Checklist with Feedback

To Start:

Instruction:  Identify a person (or persons) to be in charge of accessibility and accommodations, an Accessibility Coordinator

Feedback:  Please see the Accessibility Toolkit homepage, especially the Accessibility Coordinator Duties section.

Instruction:  Review the difference between accessibility and accommodation

Feedback:  Please review the Accessibility Toolkit homepage, especially the Before You Start tab.

Instruction:  Familiarize yourself with all the resources available to help you put on an optimally accessible and accommodating event:  Center for Accessible Education (CAE), ADA/504 Compliance Office, University Committee on Disability (UCOD), UCLA Office of Ombuds Services, Adaptive Recreation, and Disabilities and Computing Program (DCP).  Note:  The above are just the main offices that provide disability resources, other offices and departments are happy to help as well!

Feedback:  Click on the name of the office above to go directly to that office’s webpage.  You can also, review the Accessibility Toolkit’s Resources and References tab.

When picking a venue:

Instruction:  Identify the 32-inch wide minimum accessible entrance into your venue

Feedback:  Find accessible entryways using UCLA Campus Accessibility Map. Accessible entryways with powered doors are preferable they are noted with orange dots while unpowered accessible entrances are noted with green dots.  For more help see the Doors and Entryways section in Possible Problems and Suggested Solutions and/or the same section in Technical Information.

Instruction:  Check all travel spaces for wheelchair accessibility:  30 inches wide for straight travels, 48 inches long for passing, and 60 inches in diameter for turning.

Feedback:  The minimum passing width is 30 inches wide and 48 inches long for a wheelchair to go in one direction, but to pivot a 60-inch diameter is needed. If there is enough space for passing but not pivots and turns then make sure an inlet, side space or empty room can be used for accessible turns.  Make sure that’s clearly incorporated in your accessible route.  Please see the Possible Problems and Suggested Solutions section on Spacing and/or the same section in the Technical Information document for more help.

Instruction:  Find the accessible bathroom stalls within your venue.

Feedback:  Unfortunately, there are no maps of where the bathrooms with accessible stalls are. You must look around your venue thoroughly to find the accessible stalls. Remember that not all “accessible” stalls are wheelchair accessible. Keep in mind the type of accessible stalls that are available to your guests. Also, remember that some guests cannot use accessible stalls and need a companion bathroom. Be sure to go in and inspect the stalls for cleanliness and to be sure they are well stocked before your event.

Instruction:  Identify the type of accessible stalls are available at your venue

Feedback:  Please check both women’s and men’s bathrooms that have the accessibility symbol to see which type of accessible bathroom stall is at your venue. If you’re still unsure please read the following sections: To understand accessible stalls for mobility impaired persons (not in a wheelchair) please read Possible Problems and Suggestion Solutions section on Accessible Stalls. To understand the specifications for a wheelchair accessible stall please read the Technical Information, Section 3: Bathrooms.

Instruction:  Identify where your closest companion (aka All Gender) bathroom

Feedback:  Some disabled guests who need extra physical assistance have personal aides of the opposite gender who need to accompany them to the restroom. Also, some persons in larger wheelchairs may not be able to fit in many accessible stalls. Check this map of All Gender bathrooms to find your closest and to know where back-up locations are.

Instruction:  Identify the elevators within your venue to access your event.

Feedback:  Elevators are designated as purple dots on the UCLA Campus Accessibility Map. Plan for a back-up route using a different elevator because old elevators tend to break down! Double-check your routes!

Instruction:If any part of your event is outdoors, plan temperature-controlled shelter in case the need arises.

Feedback:  Some medical conditions cause people to have a difficult time regulating their own temperature. Therefore, making sure your event venue is between 50 and 80 degrees F is recommended by the ADA. Additionally, certain weather conditions like rain can create accessibility problems. Please read Possible Problems and Suggested Solutions section on Shelter.

Instruction:  If any part of your event is indoors, identify the temperature controls (ie. Air-conditioned).  Please keep it between 50-80 degrees F.  If the indoor venue is not temperature controlled find these other solutions:  fans, personal heaters, etc.

Feedback:  Most persons are comfortable in the low to mid 70s range. A person’s condition may cause a different preferable range. Your event does not need to change the whole atmosphere for one person, but communication with that person to find the ideal solution for everyone is best.  If your venue has no temperature control options warn your guests to gives them the opportunity to prepare for more difficult conditions.  If your event is entirely outdoors, keep this in mind for the future.

Instruction:  Identify the locations of accessible drinking fountains and/or plans for a beverage/hydration station where water can be distributed in cups

Feedback:  Take a look around your venue for accessible drinking fountains. Unfortunately, there is no map to help find them. To understand why hydration can be so important please read Possible Problems and Suggested Solutions section on Water.

Plan the Access to the Venue:

Instruction:  Identify the nearest parking structure with accessible parking spaces and a back-up accessible parking in case of overflow

Feedback:  Find your nearest parking structure on the UCLA Campus Map. They are typically labeled with a P and a number or letter designation in a circle (ie. P3, PSV). Once you have found your nearest structure, use the UCLA Campus Accessibility Map to find where the accessible parking is within the structure and additional disabled street parking. Keep a back-up parking structure in mind for overflow! If make-shift accessible spots need to be created see More Information Section 1.d.iii.

Instruction:  Identify your closest ride-share drop off zones are, if your event takes place between 7am and 6pm on a weekday

Feedback:  If your event is outside these hours, ride-hailing zones are not enforced. Uber and Lyft can operate on campus anywhere it is safe and legal to do so.  See the Ride-Hailing Map for the 14 approved locations for Lyft and Uber pick-up/drop offs. If your guest is a student that needs assistance from your venue to the pick-up/drop-off location, a seat on the CAE van can be reserved ahead of time to help (Note: that CAE van pick-ups are also at specific times and locations).

Instruction:  Established an accessible route to your venue from the closest parking lot/structure and ride-share drop-off locations

Feedback:  Look at the UCLA Campus Accessibility Map for accessible routes from both parking locations and drop-off locations. Make sure you establish a few alternative routes. Remember to investigate the pathway in person to ensure no hazards have developed and to note any significant incline or other potential hazards.

Instruction:  Checked your accessible route for the following:

  • Curb Cuts: where the curb becomes flushed with the street to allow a wheelchair to cross the street
  • Flatness: incline presents a very difficult mobility obstacle. Avoid incline with routes that involve elevators
  • Lack of obstructions: Signage, scooters, and many other obstructions may not be a problem for an able-bodied person to get by, but wheelchairs need more space to get by
  • Distance: Distance should be noted on pre-event materials so that persons with mobility disabilities can plan ahead.
  • Ground Type: Loose ground type (sand, gravel) and grass can be quite difficult on persons with mobility disabilities and/or wheelchairs.
  • Make signage to your event that clearly directs to accessible routes
    • Make sure signage is clearly visible from a wheelchair vantage point (43 – 51 inches high)
    • Make sure signage doesn’t obstructs an accessible route

Feedback:  Please check your accessible route for all of these elements! All the elements are important, if you’re routes comply on some but not others or you’re not sure what to look for, please check the Possible Problems and Suggestion Solutions section on Routes. Find routes using UCLA Campus Accessibility Map.

Plan the set-up of your venue:

Instruction:  Prepare seating accommodations for all of the following:

  • Wheelchair usage—will not transfer: May need to remove one or multiple seats at the front of your seating.
  • Wheelchair usage—will transfer: May need to remove one or multiple seats at the front of the venue and seat the wheelchair next to the seat they will be transferring to.
  • Blind or low vision—Seating where the event can be clearly heard.
  • Deaf or hard of hearing—Seating where visuals, interpreters or captions can be clearly seen.
  • Ambulatory with mobility disability—Seating where the event can be enjoyed without obstructions. Path to seat is short and without incline or stairs.
  • Companion or aide—A disabled person may bring a companion or aide to help them throughout the event, be sure that they are seated next to each other

Feedback:  The best way to be sure what accommodations a person’s needs is to discuss it with them. Be open to requests before the event via email and day-of requests from guests who have arrived. Read Possible Problems and Suggested Solutions section on Seating and Position for more information.

Instruction:  Check the accessibility of the furniture.  AVOID Bar tables, immovable furniture, tables that have a crossbar or table legs that prevent a wheelchair beneath, etc.  If these types of furniture can’t be avoided, ensure at least one accessible furniture option.
Feedback:  It is preferable if you ensure that all your furniture is accessible, but if this is not possible be sure to find at least one accessible option! Please read Possible Problems and Suggested Solutions section on Furniture Accessibility.

Instruction:  Prepare to handle materials accommodations and alternate formatting for the following:

  • Wheelchair usage—Make sure all materials are within reach for a lower vantage point and for someone with limited upper body mobility.
  • Blind or low vision—Materials that can be converted into an accessible digital format or Braille (this can be a very difficult option) are good options. For persons with low vision guests larger print, clear fonts, bold face, and large contrasts between ink and paper colors can be the best solution for typed materials.
  • Deaf or hard of hearing—Incorporate visuals, interpreters, ObiDuo or captions. NO YOUTUBE AUTO-CAPTIONS. For a hard of hearing guest, look into assistive listening device options for your venue and event.
  • Ambulatory with mobility disability— Ensure that all materials are within reach for someone with limited upper and lower body mobility.
  • Consider common allergens and medically-restricted diets in your food choices.
  • Consider accessibility and accommodations for presenters with disabilities (ie. ramps to a stage, lowered microphones, etc)
  • Reach out to presenters and event staff/volunteers for any accommodations they might need.

Feedback:  The best way to be sure what accommodations a person’s needs is to discuss it with them. Be open to requests before the event via email and day-of requests from guests who have arrived. Read Possible Problems and Accessibility of Materials for more information. Brailling or having a ASL interpreter may not be an accommodation that your event can manage, but communicate with the Center for Accessible Education (CAE) and ADA/504 Compliance Office for guidance and/or help with materials. For accessibility of digital content, reach out to the Disabilities and Computing Program. See the Resources Guide for Interpreter and CART vendors. Reach out to CAE to rent an ObiDuo!

Instruction:  Consider common allergens and medically-restricted diets in your food choices.

Feedback:  Definitely consider common allergens and dietary restrictions before planning your food; please read Technical Information section PA.4: Food. Welcome food requests and notification of restrictions before you plan your food. The person with dietary restrictions may have suggestions of what can be done to accommodate them.

Instruction:  Consider accessibility and accommodations for presenters and staff/volunteers with disabilities (ie. ramps to a stage, lowered microphones, etc).Reach out to presenters and event staff/volunteers for any accommodations they might need.

Feedback: When someone agrees to be a part of your event, reach out to them and ask if they need any accommodations. Although the toolkit focuses on the accessibility and accommodation needs of the guests, presenters, staff, and volunteers might need accommodations and have accessibility concerns.  Definitely check with them and encourage them to share their needs.  In your RSVP you may have a place where the person filling it out can identify as a volunteer/staff, presenter, or guest so that everyone can be sure to have the opportunity to make requests.Always consider the possibility of an unexpected need that may come to your attention on the day of! (ie. a presenter could break their leg just before your event and need accommodations).


Instruction:  Give guests plenty of opportunity to privately request accommodations ahead of time:  create an RSVP form where accommodations can be requested and/or make contact information for the accessibility coordinator available.  Place the Accessibility Certification Seal on your flyers marketing.  Add encouraging messages in your publicity demonstrating your commitment to accessibility and accommodations.

Feedback:  Please review the Accessibility Toolkit homepage Accessibility Coordinator Duties tab, especially the section on Personal Accommodation Requests.

Educate the Staff/Volunteers:

Instruction:  Educate your staff and volunteers to all the accessibility and accommodation options so that, if asked, they can give helpful, well-informed answers to guests.  Encourage staff and volunteers are sensitivity and helpfulness to any accessibility or accommodation issue that may arise!

Feedback:  Kind and understanding staff and volunteers make any event more enjoyable.  Some disabled persons may be apprehensive about making requests because they are afraid to be a burden.  Sensitivity, encouragement and helpfulness helps bridge that gap and reassure them they are not viewed that way.