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Library Event and Conference Planning: Hosting a Green or Accessible Event

Use this guide to help you create an event plan, manage your budget or fiscal processes, order food, reserve hotel rooms, etc.

Accessibility and Event Planning

Tips for making your event accessible:

  • Invite participants via the registration form to let you know what accommodations they may need.
  • Be mindful of the colors chosen for printed materials and PowerPoint presentations. 
  • Ask about dietary restrictions via the registration form. Taco bars can help people with dietary restrictions, but buffets can be particularly difficult for persons with mobility or visual impairments. 
  • Consider accessibility when choosing the event location and create signage clearly marking accessible bathrooms, entrances, exits, etc.. (reserve the golf cart).
  • Turn on video captioning. For more information: (https://guides.uflib.ufl.edu/lts/video). 
  • Provide pick-up and drop-off, if not provided by the hotel, for persons with disabilities. 
  • Ask presenters to share presentation materials in advance and communicate the need for large print and sharp contrasting colors. 
  • Ask presenters to verbally describe visuals during the presentation. 
  • Require speakers to utilize microphones. 
  • Baby support for event can include information on nearby lactation rooms, baby car seats, fridges, pack n’ plays, and shipping supplies to an address in advance (if needed).

Hosting a Green Conference

Because events consume so many resources and waste, consider minimizing waste and promoting sustainability before, during, and after your event. Tips for hosting a sustainable event:

  • Use electronic invitations and handouts
  • Limit gifts and favors or choose products that are locally made and sustainably sourced
  • Use dry-erase boards rather than paper flip boards
  • Avoid dates and locations so event materials can be reused
  • Use reusable name tags and collect at end of event
  • Avoid balloons
  • Consider having your event certified as a "Sustainable Event" by the Office of Sustainability:https://sustainable.ufl.edu/get-involved/sustainable-event-guide/
  • Provide recycling bins
  • Work with Gainesville Compost for composting services
  • Limit printed materials or pursue alternative marketing (flyers, postcards, etc.) that reduce paper use
  • Choose a caterer that specializes in local, organic and in-season food options
  • Offer vegetarian and/or vegan options to attendees
  • Consider sustainably harvested seafood: https://www.msc.org/what-you-can-do/buy-sustainable-seafood
  • Use reusable (or BPI-certified compostable) utensils, plates and cups
  • Avoid individually packaged items and use reusable tablecloths and napkins
  • Remind attendees to bring water bottles and coffee mugs, or consider offering as giveaways
  • Look for local experts to present
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