STUDENT ACCESS SERVICES

Plan with Pride by ensuring everyone knows your event is welcoming and accessible.

• Include an accessibility statement in all event announcements, registration pages, flyers, emails, websites, and promotional materials.
• Explain how participants can request accommodations.
• Encourage accommodation requests as early as possible, ideally at least 10 business days before the event.
• Ensure websites, registration forms, and electronic communications meet the Web Content Accessibility Guidelines (WCAG) 2.1.
• Provide event information in accessible digital formats whenever possible.

Show your Hofstra Pride by making it easy for everyone to navigate your event.

• Use clear, easy-to-read signage throughout the event venue.
• Clearly identify accessible entrances, parking, elevators, restrooms, and accessible routes using the International Symbol of Accessibility, when appropriate.
• If the primary entrance is not accessible, provide clear directional signage to the accessible entrance.
• Consider tactile and Braille signage when appropriate for the venue and audience.

Create spaces where every participant can engage, connect, and belong.

• Select a venue that is accessible to people with mobility disabilities.
• Ensure accessible routes are available from parking areas, public transportation stops, and building entrances to the event space.
• Provide ramps, lifts, or other accessible means of entry wherever there are changes in elevation, including building entrances, meeting rooms, presentation areas, and stages.
• Confirm elevator access when the event is held on an upper or lower floor.
• Verify that accessible restrooms are located near the event space.
• Keep aisles, walkways, and exits clear of cords, equipment, furniture, and other obstacles.
• Arrange integrated seating so attendees using wheelchairs can sit with companions throughout the venue rather than in a single designated area.
• Ensure registration tables, presentation areas, food service stations, and other event features are accessible.
• Consider the needs of attendees who use mobility devices, service animals, or other assistive technology.

Thoughtful planning helps every guest participate comfortably.

• Offer food options that accommodate a variety of dietary needs and preferences.
• Clearly label food items with ingredients and common allergens whenever possible.
• Allow attendees to request dietary accommodations during registration or when responding to the event invitation.
• Ensure food and beverage service areas are accessible to all participants.

Communication access helps every member of the Pride fully participate.

Depending on the event and participant needs, consider providing:

• American Sign Language (ASL) interpreters.
• Communication Access Realtime Translation (CART) captioning.
• Assistive listening systems, when available.
• Live or automated captions for virtual and hybrid events.
• Audio description or verbal descriptions of important visual content, including images, demonstrations, and videos.
• Alternative formats for printed and digital materials upon request.

Present with Pride by making your content accessible to every participant.

Whether presenting in person or virtually:

• Use a microphone for all presenters, even in smaller venues.
• Ensure audience questions can be heard by everyone by providing a microphone or repeating each question before responding.
• Verbally describe charts, graphs, images, demonstrations, and other visual content.
• Use large, easy-to-read fonts and maintain strong color contrast.
• Do not rely solely on color, animation, or visual cues to communicate important information.
• Describe on-screen actions instead of using directional phrases such as “click here” or “over there.”
• Caption all videos with audio and provide audio descriptions when appropriate.
• Use clear, concise language and avoid unnecessary jargon.
• Offer multiple ways for participants to ask questions during in-person, virtual, and hybrid events.

Share information in formats everyone can use.

• Distribute presentation materials electronically before the event whenever possible.
• Ensure Word documents, PDFs, PowerPoint presentations, and other electronic materials are accessible.
• Provide handouts in alternative formats upon request.
• Consider offering a limited number of large-print copies.
• Share accessible electronic copies of presentation materials after the event, when appropriate.