Universal Design Checklist

This checklist was developed using Sins Invalid’s Disability Justice Primer.

Universal design is defined by Ron Mace (who coined the term in the 1980s) as “design that’s usable by all people, to the greatest extent possible, without the need for adaptation or specialized design.”

For events, the goal is to have the design of the event take into consideration all individual needs. By using this list of ways to universally design your event, you are being more inclusive to all members of the NIU community. If you have questions about this list, please contact the Disability Resource Center at drc@niu.edu or 815-753-1303.

Prior to the Event

• Do your promotional materials (sign up sites, ticket purchase sites) state what access needs to be provided? Asking individuals to discuss their specific needs (e.g., ASL interpretation, wheelchair access, etc.) will assist in making sure the event is accessible.
• Have individuals with disabilities on the organizing team. Having individuals with disabilities identify potential problems early on assists in making the event universally designed. Thus, shifting the event from one of accommodation to one of universal design.
• Think about your own access needs even if you do not have a disability. Everyone has experiential knowledge of what needs they have at an event. Discuss those access needs and how they impacted your experience. Those needs can be easily translated for others.
• Have compassion for each other. Even perfectly planned events can miss access needs. Be kind as you learn from the event and evaluate what can be better achieved for next time.
• Outreach: what is the outreach plan for this event and how will people know it’s occurring. Having multiple methods of outreach can increase the accessibility of the message.
• Written materials: Font size matters on materials.
  • To increase visual accessibility, it is best to use plain San Serif font. The minimal size is 14-point font. It’s recommended to use black ink on matte off-white paper.
  • To increase visibility for dyslexic or neurodiverse individuals, font can be OpenDyslexic or Comic Sans that is 16-point font or larger.
  • For colored text, ensure the color of the font and the background are high contrast. To test for contrast, you can change the flyer to grayscale. Is it still easily readable?
  • Text reading software is not able to read PDFs so send a word version of the information if it is electronic.

Event Accommodations

• Audio descriptions: If someone is blind or visually impaired, audio descriptions are useful to describe what is happening at the event. Trained audio describers can be hired and if one is not available, someone can still describe the actions. An individual could describe what is occurring without commentary.
• ASL and CART: Arranging for ASL interpreters and/or CART providers can increase inclusion for individuals from the D/deaf community. Having both is beneficial because ASL conveys more feeling and tone. CART captures what is said in text and is useful for both individuals who are D/deaf or hard of hearing and individuals who process information in writing. You can reach out to the Disability Resource Center for fees and coordination.
• Microphones: If an event has 15 or more individuals who will attend, then having microphones and a PA system is beneficial. People who are hard of hearing will better process information. Remind speakers to speak directly into the microphone.
• Bathrooms: Bathrooms are significant places during the event and having increased access through universal design is important. First, make sure the bathroom is accessible for individuals with mobility impairments. Is there a larger stall with grab bars? If not, where is the nearest accessible bathroom? Make sure the event management team knows these areas. Second, make sure there is an all-gender bathroom nearby. If not, hang an “All Gender Bathroom” sign on a nearby bathroom. Third, soaps and cleaning products that are scented can cause individuals with chemical sensitivities problems. If none are available at the event, bring some unscented products to put in the restrooms.
• Some individuals may have scent and chemical sensitivities. During the event, it is helpful to have a scent-free area with HEPA filters and fans to help clear the area of scents.
• Some individuals have mobility issues. Knowing where the closest working elevator is to direct individuals to is important. Additionally, describing access paths can be helpful. How far is it from one point to the next? Is there an incline? Are there railings? If there is a door they will need to open, is it heavy? What is the terrain like coming into the event? Is it on top of a hill? Are there cracks in the sidewalks?
• Seating. There needs to be a variety of seating available. Are there wide, sturdy chairs for individuals of all body types? Are there chairs with arms for those that need support to stand up? Are there spaces for wheelchairs or scooters? Will these accessible spaces allow the attendee to sit with friends? Is it possible for individuals to sit or lie on the floor?
• Food. Having multiple options is key (e.g., vegetarian, vegan, high protein, gluten-free, sugar-free, etc.). Post ingredients somewhere visible for individuals to determine what they will eat. Invite people to share their food allergies or dietary restrictions.
• Transportation and Parking. How are people getting to the event? Is NIU providing transportation? If students are allowed to drive themselves, what are the directions? Is there public transportation available to the event? Include the address of the event and clear directions for participants including parking instructions.
• Lighting. Fluorescent lighting is problematic as it can cause headaches, trigger seizures, and makes spaces inaccessible for individuals with sensory or neurological disabilities. Can lamps be brought into the space for lighting? Let people know ahead of time if there will be any flashing lights or strobes in a film or performance as this may cause seizures and give clear instructions to photographers to not use flash photography.
• Quiet Space. Designate a space where people can take time out of the event if they are overstimulated or tired. Let people know how and when they can access the space.
• Video Conference / Livestream. Include people by using a video conference or livestream. You can also request CART providers to caption the video conference or livestream.
• Schedules and Time Management. Be aware of time during the event. Attention and information processing needs, pre-scheduled transportation, attendant care, and more can impact a person’s ability to stay for the event. We cannot assume people can stay later. If there has been a schedule change, let people know and be clear about what the change is.
• Language. People communicate in ways that are familiar to them. When inviting people to an event, think about who will understand what is being said. Are there words that need to be defined? Are interpreters needed for people who use ASL?
• Names, Pronouns, and Access Check-Ins. If your group is small, ask people to share their names, pronouns (if they wish), and access needs. (If people don’t have specific needs they want to share, invite them to say “my access needs are currently being met”). If it’s a large group, ask people to share their names when they speak. Offer name tags and invite people to write their pronouns along with their names. We cannot assume what pronouns people use just by looking. Likewise, we cannot assume that people are able-bodied just because they look able-bodied. Offer opportunities for people to identify their access needs and don’t expect people to disclose their disabilities or diagnosis to you.
• Transparency. Be upfront about remaining known barriers and stay in conversation about access as you learn information.