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Event Planning

Accommodations for Guests with Disabilities

An important consideration while planning your event is any accommodations your audience members with disabilities might need. This includes wheelchair access, making sure that handicapped entrances are unlocked and operable, and providing sign language interpretation. If you do receive a request for sign language interpretation for your event, please contact your organization's primary advisor.

The Office of Disability Resources can assist you with any questions you may have regarding accommodations for guests with disabilities who are attending your events.

Sign Language Interpretation

There is usually a two-week lead-time needed to secure sign language interpreters for an event. If you are an e-board member of an SA-recognized student organization, please submit all communication access requests via the CCC form on behalf of the student attendees.

Any other communication access requests for on-campus events can be submitted by college community members, using this general ASL/CART Request form.

Depending on the size of the facility as well as the length and content of the event, it may be necessary to request two sign language interpreters for one event. When you contact the Interpreter Services Office or a private local agency to contract for an interpreter, you should inquire about the cancellation policy and their minimum fee. Many sign language interpreter provider organizations require a 24–48 hour cancellation notice. Most organizations charge the full fee if the sign language interpreter shows up for the event, but no one in the audience needs the services of the interpreter.

Disclosure for Special Accommodations

All publicity directed to the general public MUST contain the following statement: "Anyone requiring disability-related accommodations should contact the University ombuds at (585) 275-9125 at least five business days in advance of the event."

Advertising and Promotion

See the advertising and promotion page for information about creating promotional materials and advertising around campus.