Event Accessibility

In line with the mission of SUNY Broome, it is the expectation that all meetings, programs, and events sponsored by the College are accessible to all individuals. Planning and hosting accessible events ensures that all attendees – including those with disabilities, whether visible or invisible – are able to fully participate and engage.

The College encourages planners to create events with universal design in mind from the beginning, proactively considering the diverse needs and abilities of all guests. This approach allows event planners to address potential barriers during the planning process, resulting in events that are equitable and accessible for all.

Download the Accessible Meeting & Event Checklist (pdf)

Additional event planning items to consider:

  • Budgeting: Accommodations may incur costs, and the event organizer is responsible for providing them. Plan ahead and budget accordingly.
  • Assistance: Contact the Accessibility Resources Office at aro@sunybroome.edu for guidance or support in making requested accommodations.
  • Presenters: Confirm with presenters whether they may themselves require accommodations and ensure that all videos, slides, and handouts meet accessibility standards.
  • Timing and logistics: Be mindful that some attendees may need additional time to move between rooms. Consider adding breaks for accessibility and comfort.
  • Service animals: Remember that service animals may be in attendance.
  • Registration tables: Should be no higher than 36 inches to ensure accessibility for wheelchair users.

Captioning and Virtual Accessibility

  • All videos and virtual events should be captioned.
  • Zoom has built-in accessibility features, but note that live captions do not carry over to breakout rooms.
  • Recordings from Zoom can be edited later to ensure accurate captions.
  • Automated captions can be enabled in Google Slides when presenting over Zoom.

Captioning Resources:

Accessible Flyers and Promotional Materials

When creating flyers, posters, or digital graphics to promote events, ensure that they are accessible to everyone by following the guidelines below:

  • Use high color contrast between text and background.
    • Recommended combinations include:
      • Black, dark gray or navy text on a white or light gray background
      • Black text on yellow or gold backgrounds
      • White text on a black, dark gray, or navy background
    • Avoid low-contrast combinations such as:
      • Light gray, yellow, or gold text on white backgrounds
      • Red and green used together
  • Avoid using text embedded in images as the only way to convey key information.
  • Use large, legible fonts (at least 12 pt for printed materials).
  • Provide alternative text (alt text) for images when posting online.
  • Ensure that PDF flyers are tagged and screen-reader compatible.
  • When designing materials in Canva, use the built-in Accessibility Checker to review contrast, text size, and other accessibility elements before finalizing your materials.
  • Include a contact statement such as:
    “To request accommodations or for accessibility questions, please contact the Accessibility Resources Office at aro@sunybroome.edu.”