The MIT Libraries are committed to ensuring that our events are welcoming and accessible to everyone in our community, regardless of disabilities. Some things to consider when planning your event are listed below.
Event invitations and publicity should make it clear that disability accommodation is available and how participants can request it. Event organizers should determine who will handle requests and include their contact information on all publicity and invitations, both electronic and print. We recommend the following text:
Our events are enriched by your participation, and we are committed to making them inclusive and accessible to everyone. Please contact (Name, email, phone, and/or link) before (date) to request an accommodation.
If possible, provide multiple means of submitting requests so that individuals with various communication disabilities (neurological, psychological, or physical) can use the method that best suits their needs.
Please note that arranging specific accommodations can take some time. Depending on the nature of the requests, you may require support from various departments, including facilities, campus security, IST, AV services, or others. Consider a deadline for requests after which you may not be able to make the necessary arrangements.
Make sure that your event space is accessible or can be made so if it's not already.
DLS maintains a list of Libraries’ Spaces (Login required) that includes the capacity of each room, the technology available therein, and some basic information to help planners decide if the room is suitable for events requiring disability accommodations, including the area, furnishings, whether the furnishings can be easily moved or temporarily removed, and how to access the space from the closest handicapped accessible elevator or entrance.
We recommend using this list in conjunction with an MIT Accessibility Map to determine if the building where your event will take place is accessible from the location where individuals requiring disability accommodations are located or will arrive on campus. There are two versions of the map, a website and a downloadable PDF. While the website is more recent, it only shows outside routes and entry points for buildings. The PDF shows inside routes, elevators, and restrooms. However, it may not reflect recent construction on campus.
We recommend that event organizers verify the best route from the building entrance to the event space, as well as the location of the nearest accessible restrooms.
To the extent possible, set up your event space to be accommodating to persons with disabilities, regardless of whether or not you have received specific requests to do so, especially if your event doesn't require registration or is open to the public.
Set up the room so that participants and presenters can circulate throughout the room and use the amenities safely and independently. Assume that some participants will be using devices such as wheelchairs, scooters, walkers, canes or crutches to move around. Aisles should be at least 36 inches (3 ft) wide. For large events, 72 inches (6 ft,) is recommended for primary aisles. Be sure that all aisles are kept clear of obstacles and tripping hazards.
For events with seating, designate space for persons in wheelchairs or on mobility scooters and reserve adjacent seating for companions. The table below, from the ADA National Network's A Planning Guide for Making Temporary Events Accessible to People With Disabilities shows the number of required wheelchair setting locations according to the size of the event.
| Capacity | Number of wheelchair seating locations |
|---|---|
| 4 to 25 | 1 |
| 26 to 50 | 2 |
| 51 to 150 | 4 |
| 151 to 300 | 5 |
| 301 to 500 | 6 |
| 501 to 5000 | 6, plus 1 for each 150, or fraction thereof |
The full guide is available at the link above. Printer-friendly and large print PDFs are available for download.
If your event is a class or workshop with activities at tables or desks, ensure that some tables are low enough for people in wheelchairs to use.
Ensure that the staff at the event are aware of the available accommodations and know how to direct people to exits, accessible restrooms, or other facilities.
Ensure that all event material, especially presentations, are accessible. Guidelines for doing so are available on the Making Content Accessible tab of this guide.