Cal Poly Event Accessibility Planner
Use this planner to guide conversations and decisions; it is not a pass-fail checklist. Plan early, share what access is available, invite additional requests, and record what you learn for the next event.
How to use this planner
- Record what is already known about the event, the space, the platform, and the audience.
- Assign a responsible person and target date to each open access question or next step.
- The access contact coordinates event accessibility and disability-related accommodation requests. They may delegate services, but should remain the point of contact.
Event overview
Event name: __________________________________________________________________
Date, time, and format: __________________________________________________________________
Location or online platform: __________________________________________________________________
Access contact: Coordinates event access and accommodation requests. __________________________________________________________________
Day-of contact: __________________________________________________________________
Audience, activities, schedule, and planned breaks: __________________________________________________________________
Access already built into this event
Describe what is confirmed. Consider access across the whole event journey, from promotion and arrival through participation and follow-up.
| Planning area | What is planned or confirmed? |
|---|---|
| Promotion, registration, and access information | |
| Arrival, parking or transit, entrance, and path of travel | |
| Seating, stage, service areas, and restrooms | |
| Communication access, microphones, captions, and interpretation | |
| Materials, slides, recordings, and online information | |
| Sensory environment, food, breaks, and quiet space | |
| Virtual or hybrid participation |
Questions, decisions, and next steps
Use this table to track barriers, requests, or details that still need attention. A responsible person is the person assigned to follow through on that specific item.
| Access question or next step | Responsible person | Target date |
|---|---|---|
What will participants know before the event?
List the access information that will appear in the event listing, registration form, reminder, and day-of directions. State confirmed features and how to request additional access.
If using Microsoft Forms or Zoom Registration, include the question: "What access needs, if any, would help you participate fully?" Provide an email or phone alternative and a confidential follow-up option. Do not require a diagnosis.
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Day-of access plan
| Confirm or communicate | Plan or notes |
|---|---|
| Access contact and how attendees can reach them | |
| Accessible route, entrances, restrooms, and seating | |
| Microphones, live captions, CART or interpretation, and technology check | |
| Quiet space, schedule and breaks, food access, and event staffing |
Live-captioning reminder
Turn on Zoom or PowerPoint automatic live captions as a standard practice. When live captions are requested as a disability-related accommodation, arrange CART for more complete and accurate real-time captions. Review and correct automatic captions before posting a recording, or arrange professional captions.
After the event
What supported participation? What barriers emerged? What should be built in earlier next time?
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