Professional Documents
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The purpose of this document is to assist with event planning to ensure that the
needs of individuals with disabilities are met. This checklist is intended for
events that have an audience of at least 30 individuals or more; however, the
general guidelines are relevant for any size event. For general event planning
information, please contact the Conferences, Reservations, and Events Services
Office at 704-687-7120 or via email at eventserv@uncc.edu. You can also visit
their website at: cres.uncc.edu
If you are unsure or do not know who all of your guests will be, you will need to plan
for full accessibility.
Planning for groups larger than 30 individuals or unknown guests requires broad
planning for accessibility.
Does the room have sufficient lighting to accommodate individuals with lowvision/blindness?
Does the room have an entrance that is accessible for someone with a mobility aid
such as a wheelchair?
Are the interior aisles accessible for those individuals with mobility impairments?
Are the paths to nearby facilities, including restrooms, wide enough for those with
mobility aids such as wheelchairs?
Is there a smart podium that is equipped with a Frequency Modulation (FM) system
in order to accommodate the needs of those who with hearing impairments?
To ensure access to space for all individuals who will be present, please see the
appendix for information on how to meet these standards.
How will guests arrive and depart to and from the event?
Consider how your guests will be arriving to the event. Will they be utilizing personal
vehicles, using public transportation, the University shuttle, or traversing from
another location on campus?
The event planner should provide accessible parking and pathway information for
guests through multiple outlets (i.e. websites and signage day of event). Click here
to download a copy of the accessible campus map:
http:/facilities.uncc.edu/FileManager/files/Maps/Uncc_Disability_Map.pdf.
Review pathways to identify obstacles, such as sidewalk closure, prior to the event.
For information regarding current and upcoming construction projects at UNC
Charlotte, please visit the facilities management website at:
http://facilities.uncc.edu.
Remind the event staff to attend to the needs of guests with disabilities.
Be sure to use accessible formats to advertise on the web (PDF is not accessible, use
MSWord).
For large or public events, advertise using multi-media outlets (e.g., radio, web,
flyers).
Does the event contact person have knowledge of disability rights and
issues?
The event planner should only ask the attendee for specific accommodations needed,
and should not inquire about their disability.
The event planner should only share disability-related information with individuals
who have a need to know.
The event planner needs to identify the emergency escape route or area of rescue
assistance from an event space beforehand and share the information with the
guest(s).
To respond to a request for accommodations, use the Accessibility website Request
for Services form to schedule an accommodation
(http://accessibility.uncc.edu/requesting-services-events) or contact Disability
Services (704.687.4355) if unsure of accommodations. All requests must be
submitted no less than five working days in advance of the event.
Any video used at a large event must be closed-captioned for those individuals who
have hearing impairments.
The event planner should confirm that the sites smart podium has an FM System
installed and that receivers are available to enable those with hearing impairments to
hear the program.
An audio transcriber should be present, if requested, for individuals who are blind.
Contact the Office of Disability Services at least five working days in advance to
ensure support.
Appendix
Measurements
Disability Services
Location: 230 Fretwell
Telephone: 704-687-4355 (tty/v)
Email: disability@uncc.edu