Event Coordinator

Guidelines for Event Coordinators

Event coordinators are anyone who hosts virtual and in-person events on campus. They are responsible for coordinating requests for all attendees.

The Importance of your Role

Clovis Community College hosts numerous collegiate events that allow the public to assemble and be enriched by the activities and content. Federal laws guide event coordinators to make events accessible. However, it is the values we uphold at CCC that motivate us to provide equitable access to our campus activities, events, facilities, employment, and educational programs for students, staff, and guests. 

The role of the event coordinator is to ensure that whatever the event or gathering, equal access is considered from the very beginning.

Anyone organizing an event at CCC should take into consideration the following:

Action Plan

Before the Event

Invitations and Announcements

Invitations and announcements should include the following:

"We value inclusion and access for all participants and are pleased to provide reasonable accommodations for full participation in this event. Please contact (name, event host/coordinator) at (phone number/email)."

An accommodations checklist could be provided when the event provides an RSVP. Example:

Closed Captioning
Seating requirements
Large print
Advanced copies of slides
Wheelchair access
Scent-free room
Lactation room
Gender neutral bathroom
Assistive devices
Diet restrictions

Make sure to follow up on all requests and if it isn't possible to provide a specific accommodation, please communicate and make alternative arrangements.

Arrangements for the Venue

Things to look out for when inspecting the meeting room or event space:

Visibility - Consider those with sight impairment:
Signage should be clear, spaces well lit, and the projection screen should be visible from all seating areas.
Acoustics - Consider those with hearing impairment:
Limit unnecessary background music, and there should be reserved seating near the presenters for the purposes of lip reading. Where an interpreter is necessary, there should be reserved seating within view of the interpreter.
Mobility - Consider those who use a wheelchair or have other mobility impairments:
Ensure that accessible parking is available close to the venue. Make sure that elevator and ramp access is available and that throughways are kept clear for wheelchair access.
Technology - Consider those who may use assistive technology:
There should be access to electrical outlets in accessible seating areas to accommodate laptops and assistive technology. Visit the Zoom website for information on making zoom a more accessible option.
Service Animals - Consider space and access for service dogs:
Ensure that there is a comfortable space for service animals to rest during the event and that there is access to water nearby.

At the Event

Ensure that all presenters are aware of the commitment to inclusive events and ask them to prepare their presentations with accessibility in mind.

If there are accommodations for the event, make sure to assign someone responsible for those accommodations and to help with seating, ensuring captioning is available and that pathways are clear.

Presentations

Provide presenters with a checklist for the following considerations:

Submit materials in advance so that they can be forwarded to attendees who need advanced access due to accommodations.
Verbally describing visual materials - for example, charts, and diagrams - will accommodate the visually impaired.
Have printed copies of materials in larger text and avoid using small print in your presentations.
Make sure to activate captioning of any video presentations.
Use the microphone where one is provided.

Designate a person to communicate with the presenter to follow up on the above checklist.

Questions and Anwer Sessions

Make sure to repeat audience questions before answering, unless there is a roaming microphone available.

Food

Make sure that food is clearly labeled as for example, gluten-free, vegetarian, or other options.