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Title and Description

• Use a short, yet clear and meaningful Title/Event Name
• A short summary of the event as a teaser, preview, or hook. Click the down arrow to create a more detailed description. This is where you will have access to text formatting and the space to describe your event and what attendees can expect.
• In the detailed description field practice these digital accessibility principles:
  • Use headings from the “Format” menu to break up content (e.g. Event Information, Speaker Information, What to Bring)
  • Use the built-in bulleted lists to break up text making it easy to scan information
  • If you use an image in the description, make sure to add text describing the image in the “Alternative text” field. If there is any text in the image, make sure that text is also typed out in the description if it is not already
  • When creating links in your description, instead of “click here”, “read more”, or the web address, use more descriptive text so people know where the link is going to.
  • If color is used, is there good contrast between the background and the text? Is color the only way to identify something?

Event Photo and Flyer

Photo

An event photo is a great way to advertise and invite people to look further at your event. Consider using large enough and clear and simple fonts in your graphic, good color contrast and add descriptive text to the alternative text field.

Flyer

While your flyer is a wonderful way to showcase your event in a visual way, it may not be accessible to everyone. Make sure any text that is in the flyer is also in your description or in the regular CampusGroups event fields (e.g. date, time, location)

• Include accessibility information in the advertisement. For example: "The location is fully accessible via elevator, hearing loop available, instructors and audience will use microphones. There is an accessible, private (all-gender/family) restroom in close proximity. Lunch (including vegan and gluten-free options) will be provided through the line at Thorne Dining Hall. Dining Services can accommodate most dietary restrictions. Daily menus are posted at bowdoin.edu/dining/menus. For specific food-related questions, please contact Dining Services directly." 
  
• You are encouraged to use the following statement on event advertisements: “ÁñÁ«ÊÓƵ is committed to providing an accessible and welcoming environment. Please contact the Events Office (events@bowdoin.edu or 207-725-3433) with any questions regarding the accessibility of this event and/or to request accommodations. Please note: some accommodations require advance notice and may require documentation of a disabling condition.” 

• Hold events in an accessible space — one that does not require attendees to navigate stairs and where there is an accessible restroom and accessible parking nearby. 

• Make sure speakers and participants know where to find the nearest accessible parking. 

• Ensure that the route between the accessible parking and the building entrance is clear of any obstacles. 

• If the main entrance is not accessible, ensure that there is clear signage directing attendees to the accessible entrance. 

• If the door does not have a door opener button, ensure that someone is designated to assist at the door. 

• Consider the format. If your event will include participation, public comment, and/or Q&A, encourage various forms of communication (such as verbal and written.) Consider allowing both live comments/questions and written submissions (via index cards or a shared google document.) 

• Provide an agenda and materials in advance so participants know what to expect and can prepare in advance. Include logistics, information about the meeting format, what materials or devices may be necessary for participation, and any other pertinent information. 

• Ideally, provide presentations/materials in advance. 

• Have a greeter welcome guests at the door and answer any questions, including questions about accessibility 

• Begin the event with a few announcements/reminders: 
  • If there is a hearing loop or other assisted listening devices available, share info about how to access those.
  • Make sure guests know where the closest restrooms are, including gender-inclusive restrooms and/or restrooms with privacy. 
  • Will there be any scheduled breaks? If not, it is helpful to acknowledge that this is an environment that understands attendees have personal needs and encourages people to take care of their needs. 

• Each slide should have no more than 3-5 bullet points. 

• Use simple fonts such as Arial, Helvetica, Aptos, or Calibri. 

• Font size should be 24 pt. or larger. 

• Have good color contrast between text and background 

• Share a link for attendees to view the presentation on their own device so they can use screen readers, enlarge text and images as needed, follow along at their own pace, and make and save notes. 

• Have on hand a few printed copies of the presentation, including some with enlarged font. 
  
• Learn more ways to

• Request microphones for speakers and audience to use (lapel, handheld, and/or catchbox) when you book your space. Require everyone to use the microphone. Do not accept a speaker or audience member asking “Can you hear me without the microphone?” 

• ÁñÁ«ÊÓƵ’s catchbox toss-able microphone system makes for more seamless audience participation (less running around the auditorium/room with microphones.) 

• It is helpful to provide reserved seating near the front of the room for participants who are Deaf or Hearing Impaired. 

• Provide assistive listening devices when sound systems are used. The following spaces are equipped with permanent Hearing Loops that can be used with personal hearing aids that have a t-coil setting: Gibbons c102 and c108, Hatch 212 and 214, Lancaster Lounge, Main Lounge, Mills 103, 127, 129 (Cinema), 210, 220, Pickard Theater, and the Pickering Room (Hubbard 213) 

• The Events Office and Event Technical Services have additional assistive listening devices available for use in other locations on campus. 

• Provide captioning via Microsoft Word, PowerPoint, etc. 

• Some accommodations cannot be arranged without advance notice and/or without documentation of a disabling condition. 

• Please contact the Events Office at (207-725-3433 or events@bowdoin.edu) with questions regarding the accessibility of campus spaces. 

• The Student Accessibility Office (accessibility@bowdoin.edu or 207-798-4187) is available for consultation and assistance when you are making arrangements for accommodations. 

• Many accommodations can be provided free of cost. When a cost is associated with an accommodation, it is the sponsoring organization or department’s responsibility to budget for or request additional funding. 

• Common accommodation requests include: 
  • Preferential seating 
  • Portable amplification system for Deaf or Hearing-Impaired persons 
  • Captioning for recordings, live-streamed, Zoom, and in-person events  
  • Printed material to supplement projected materials 
  • Alternative formats for printed materials 
  • Event relocation to an accessible space