Planning an Accessible Event

Event registration is an early opportunity for attendees to communicate directly with an Event Planner. Registration for the event should include questions that will inform how the event planner can meet accommodation needs, whether those needs are due to mobility, dietary restrictions, visual needs, auditory issues, or other.

Event planners should also include in their communications statements about certain aspects of the event that may be triggering for some attendees’ sensitivities, such as the use of flash photography, fog machines, or amplified noises.

Examples of registration questions and sensitivity statements can be found on the Pre-Event Attendee Registration and Communications page.

If an on-campus UMass Amherst event is not using registration, attendees can still request accommodations in advance using the UMass Amherst Event Accommodations Request Form.

UMass Amherst meeting and conference facilities vary in size, shape, and location. Event Planners should consult the Campus Accessibility Map when considering a location for their on-campus event. This map includes information that can help event planners understand a facility’s access levels, restrooms, elevators, entrances/door types, and accessible parking spaces. For greater understanding, Event Planners should visit the physical site of the event early in the planning process.

For a breakdown of what technology is available in common event spaces, please visit here:
INSERT URL FOR ACCESSIBLE TECHNOLOGY AVAILABLE IN COMMON EVENT ROOMS HERE

Once a location is chosen, Event Planners should design the layout of the event space to accommodate accessibility needs. How the seating is arranged or where circulation spaces are located can have direct impacts on how the audience participates during the event. Attendees who require mobility aids, such as scooters or wheelchairs, will require additional space on seating charts. For instance, if you have 10% or more attendees using mobility aids, your event space will need to be approximately 30% larger.

Considering accessible transportation to and from your event is critical for ensuring everyone can access your space.

• Is your event site served by reliable, accessible public transportation that includes wheelchair lifts? For those who require transportation within or around the UMass Amherst campus, UMass Transit operates Pioneer Valley Transit Authority (PVTA) buses, all of which are ADA wheelchair accessible. For individuals with disabilities that prevent them from riding the fixed route bus service, PVTA Paratransit Service offers shared-ride, door-to-door van transportation.
• Is ample and accessible parking located as close to the event site as possible? UMass Amherst offers reserved accessible parking at a number of lots around campus, and the Campus Accessibility Map is also a great resource for accessible parking locations.

Two mobile Radio Frequency based (RF) Assistive Listening (AL) Systems are available for Campus Center meeting rooms upon request. The RF Assistive Listening Systems include earpiece or neck loop style receivers that are available to attendees upon request.

RF AL Systems are also installed in the following event spaces: Campus Center Auditorium, Student Union Ballroom, Cape Cod Lounge, and the Blackbox Theater.

To request AL technology:

• Event and conference organizers can request from the Hospitality Services coordinator during the ordering process (Home | UMass Hospitality).
• Attendees can also contact the Events office at 413-577-8100 or 413-577-8200 to request in advance when planning to attend an event in one of these spaces.
• If not requested in advance, event staff or the attendee may contact the Auxiliary Services AV number (413-577-8222), which is posted in these meeting spaces, or the Campus Center Facilities main number at 413-577-8225.

Both Old Chapel rooms have (RF) Assistive Listening (AL) Systems available upon request via @email or 413-545-0080.