering label dishes accordingly.

*Please note, in order to ensure a gluten and nut-free environment, meals must be prepared in a specific kitchen. Unless you specify a need for a gluten-free option, dishes can only be considered gluten-friendly, as Catering cannot guarantee there won’t be cross-contamination.

Review this map of accessible entrances on campus to be aware of all accessible entrances before your event.

Review this map of all-gender bathrooms on campus to be aware of available all-gender bathrooms before your event.