Planning the Event

Selecting event date(s)

• Ensure the event date(s) do(es) not coincide or clash with religious holidays, festivals or common vacation times. A guide of interfaith and inclusive holidays is available here.

Anticipating participant needs

• Ask participants about accessibility and inclusivity requests during event registration. Duke Access and Accommodation Services provides detailed accessibility guidelines and resources. A sample accessibility request form is available here.
• Ask participants about their accessibility requests with enough time to accommodate requests. If a request cannot be accommodated, notify participants with alternative suggestions as soon as possible.

Accessibility

• Navigating the physical space. Consider the locations of the nearest parking and plan for navigating the event space with mobility aids, such as wheelchairs, walkers, motorized scooters, and set up transportation supports as needed. Consider provisions for assistance animals, such as guide or hearing dogs, as needed.
• Ensure the area for speakers is accessible and plan for accommodations, such height-adjustable lectern, level flooring, adjustable chairs, and microphones.
• Ensure the area has adequate lighting and that tables and seating are spaced appropriately.
• Arrange for assistive listening, such as interpreters and captioners, as needed. Give participants access to digital materials before the event, via QR code, or offer materials in large print and braille.
• Provide microphones, including handheld and lapel, to all speakers. Rotate microphones in the room during audience participation activities.
• Limit distractions, such as catering setup and background music, to enhance participation for individuals with hearing impairments and those providing captioning or interpreter services. 
• Record sessions for streaming or make recordings available after the event, as appropriate.

Inclusivity

• Identify the locations of gender neutral/family bathrooms available for the event. A map of gender neutral restrooms on and near Duke campus is available here. Additionally, ensure that restrooms have at least one accessible stall per location. 
• Identify locations of quiet, private room for lactation needs, religious observances or prayer, and sensory issues.
• Schedule breaks to attend to personal needs during longer events.
• For use of name tags or table tents, include space for pronouns. Consider excluding titles that infer specific identities, such as Mr. or Mrs. 
• Consider allowing caregiver attendees to register with no additional cost. 
• Protect attendees from allergens and illness, such as latex, and offer medical masks and hand sanitizing stations during the event.
• Use photos and images that reflect a broad and diverse community. The SOM Digital Asset Management System offers collections of photos and images from past events, including community engagement activities.
• Ensure materials are available in languages appropriate for your audience.

Virtual Event and Other Media Considerations

• Select virtual meeting platforms that have quality accessibility features and accommodations.
• Advise attendees to do a practice access attempt prior to the event and make technical support professionals available.
• Offer closed captions for all events. Some platforms offer automated closed captioning services and others may benefit from a designated closed captioner. If using Zoom, instructions for enabling captions can be found here.
• Use formats that allow users to adapt the material to meet their needs, such as Microsoft applications, HTML, and EPUB. Avoid PDF and protected Word documents.
• Check if event materials, including presentations and printed media, are:
  • Readable for low-vision and colorblindness by using a color checker.
  • Written in an accessible font, such as Tahoma, Calibri, Helvetica, Arial, or Verdana.
  • If using Adobe or Microsoft applications, such as Word or PowerPoint, use an accessibility checker to improve readability. Duke provides step-by-step instructions to create accessible documents. 

Post-Event Survey

Seek feedback from participants to enhance future events planning. 

Example:  “Thank you for attending the [event title] hosted by [office, department, organization, or other body]. As a follow-up to the event, we invite you to share your feedback on the experience. This survey will not ask you to provide information about your name or other identifying characteristics. Thank you for your time in completing the survey!”

1. How did you learn about the [event]? (Select all that apply)
   1. Newsletter
   2. Public calendar
   3. Colleague
   4. Supervisor
   5. Another source, please specify: ____
2. Which aspects of the event were most valuable to you? [short response]
3. What could have been improved about the event? [short response]
4. What topics would you recommend for future events? [short response]
5. Is there anything else you would like to share with us? [short response]