Hosting Events
Definitions
Events – Events are programs and activities sponsored by Texas State University that are open to people, including the public, with or without a fee. Examples include, but are not limited to, workshops, conferences, career fairs, commencement, and scheduled campus visits coordinated through admissions. An event sponsor is an individual(s) representing a university office, department, or organization that hosts and coordinates a specific event program or activity.
Accommodations – Accommodations are adjustments and modifications which enable a person with a disability to participate in an event. The University reserves the right to decide the type of accommodation provided as long as it addresses the special needs of the individual. Accommodations through auxiliary aids and services such as, sign language interpreters, adaptive technology, etc., are considered reasonable for certain disabilities, provided the disabled person gives the University sufficient notice to obtain the needed accommodation. Provision of personal devices such as hearing aids, crutches, and wheelchairs is not required.
Planning
Advanced planning provides opportunities to anticipate potential issues, identify alternatives, and facilitate a response to accommodation requests. When planning, event sponsors should consider the following (not all inclusive).
- Assess the special nature of the event site.
- Verify that all the facilities where event activities will take place are physically accessible.
- Check exterior and interior building access, e.g., ramps, entrances, wheelchair seating, functional elevators, accessible restrooms, and Braille signage.
- Consider the impact of construction projects and potential blockages of sidewalks, ramps, and accessible parking.
- Verify availability and time-frames to acquire special services such as adaptive technology, sign language interpreters, or personnel with other specialized expertise.
- Request notification of special needs in the event’s promotional materials to project a welcoming environment and provide a timely accommodation response. Example:
Texas State University welcomes you to (event). If you require an accommodation under the Americans with Disabilities Act (ADA), please contact (name, e-mail, and telephone number) to communicate your needs. Early notification is encouraged, and a request (time-frame sponsor deems reasonable) before the event you plan to attend will facilitate the provision of reasonable accommodation.
- Communicate special needs to service providers that are impacted by the accommodation request. For example, if a sponsor arranges for overnight stays in university residence halls, the sponsor is to communicate special needs to Housing & Residence Life. Communication also involves follow-up if the sponsor receives a complaint regarding the accommodation.
- Incorporate safety awareness in planning. Hazards can arise from inadequate seating, blocked aisles, and room ingress/egress.
Resource Information
Interpreting ADA requirements can be complex and requires consideration on a case-by-case basis. When questions arise, event sponsors should contact the following:
- The ADA Coordinator can be contacted for compliance questions and assistance in locating information.
- Disability Services provides services to current TXST students with disabilities regarding accessibility to TXST academic programs. While these services do not extend to sponsored events, Disability Resources is a contact point for event sponsors to obtain information about sign language interpreters, adaptive technology, and other areas of expertise.
- Information related to Accessible Parking is provided by Parking Services.