Events and Meetings
Events and meetings, whether in person or virtual, should be easy for everyone to attend, participate in and enjoy. Using captioning, assistive listening tools, accessible materials, and accessible platforms and features for online events and meetings helps people with disabilities fully engage—and improves the experience for all attendees. Use the resources on this page to learn how to plan and host accessible in-person and virtual events and clearly communicate how to request accommodations.
Who is responsible?
- Anyone hosting a campus event
- Event organizers
- Creators of supporting materials
- Presenters
What standards do you need to meet?
All Western Michigan University-hosted events and meetings must comply with the required WCAG 2.1 AA standards. These guidelines are referenced in WMU’s Web Accessibility Policy and in the ADA Title II federal regulations.
What to do? (Checklist)
Use the following best practices to help ensure your events are digitally accessible to all users.
- Offer sign language interpreters: Provide qualified sign language interpreters for deaf or hard-of-hearing attendees. Post interpreter request information in event announcements with at least 5-7 days' advance notice recommended.
- Install assistive listening systems: Offer assistive listening devices (ALDs) such as hearing loops, FM systems or infrared systems for attendees with hearing impairments. Clearly mark availability and pickup locations.
- Provide real-time captioning (CART): Arrange live captioning services that display spoken content on screens for deaf and hard-of-hearing attendees and others who benefit from visual text. Ensure captions are visible from all seating areas.
- Create accessible event materials: Distribute materials in accessible formats, including large print, Braille, electronic text and audio formats. Make registration forms, programs and handouts available in these formats upon request.
- Communicate accommodation procedures clearly: Include accommodation request information prominently in all event publicity, registration materials and websites. Provide multiple contact methods (phone, email, online form) and reasonable advance notice requirements.
- Ensure accessible registration and check-in: Offer online registration options compatible with screen readers.
What tools are available?
Content creators should review the tools in the relevant creating accessible content pages:
- Presentations
- PDFs and Other Documents
- Website and Applications
- Email and SMS
- Video and Audio
- Images and Graphics
Live captions and transcripts (meetings, events and classes)
Use live captions in classes and events to provide real-time access for participants who are deaf or hard of hearing, English learners and anyone in noisy environments.
What training and resources are available?
Visit the relevant accessible content pages below for additional training and resources: