Campus Events:  Considerations for Accommodations

In the college's efforts to be an inclusive community as well as our legal obligation to provide equal access to persons with disabilities, the inclusion of an accommodation statement in campus events planning will not only promote inclusion, but it will smooth the process for campus organizations and help avoid any potential litigation.   

All registration materials and advertisements announcing campus events should state that the event is accessible to people with disabilities.   These advertisements for campus-sponsored events, include (but are not limited to) posters, organization websites and "This Week at TCNJ" announcements.  

Please browse some sample accommodation statements which must be included in advertisements for campus-sponsored events (i.e., performances, Campus/Student/Residence Life activities, trips, and athletic events).   You may choose one generic statement, or use a variety of statements depending on the type of event you are promoting.

It is suggested that campus organizations and events planning committees ask participants to request accommodations or to identify their needs well in advance of the event, so that services can be arranged to meet the students' needs.   If no request has been made, it is not required to provide special accommodations (i.e., if no advance request is received for a sign language interpreter, this service does not need to be provided).   However for all events, physical access must be provided to ensure that individuals with mobility impairments are able to attend.

1. Since all events must be wheelchair accessible, a simple survey of the site should be conducted to confirm access. Look for alternatives to stairs such as ramps, accessible bathrooms, working elevators, curb cuts. Room for wheelchair seating (reserved for wheelchair patrons and one guest each), and accessible parking spaces.
2. For participants with visual disabilities, all materials should be available upon request in large print, audio, or electronic format. Instruct presenters to describe orally any visual aids they use. Assistance in finding meeting room(s) or restroom(s) may be necessary (no hands on personal care is required). Depending on the site, the participant who is visually impaired may need assistance reading menus or obtaining food.
3. Sign language interpreters, captioning and assistive listening devices should be available upon request.   Arrangements such as these can be made through the Office of Differing Abilities (ODAS), so long that requests are made at least two to three weeks in advance of your event.   Understand that deaf callers may communicate their registration and questions through the use of a relay operator on a standard phone or by email.
4. If you are planning an off-campus trip, all efforts should be made to ensure that the destination and mode of transportation are wheelchair accessible.   All efforts should be made to plan for this ahead of time (i.e., booking a wheelchair-accessible bus, rather than ordering a separate wheelchair transport van where the student has to travel separately from the group).

Please feel free to contact the Office of Differing Abilities Services at (609) 771-2571 if you have specific questions about event accommodations.