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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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