Inclusive Meetings & Events

Presenters, speakers, and performers play a key role in creating an inclusive and accessible event. The following guidance ensures that their presentations and performances are accessible to all attendees.

Before the Event

• Ask speakers, presenters, and performers if they have any disability-related accommodation requests.

• Ask presenters to submit accessible materials (such as slides, handouts, or scripts) at least five days prior to the event so there is time to review and remediate them as needed.

• Provide presenters with accessibility tips in advance. Share guidance on how to use plain language, describe visuals, and pace presentations so interpreters and captioners can keep up.

• For in person events, ensure the stage or platform is accessible by ramp or lift if presenters may need it.

• Confirm that podiums and microphones are adjustable. If they are not, provide alternatives such as lapel microphones, tabletop microphones, or a small table next to the podium so presenters using wheelchairs or those who cannot comfortably reach the podium have an accessible surface for their notes or materials.

Housekeeping Announcements

Begin each meeting or event with a brief orientation so participants know how to access accessibility features and important logistics. Adjust the information shared depending on whether the meeting is virtual, in-person, or hybrid. 

Scripts

• Use opening announcements to orient participants and highlight accessibility features. See Housekeeping Scripts for full examples.

• Sample Script for In-Person Events:

  •  “Welcome! Restrooms, including accessible and all-gender restrooms, are located [give directions]. A quiet room is available at [location]. ASL interpreters are located [describe location]. Captions are displayed on [screen/device]. Assistive listening devices are available at [location]. Please use a microphone when speaking. In case of emergency, exits are located [directions]. Staff will assist anyone who needs help.”

• Sample Script for Virtual or Hybrid Events:

  • “Welcome! To turn on captions, click [instructions]. ASL interpreters are spotlighted—please pin their video for constant view. If you experience technical or accessibility issues, contact [support info]. Please identify yourself before speaking and use the microphone.”

For Virtual Meetings

• Explain how to turn on captions in the meeting platform.

• Introduce the sign language interpreters by name and explain how participants can pin their video feed.

• Remind participants to remain on mute when not speaking and to state their name before speaking.

• Provide instructions for how participants can request support if they encounter technical or access issues (for example, through the chat function or by contacting a designated support person).

For In-Person Meetings

• Identify the locations of emergency exits, restrooms (including accessible and all-gender restrooms), and any designated quiet rooms.

• Introduce the sign language interpreters and describe their location in the room.

• Point out the location of the CART (real-time captioning) display, if provided.

• Indicate where assistive listening devices (ALDs) are available, if provided.

• Explain how attendees can request assistance during the event, such as approaching staff members wearing a specific identifier.

Recognizing Accessibility Providers

• When recognizing event staff, also recognize the accessibility providers who make participation possible.

• This includes sign language interpreters, captioners, and others providing communication access or accommodations. 

• Acknowledge them at the start of the event along with other staff, and ensure media coverage or livestreams frame them visibly and respectfully.

  • Example: “We want to thank our interpreters and captioners today for making this event accessible to everyone.”

During Introductions

If the size and nature of the event allows, ask attendees to introduce themselves. At a minimum, they should share their name, organization, and job title if relevant to the context of the meeting or event.

Visual Introductions

• Visual introductions are a useful way to make events more inclusive, especially for people who are blind or have low vision. They give participants important context about who is speaking and the setting.

• A self-description should be shared only if it feels important to the speaker or is relevant to the event. Let speakers know in advance that visual introductions are encouraged, and explain why they matter for inclusion. Make clear that self-descriptions are optional and should only include what the speaker feels is important or relevant.

• Model the practice yourself when facilitating so others understand how it works, and encourage everyone to say their name before speaking in group discussions to help participants follow the conversation.

• Speakers may choose to share details such as their pronouns, role, or a brief description of their appearance if it helps set the scene.

  • Example: “My name is Ashley Rodriguez. I am the Public Information Officer for the City of Los Angeles Department on Disability. I am an adult Latina woman with brown hair and glasses. My pronouns are she/her.”

• Additional details (such as clothing or height) are not needed unless they directly connect to the event.

  • Example: “I am wearing a gray T-shirt with the Department on Disability logo on the front. Others wearing the same shirt at this event are staff who can help answer questions.”

• It is also best practice to state your name before speaking so participants can follow the conversation.

  • Example: “This is Ashley speaking.”

Presentation Delivery

• Always speak into a microphone, even if you feel your voice is loud enough.

• Face the audience when speaking. If a sign language interpreter is present, deliver remarks from a stationary position and make sure only one person speaks at a time.

• Speak clearly and at a steady pace. This helps interpreters, captioners, and attendees follow along.

• Repeat questions and comments from the audience into the microphone.

• Present information in a clear, concise, and organized manner. 

• Use plain language and avoid acronyms or technical jargon when possible.

Accessible Presentation Materials

• Keep slide layouts simple and consistent, and avoid using busy or patterned backgrounds.

• Use text that is at least 18-point size, in a non-decorative font (such as Atkinson Hyperlegible, Arial, or similar), set against a high-contrast background.

• For images and graphs, prepare a text alternative in your presenter notes that you can read aloud during the presentation.

• Do not rely on visuals alone. Describe charts, images, or graphs aloud. 

  • Example: “This chart shows that the City’s general fund reserves grew from $46 million in 2008 to $69 million in 2019.”

• If slides include complex visuals (like maps or graphs), prepare a text description to share.

• Share accessible versions of slides and handouts in advance (tagged PDFs, Word documents, or plain text).

Videos Used in Presentations

• Make sure all videos have accurate captions.

• Turn captions on by default.

• Provide audio descriptions if the video relies on visuals to explain key points. If no audio description is available, describe the visuals while the video plays.

Lighting and Visibility

• Make sure the stage is well lit so people can lip-read and see interpreters.

• Avoid placing presenters in front of windows or strong backlighting.

Timing and Breaks

• Allow time for interpreters and captioners to keep pace.

• Build in short breaks during long sessions to reduce fatigue for attendees, interpreters, and captioners.

The Department on Disability is available to assist City departments and offices with understanding how to fulfill their responsibility to provide meetings and events that are accessible to people with disabilities. 

To request an accessibility consultation for your meeting or event, submit the Accessible Events Consultation Request Form.

The key to ensuring your event is accessible to people with disabilities is to plan for accessibility from the start by taking the following steps: 

• Expect people with disabilities to participate in your event.

• Appoint a member of the planning team to serve as the Event Accessibility Manager. This person is responsible for ensuring the event follows the requirements and best practices in this Toolkit. They must have the skills, resources, and authority to make decisions that affect the planning team and to oversee event accessibility efforts.

• Assign an accessibility lead for each of the following areas. Leads should coordinate with the Event Accessibility Manager and with one another as needed:

• Marketing material accessibility

• Site or location accessibility

• Venue set-up accessibility

• Disability-related accommodations (before and during the event)

• Informing contractors and partners about the requirements in this Toolkit 

• Assign planning team members to complete the following trainings:

• Public Meeting and Event Accessibility Requirements (required for all planning team members)

• Disability Etiquette and Awareness Training (recommended for all planning team members)

• Role-specific trainings for accessibility leads (for example: accessible marketing practices, accessible venue set-up, or managing disability-related accommodations).

• Every City of Los Angeles event must include an accessibility statement on registration forms, flyers, websites, and communications. This informs attendees how to request reasonable modification of policies, practices, or procedures under Title II of the Americans with Disabilities Act (ADA).

  • Sample Accessibility Statement:

"The City of Los Angeles is committed to ensuring full access to its programs and events. Language assistance and disability-related accommodations, including auxiliary aids and services, are available at no cost upon request. To request accommodations or interpreting/translation services, please contact [EVENT CONTACT NAME] at [PHONE] (voice), dial 711 for Telecommunications Relay Service (TRS), or email [EMAIL]. Requests should be submitted at least five business days in advance of the event to allow sufficient time for coordination. The City will make every effort to accommodate requests received with less notice. Copies of documents are available in alternative formats upon request."

• Budget and plan for the resources necessary to follow the requirements and best practices in this Toolkit

• Departments must include event accessibility in their annual budget.

• Plan and allocate resources early to meet Toolkit requirements.

• Some accessibility services are managed Citywide by the Department on Disability.

  • Visit the DOD Accessibility Services webpage for details and service requests.

• People with disabilities cannot be charged extra for accommodations.

  • If tickets are required, accessibility costs may be built into the general ticket price for all attendees.

• Choose an Accessible Virtual Conferencing Platform

• When hosting remote or hybrid events, Select platforms with documented accessibility features and compatibility with assistive technologies.

  • Platforms include: 

    • Zoom: Accessibility Features

    • Google Meet: Google Meet Accessibility

    • Microsoft Teams: Microsoft Teams Accessibility

  • Provide both internet and dial-in options.

  • Follow City of Los Angeles Information Technology Agency (ITA) digital accessibility guidelines and Web Content Accessibility Guidelines 2.1 standards.

• Venue Accessibility

  • Conduct a site visit to identify barriers and confirm ADA compliance.

  • Confirm accessible paths of travel, entrances, elevators, and restrooms.

  • Ensure flexible seating and aisle space for attendees using wheelchairs, scooters, or other mobility devices.

  • Confirm availability of Assistive Listening Devices (ALDs). ITA’s Council Audio team can provide up to 25 headsets upon request; remember these also serve constituents who are hard of hearing.

  • Consider environmental accessibility: lighting, sound levels, microphone quality, and temperature control.

• Accessible Seating Considerations

  • Integrate accessible seating throughout the space so guests have choice.

  • Reserve spaces near interpreters, captioning screens, or the front of the room as needed.

  • Provide a variety of seating: chairs with and without armrests, higher weight capacities, and varying heights.

  • Offer quieter seating areas for sensory needs.

  • Use “Reserved Accessible Seating” signage. Templates are available from the Department on Disability.

• Transportation and Parking

  • Ensure accessible parking and curb ramps are available and clearly marked.

  • Provide attendees with information about accessible parking, nearby Metro stops, and paratransit options such as Access Services.

  • Include this information in event confirmations and on promotional materials.

• Emergency Procedures

  • Review emergency evacuation plans for accessibility.

  • Announce restroom and exit locations at the start of the event.

  • Ensure procedures include support for people with mobility, sensory, and cognitive disabilities.

  • Coordinate with the Department on Disability for large-scale events or events at City-owned facilities.

• Food Accessibility

  • Notify attendees in advance if food will be served.

  • Request vendors to provide allergen-free and dietary-sensitive options.

  • Post ingredient lists and label food items clearly.

  • Work with caterers to prevent cross-contamination for serious allergens. This can include using separate serving utensils, setting up clearly marked serving areas, and ensuring staff are trained to assist attendees with questions.

• Hybrid Event Accessibility

  • Use platforms and AV systems that support captioning, interpretation, and accessible participation.

  • Assign a staff member to monitor chat and call on virtual participants.

  • Train event staff on hybrid event accessibility features.

  • Follow these etiquette practices:

    • Require microphone use at all times for in-person speakers.

    • Encourage participants to identify themselves before speaking.

    • Provide scheduled breaks and display return times.

    • Avoid animated or flashing virtual backgrounds.

Below are some potential accommodation requests that you may receive for your event. Please note this is not a comprehensive list of accommodations.

Event Accessibility Statement

Every City of Los Angeles event must include an accessibility statement in publicity and registration materials. This ensures compliance with Title II of the Americans with Disabilities Act (ADA) and invites participants to request accommodations.

• Sample Accessibility Statement (City of Los Angeles)

"The City of Los Angeles is committed to ensuring full access to its programs and events. Language assistance and disability-related accommodations, including auxiliary aids and services, are available at no cost upon request. To request accommodations or interpreting/translation services, please contact [EVENT CONTACT NAME] at [PHONE] (voice), dial 711 for Telecommunications Relay Service (TRS), or email [EMAIL]. Requests should be submitted at least five business days in advance of the event to allow sufficient time for coordination. The City will make every effort to accommodate requests received with less notice. Copies of documents are available in alternative formats upon request."

Checklist for Responding to Requests

1. Focus on the Accommodation

• Collect only the information you need to fulfill the request.

  • Requester’s name and contact information.

  • The accommodation being requested.

  • Event details (date, time, type of event, location/virtual platform).

  • Any materials that may need to be provided in advance.

• Acknowledge the request promptly. Respond in writing or by phone within two business days.

  • Sample confirmation email:

“Thank you for your interest in joining our event. We received your request for [list the specific accommodation request]. We have placed a request for [list accommodation] and will let you know once it is confirmed. Feel free to reach out if you have any additional questions by emailing [event accessibility contact email] or calling [event accessibility contact phone number].”

• Maintain confidentiality.

• Do not ask about disability diagnosis. You may ask about the functional limitation related to the request (ex: “I am hard of hearing and need to sit near the interpreter,” or “I cannot access print materials and need an electronic copy”).

• Document the request. Keep a record for your department’s files and future planning.

2. Review and Coordinate

• Simple accommodations like seating placement, electronic agendas, and large print can often be fulfilled by the event team without additional review.

• Specialized accommodations such as CART, Sign Language Interpreting, and VRI should be submitted through the Department on Disability’s request process:

  • SLI/CART Request Form: https://bit.ly/dod-slicart

  • SLI/ CART questions and inquiries: sli.cart@lacity.org

  • On-demand VRI (American Sign Language only): dod.comms@lacity.org

• For questions about other accommodations including Braille materials and assistive listening devices, contact the Department on Disability at (213) 202-2764 or dod-adasupport@lacity.org for technical assistance.

3. Confirm with and/or Update the Requester

• Notify the requester in advance whether their accommodation will be provided and how it will be implemented.

• Once the accommodation is approved by your department, the Event Accessibility Contact may then email the requester to confirm their request.

  • Confirmation sample email:

"Thank you for your interest in joining our event. We received your request for [list the specific accommodation]. We are confirming your request. [list any instructions or details here] Feel free to reach out if you have any additional questions by emailing [event accessibility contact email] or calling [event accessibility contact phone number]."

• If coordination is still in progress, notify the requester that this is being arranged.

  • In progress sample email:

Thank you for your request for [specific accommodation]. We are in the process of coordinating this accommodation and will provide confirmation once it has been secured. Please contact [event accessibility contact name] at [email/phone] with any questions.

4. Last-Minute Requests

• If the accommodation request is last-minute, make every effort to fulfill it. 

• If you cannot fulfill the request due to timing, please respond to the requestor.

  • Sample email for last-minute accommodation request:

“Thank you for your interest in joining our event. You made your accommodation request for [list specific accommodation] on [date], and we were unable to facilitate the request due to short notice because [list reason]. However, [list any alternate accommodations] is available instead. Please let me know if you have any questions.”

5. Event Accessibility Evaluation

• Continuous improvement is key to hosting inclusive and accessible events. Gathering feedback helps identify barriers and strengthens future planning.

  • Include accessibility-related questions in post-event surveys, such as “Were accommodations effective?” or “What additional accessibility supports would you recommend?”

  • Invite participants to share feedback via email, phone, or in-person after the event.

  • Track and review accommodation requests to identify patterns or recurring needs.

  • Share lessons learned with staff, volunteers, and City partners to inform future events.

  • Incorporate feedback into training and planning materials to ensure ongoing improvement.

Best Practices

• Event participants do not have to meet a strict deadline to request accommodations, but earlier requests allow the City to provide the most effective support.

• If an accommodation cannot be provided, discuss alternatives with the requester before issuing a denial.

• Always document the request, the response, and any reasons for denial or alternate accommodations.

• Whenever possible, consult with the Department on Disability before denying an accommodation request.

Below are some potential accommodation requests that you may receive for your event. Always ask participants what works best for them and confirm those needs in advance. Please note this is not a comprehensive list of accommodations.

Accessible Seating

Accessible seating refers to spaces within an event that are intentionally set aside for people with disabilities. This includes seating for:

• People who use wheelchairs, scooters, or other mobility devices.

• People who are Deaf or hard of hearing and may need to be near sign language interpreters or captioning screens.

• People accompanied by service animals.

• People who require different seating options, such as chairs with higher weight capacity, armrests, or varying seat heights.

• Integrate accessible seating throughout the venue whenever possible to provide attendees equal participation and choice.

Advance Copies of Materials

Provide PowerPoints, handouts, and agendas in advance, in accessible formats. This supports:

• Attendees using screen readers or text-to-speech software.

• People who may benefit from reviewing content beforehand.

• The Department on Disability provides in-house document remediation services. Requests for document remediation must be submitted using the Document Remediation Request Form. 

  • If the Department on Disability team is unable to remediate your document in house due to the document complexity, length, or turnaround time, we will refer you to document remediation vendors.

Sign Language Interpretation (SLI)

Sign Language Interpreters are certified professionals who facilitate communication between people who are Deaf, hard of hearing, or DeafBlind and people who use spoken language. Interpreters may also specialize in trilingual, legal, medical, or emergency settings, or work as Certified Deaf Interpreters (CDI) in complex situations.

• Request interpreters as early as possible.

  • Submit requests at least five (5) business days in advance.

  • The Department on Disability (DOD) will make every effort to fulfill urgent or emergency requests, but coverage is not guaranteed.

• Submit requests through the Department on Disability’s designated online form: SLI/CART Request Form

• Required information:

  • Event date, start and end times

  • Location (address for in-person; link for virtual)

  • Agenda, scripts, or presentation materials (if available)

  • Point of contact with day-of phone number

  • Expected audience size

• Contracted vendors will assign interpreters based on experience and availability. You will receive confirmation once services are secured.

  • If an interpreter does not show up at the scheduled time, first try to contact the assigned interpreter(s) directly if a phone number was provided in the confirmation notice.

  • If you are unable to reach them, call the Department on Disability immediately at 213-913-1020 or email sli.cart@lacity.org to report the issue.

• DOD covers costs for requests submitted through the online form.

Supporting Interpreters in Different Settings

• One-on-One Meetings

  • Position the interpreter next to the speaker so the Deaf participant can see both clearly.

  • Speak directly to the Deaf person, not the interpreter.

  • Allow time for interpretation before continuing to the next point.

  • Provide written materials in advance so the interpreter is familiar with the topic.

• Press Conferences

  • Submit requests as early as possible, ideally as soon as the press event is scheduled.

  • Place interpreters on stage and on camera at all times. Do not crop them out of live feeds or recordings.

  • Ensure interpreters have adequate lighting, a high-contrast background, and a clear line of sight to the speaker.

  • Provide scripts, talking points, or key terms in advance whenever possible.

  • Coordinate with media teams so sign language remains visible in all broadcast and livestream frames.

• Large Meetings or Public Events

  • Use two interpreters for events longer than 90 minutes or with multiple speakers. They will alternate to maintain accuracy and reduce fatigue.

  • Place interpreters near the speaker or presentation screen, with clear sightlines from reserved seating for Deaf and hard of hearing participants.

  • Announce at the start of the meeting how attendees can access interpretation.

  • Provide slide decks, agendas, and terminology lists to interpreters ahead of time.

  • Ensure interpreters have access to microphones if they need to voice for Deaf participants.

• Remote and Hybrid Meetings

  • Use City-approved platforms (Zoom, Google Meet, Microsoft Teams) that support spotlighting or pinning interpreters.

  • Spotlight or pin the interpreter’s video so they remain visible to all participants.

  • Ensure interpreters are framed from the waist up with hands, face, and expressions clearly visible.

  • Ask participants to keep cameras and slides positioned so interpreters are not blocked.

  • Provide interpreters with meeting links and presenter permissions well in advance.

  • Share agendas, slides, acronyms, and terminology lists before the meeting begins.

  • Encourage speakers to pause slightly between topics to allow accurate interpretation.

  • Remind all participants at the start of the meeting how to access the interpreter on screen (ex: “pin the interpreter video” or “use gallery view”).

• Tips for All Settings

  • Speak at a natural pace; interpreters will manage timing.

  • In group or remote settings, identify yourself before speaking (ex: “This is Ashley speaking”) so the interpreter can accurately convey who is talking.

  • Avoid side conversations while the interpreter is working.

  • Check sightlines regularly to make sure interpreters remain visible.

  • For hybrid or virtual meetings, use platforms that support spotlighting or pinning the interpreter’s video.

Picture-in-Picture for Sign Language Interpretation

Picture-in-picture (PiP) is a display method where the video feed of a sign language interpreter appears in a dedicated, visible box on the main screen or livestream. PiP removes the burden from participants to manually adjust settings and ensures recorded sessions remain accessible for future viewers. This ensures the interpreter remains consistently visible alongside speakers, presentations, or other event visuals. PiP supports equitable participation for Deaf and hard of hearing attendees in live, remote, and hybrid formats.

• Live / In-Person Events

  • For livestreams and broadcasts, work with your audio-visual (AV) team or vendor to embed the interpreter feed directly into the livestream as a PiP overlay. The interpreter must be visible at all times and never cropped out.

  • For events using projection screens, provide a secondary video feed that displays the interpreter in a corner of the main presentation screen. This ensures visibility regardless of where participants are seated.

  • Interpreters should be shown from the waist up, with good lighting and a high-contrast background so that facial expressions and hand movements are easy to see.

• Remote / Virtual Events

  • Some platforms (Zoom, Teams, etc.) allow spotlighting or pinning interpreters, but these rely on participants adjusting their own settings. To guarantee consistent access, request your IT/AV support to embed the interpreter feed as a PiP box in the recording or livestream.

  • Provide interpreters with presenter materials, acronyms, and key terminology in advance to support accuracy.

• Hybrid Events

  • For events with both in-person and virtual audiences, capture the interpreter on site and embed their video into the main broadcast as a PiP overlay.

  • Ensure that both in-room projection screens and online participants can see the interpreter simultaneously.

  • Keep interpreter visibility constant across all formats. Avoid switching the PiP window on and off during the event.

• Best Practices

  • Position the interpreter’s PiP box in a consistent corner of the screen (typically lower right) and avoid covering captions, slides, or important visuals.

  • Test screen layouts before the event to confirm the PiP window does not obscure content.

  • Recordings of the event should retain the PiP interpreter feed for future accessibility.

Audio Description (AD)

Provides a spoken description of the visual content contained in videos for people who are blind or have low vision.

To learn when audio descriptions are needed or for more information on standards, guidelines, and resources, please refer to WebAIM: Captions, Transcripts, and Audio Descriptions.

Captioned Media

Captions display spoken words and important sounds in text format so that people who are Deaf, hard of hearing, or who prefer text can access audio content. Accurate captions are essential for effective communication. Captions must reflect both spoken words and meaningful sounds that convey context, such as [music playing], [audience laughter], or [door slams]. To learn more, refer to Section 508: Create Accessible Video, Audio and Social Media.

• Captions must always be accurate, complete, synchronized with the audio, and properly placed on the screen.

• Captions generated automatically by platforms such as YouTube, Zoom, or Teams are often inaccurate and do not meet ADA Title II or Section 508 standards.

• For City events, public meetings, and produced videos, departments should use professional captioning vendors to ensure captions meet legal and accessibility requirements.

• For internal or informal use, automated captions may be sufficient, but they should always be reviewed and corrected before sharing more widely.

• Each City department, office, and bureau is responsible for arranging and funding captioning for its own media content.

Open vs. Closed Captions

1. Open captions are always visible on the screen. The viewer cannot turn them off. These are strongly recommended for content shown at in-person or hybrid events to ensure captions are visible to all attendees.

2. Closed captions can be turned on or off by the viewer. They are most common for online video players and broadcast platforms.

Transcripts

• A transcript is a written record of spoken content from an event, meeting, or media presentation.

• They capture all spoken words but are not time-synced like captions.

• Transcripts are especially useful for people who are Deaf or hard of hearing, people who are blind or have low vision, and people who prefer reading or reviewing content after an event.

• They do not replace real-time accommodations such as CART or sign language when those are requested, but they may be provided as a supplemental format.

• Transcripts can also support language access when paired with translation services.

• Make transcripts available for all public recordings, podcasts, and audio-only media.

• Provide transcripts in accessible digital formats (such as tagged PDF or Word).

Communication Access Real-time Transcription (CART)

CART is provided by trained human captioners who deliver a verbatim, real-time text display of spoken communication. The captions can be projected onto large screens for audiences, embedded into livestreams, or accessed by individuals on personal devices. CART is commonly used for City Council meetings, community forums, public hearings, and trainings.

Requesting CART Services

• Request captioners as early as possible.

• Submit requests at least five (5) business days in advance.

• The Department on Disability (DOD) will make every effort to fulfill urgent or emergency requests, but coverage is not guaranteed.

• Submit requests through the Department on Disability’s designated online form: SLI/CART Request Form

• Required information when submitting a request:

  • Event date, start and end times

  • Location (address for in-person; platform link for virtual)

  • Agenda, scripts, or presentation materials (if available)

  • Point of contact with day-of phone number

  • Expected audience size

  • Whether captions should display publicly (projected/screened) or privately (personal devices)

• Contracted vendors will assign captioners based on experience and availability. You will receive confirmation once services are secured.

• DOD covers costs for requests submitted through the online form.

Supporting Captioners in Different Settings

• One-on-One or Small Meetings

  • Provide a direct audio feed or ensure a high-quality microphone is available.

  • Allow a few seconds of pause when transitioning between speakers.

  • Share agendas, terminology, and acronyms in advance to improve captioning accuracy.

  • Ensure the caption display is accessible to the participant who needs it.

• Public Meetings, Hearings, or Forums

  • Provide captioners with a stable audio connection through microphones placed near speakers.

  • Test audio in advance to eliminate background noise or echo.

  • Display captions clearly to the audience on a large monitor or projected screen.

  • Share agendas, scripts, or speaker notes with captioners ahead of time.

  • Announce at the start of the meeting how attendees can access captions (ex: “Captions are available at this StreamText link”).

• Remote and Hybrid Meetings

  • Use City-approved platforms (Zoom, Microsoft Teams, Google Meet) that support CART integration or custom captioning feeds.

  • Provide captioners with meeting links and presenter access in advance.

  • Test audio before the meeting to ensure clarity. Captioners must be able to hear all speakers, including those joining remotely.

  • Spotlight or pin the caption display if the platform supports it.

  • Share the caption link (commonly via StreamText) with participants in the chat and event materials.

  • Encourage speakers to use headsets or external microphones to improve caption quality.

• Large Events or Conferences

  • Use multiple captioners for events longer than 90 minutes or with dense technical content. Captioners will alternate to prevent fatigue and maintain accuracy.

  • Arrange for caption display on screens visible from reserved seating areas for people who are Deaf or hard of hearing.

  • Provide captioners with glossaries, terminology lists, and presentation decks ahead of time.

  • Ensure on-site technical staff are available to manage audio feeds, monitor connections, and troubleshoot equipment.

• Technical Considerations

  • Audio

    • Provide wireless or tabletop microphones for all speakers. Captioners cannot caption what they cannot hear.

  • Internet

    • A stable, high-speed connection (minimum 500 Kbps upload/download; more for large events) is required.

  • Caption Display

    • Platforms such as StreamText and StreamCast allow participants to view captions in real time on their devices. 

    • For in-person events, connect laptops to monitors or projectors.

  • Preparation

    • Share names, acronyms, and technical terms in advance to improve accuracy.

  • Transcripts

    • CART captioners can generate a transcript after the event. 

    • Request the transcript in advance if a saved transcript is needed for records or public posting.

• Tips for All Settings

  • Speak at a natural pace. Captioners manage timing and accuracy in real time.

  • In group or remote settings, identify yourself before speaking (ex: “This is Ashley speaking”) so captions clearly indicate who is talking.

  • Avoid talking over one another; captions cannot display overlapping conversations.

  • Always test equipment, audio feeds, and caption links before the event begins.

  • Provide a point of contact to troubleshoot with the captioner if needed during the event.

Video Remote Interpreting (VRI)

VRI is a service that provides sign language interpreting through a secure video connection. It requires a device with a camera, microphone, speaker, and stable internet connection. VRI is intended for short, unplanned, or urgent interactions when an in-person interpreter is not available. It is not a substitute for SLI at planned or complex events.

Requesting VRI Services

• VRI is not scheduled through the SLI/CART request form. It is available on-demand for emergencies or brief interactions.

• Departments may contact the Department on Disability (DOD) via email at dod.comms@lacity.org for current guidance on VRI platforms and vendor access.

• DOD can provide technical support, but each department is responsible for providing the equipment needed to use VRI.

Required preparation for using VRI

• Ensure access to a tablet, laptop, or other device with camera, speakers, and microphone.

• Confirm that a stable, high-speed internet connection is available.

• Assign a staff member to manage the device and connection during the interaction.

• Ensure the screen faces the participant, and position the microphone so the person facilitating the call can speak clearly into it, allowing the interpreter to pick up everything accurately.

Supporting VRI in Different Settings

• One-on-One or Short Meetings

  • Use VRI for urgent or unplanned conversations when no in-person interpreter is available.

  • Position the device so the Deaf participant can see both the interpreter on screen and the speaker.

  • Speak directly to the Deaf person, not the interpreter.

  • Allow a brief pause for interpretation before moving to the next point.

• Service Counters or Walk-In Interactions

  • Place the device on a stable stand at eye level.

  • Ensure privacy for sensitive conversations (ex: move to a private office if available).

  • Staff should know how to quickly log in and connect to the VRI platform.

  • Provide written materials if the interaction is complex or involves detailed information.

• Emergency or Urgent Situations

  • Use VRI when a Deaf or hard of hearing person needs immediate communication access and an on-site interpreter cannot arrive quickly.

  • If the situation becomes lengthy, complex, or involves multiple speakers, transition to on-site interpreters as soon as possible through the DOD request form.

• Remote or Hybrid Meetings

  • VRI is designed for short, unplanned, or urgent situations. It is not a substitute for a scheduled remote interpreter at planned meetings or events.

  • If you know a Deaf participant will be attending a remote or hybrid meeting, submit a remote SLI request through the Department on Disability’s online request form.

  • The interpreter will join the meeting remotely through City-approved platforms such as Zoom, Microsoft Teams, or Google Meet.

  • Provide the interpreter with the meeting link, presenter permissions, and any materials (agendas, slides, key terminology) in advance.

  • Announce at the start of the meeting how attendees can access interpretation (for example, “use the pin function to keep the interpreter visible”).

• Technical Considerations

  • Devices

    • Laptops, tablets, or dedicated VRI units with functioning camera, microphone, and speakers.

  • Internet

    • Stable, high-speed connection (wired preferred for reliability).

  • Placement

    • Position the device so interpreters are clearly visible on screen and lighting is sufficient.

  • Privacy

    • Use headphones or private spaces when conversations involve sensitive information.

  • Back-up plan

    • If the connection fails, use written communication until service can be restored or an interpreter arrives.

• Tips for All Settings

  • Introduce yourself to the interpreter at the start of the session.

  • Speak at a natural pace.

  • Avoid side conversations while VRI is in use.

  • Regularly check with the Deaf participant to confirm the VRI setup is working for them.

  • For longer or high-visibility events, request in-person SLI through the DOD request form instead of relying on VRI.

  • In group or remote settings, identify yourself before speaking (ex: “This is Ashley speaking”) so the interpreter can accurately convey who is talking.

Low-Scent Environment

Some individuals experience disability-related reactions to fragrances, chemicals, or cleaning products. City events should aim to reduce these barriers by adopting fragrance-conscious practices.

• Include fragrance-free requests in all event publicity and registration forms.

• Encourage staff and attendees to avoid perfumes, colognes, and heavily scented products.

• Choose cleaning supplies and event products with little or no scent whenever possible.

• Remove or replace strong-scented cleaning supplies and air fresheners at least one to two weeks before the event.

• Provide a designated fragrance-free seating area when possible.

• Use air purifiers and increase ventilation in event spaces.

• Train staff on how to politely remind participants about fragrance-free requests.

• Sample Language

  • Event Statement: “This event aims to maintain a welcoming and accessible environment. Please refrain from wearing scented products such as colognes, perfumes, scented lotions, or strong detergent scents, as they can cause health issues for people with chemical and scent sensitivities.”

  • Statement for Flyers and Websites: “To maintain a welcoming environment, please refrain from wearing colognes, perfumes, scented lotions, or using heavily scented products. These can cause serious health issues for participants with chemical and scent sensitivities.”

Assistive Listening Devices and Systems (ALDs/ALS)

Assistive listening technology makes spoken communication clearer for people who are hard of hearing, especially in large rooms or noisy environments. These systems transmit sound directly to the listener through a personal device.

• Common types include:

  • FM Systems: Transmit sound using radio frequencies.

  • Infrared Systems: Use light waves to send sound within a specific room.

  • Induction Loop Systems: Use a magnetic field to send sound directly to hearing aids or cochlear implants with telecoil (T-coil) settings.

  • Personal Amplifiers: Portable devices that amplify nearby sound directly to headphones or earbuds.

• Check with the venue to confirm if built-in assistive listening systems are available.

• Test the system before the event and have staff prepared to distribute receivers or amplifiers and explain how they work. 

• Always announce at the start of the event that assistive listening devices are available.

Alternative Format Materials

Alternative format materials ensure that people with print disabilities or vision-related disabilities can fully access information. 

• Common formats include:

  • Braille: Printed materials converted into tactile Braille.

  • Large Print: Reformatted documents with larger font (typically 16–18 point or higher) and high contrast. See Fonts and Colors section.

  • Electronic Formats: Accessible digital files such as properly tagged PDFs, Microsoft Word, or plain text that can be used with screen readers or refreshable Braille displays.

  • Audio Recordings: Materials recorded and provided in spoken word format.

  • Tactile Graphics: Raised-line or embossed graphics that convey visual information such as maps, charts, or diagrams.

  • Captioned or Transcribed Media: Written or time-synced alternatives for videos and audio materials.

• Always ask participants what format works best for them. 

• Providing accessible electronic files is often the fastest and most flexible option, since they can be used with multiple assistive technologies.

• Some formats, like Braille and tactile graphics, require extra production time, so confirm requests early. 

Quiet/Sensory Room

Some attendees may need a calm, low-stimulation space to regulate or take a break from noise, lights, and crowds. This can be especially important for people with sensory sensitivities, neurodivergence, or certain health conditions.

• Designate a private or semi-private room as a quiet space.

• Keep lighting soft, avoid background noise, and provide comfortable seating.

• Clearly mark the room and include it in event accessibility information.

Dietary Needs

Many attendees may have dietary restrictions related to allergies, medical needs, religion, or personal choice.

• Notify attendees in advance if food will be served.

• Work with caterers to provide allergen-free and dietary-sensitive options.

• Prevent cross-contamination by using separate serving utensils and marked serving areas.

• Clearly label food items and provide ingredient lists.

• Ensure staff are trained to assist with questions about food safety.

Assistance with Forms and Wayfinding

Some participants may need help filling out printed or digital forms, or navigating large or complex venues.

• Provide staff or volunteers who can assist with forms upon request.

• Place clear directional signage with high contrast, large print, and Braille where possible.

• Assign staff or volunteers to serve as “wayfinders” who can walk attendees to key locations (restrooms, registration, breakout rooms).

Telecommunications Relay Service (TRS)

Telecommunications Relay Service (TRS) allows people who are Deaf, hard of hearing, DeafBlind, or who have speech disabilities to place and receive phone calls. Calls are relayed through a Communications Assistant (CA) who converts speech to text or text to speech.

Types of TRS

• 711 Dialing: The universal number in the U.S. to connect to TRS.

• Voice Carry Over (VCO): Caller speaks directly but reads responses typed by the CA.

• Hearing Carry Over (HCO): Caller types their message and listens to the spoken response.

• Speech-to-Speech (STS): For people with speech disabilities. The CA repeats the caller’s words clearly for the listener.

• IP Relay: Allows TRS to be used over the internet instead of a traditional phone line.

How Staff May Need to Support TRS During an Event

• If your event lists a phone number for registration or public information, add: “Dial 711 to connect using TRS.”

• Be prepared to answer calls from TRS operators. Staff should stay on the line, speak clearly, and allow extra time, since the CA will be typing or voicing the messages.

• Never hang up on a TRS call. It is legally protected communication.

• Treat the call as confidential. The CA is bound by strict privacy rules.

• If an attendee requests to use TRS to participate in an event, confirm that phone numbers are staffed and accessible to TRS users.

TTY (Text Telephone / Teletypewriter)

A TTY is a device with a keyboard and screen (or printer) that allows people who are Deaf, hard of hearing, DeafBlind, or who have speech disabilities to type and read conversations over a phone line. Although less common today due to smartphones and relay apps, some people still use TTYs.

How Staff May Need to Support TTY During an Event

• If your department still maintains a TTY line, include that number in all event announcements along with your voice phone number. Example: Voice: (213) XXX-XXXX | TTY: (213) XXX-XXXX.

• If your department does not have a TTY line, always include “Dial 711 for TRS” so TTY users know they can still connect.

• Be aware that if a TTY user calls, the message will come through a relay operator who voices or types on their behalf. This is essentially a TRS call.

• If a TTY is provided at the event itself (for example, at a registration desk), train staff on how to:

  • Turn the device on and connect it to a phone line.

  • Type messages clearly and read incoming text.

  • Use common abbreviations (ex:“GA” = Go Ahead, “SK” = Stop Keying/end of message).

• Provide signage at the event if a TTY is available for public use.

Providing Communication Access Real-Time Translation (CART), Sign Language Interpretation (SLI), Video Remote Interpreting (VRI), captioning, transcription, and Audio Description (AD) is essential to meeting ADA Title II’s effective communication requirements.

Responsibilities

• The Department on Disability (DOD) manages requests for SLI and CART through the official online request form. The Department covers the cost of these services when requests are submitted via the request form.

• VRI is available on-demand for short, unplanned, or emergency interactions when an on-site interpreter is not feasible. Departments may contact DOD for guidance on VRI platforms and access. Departments must ensure the necessary equipment (camera, microphone, speakers, stable internet) is available. Please email dod.comms@lacity.org for more information. 

• Each City of Los Angeles agency is responsible for arranging and funding media accessibility services (such as captioning, transcription, and audio description) for pre-recorded or produced content, including videos posted online or presented at events.

Sign Language Interpreting (SLI) & Communication Access Real-Time Translation (CART)

Requests for sign language interpreters and CART captioners are made through the Department on Disability’s online request form: SLI/CART Request Form.

Information needed when making a request:

• Event date and time

• Location (address for in-person; platform and link for virtual)

• Event type and agenda

• On-site contact name and phone number

• Presentation materials or scripts if available

Coordination

• When arranging services, coordinate with providers early and share key details:

  • Room position, seating arrangements, lighting, electricity, and tables.

  • Agenda, presentation materials, presenter names, and any industry-specific terminology.

  • Accessibility and technical setup for virtual or hybrid participation.

• Schedule services to begin at least 30 minutes prior to the event start time.

• Test technology and assistive equipment (ex: microphones, captioning displays, VRI setup) in advance.

• If sign language interpreters are present, ask speakers to deliver remarks from a stationary position.

• Do not extend events beyond the scheduled time unless interpreter and CART availability has been confirmed.

• If the assigned interpreter is not present at the scheduled start time, contact them directly if a phone number was provided, or immediately call 213-913-1020 or email sli.cart@lacity.org to report the issue.

Typical Guidelines

• Interpreters and captioners are booked with a two-hour minimum.

• Events lasting more than 90 minutes typically require two interpreters/captioners.

• Specialized interpreters (Certified Deaf Interpreters, trilingual, tactile) and captioners (Spanish) must be requested in advance.

• Cancellations should be made at least 48 hours in advance by emailing sli.cart@lacity.org.

Video Remote Interpreting (VRI)

• VRI provides real-time sign language interpreting via video when an on-site interpreter is not available.

• Appropriate for short or urgent interactions, such as at service counters.

• Not appropriate for long or high-profile events (submit an SLI request instead).

• Departments must provide devices with cameras, microphones, speakers, and a strong internet connection.

• Contact DOD for guidance by emailing dod.comms@lacity.org.

Key Reminders

• Plan early. To provide the most effective accommodation, accessibility services should be arranged in advance.

• Use the Department on Disability’s online request form for SLI and CART; otherwise DOD cannot fund services.

• Do not rely on automatic captions alone. Federal standards require captions to be accurate, synchronized, complete, and properly placed.

• Build captioning, transcription, and audio description into the annual department budget.

• Always announce at the start of an event how attendees can access accommodations such as captions, interpreters, and assistive listening devices.

Vendor Resource Directory

The following vendor lists are for informational purposes only. They are not comprehensive, and inclusion does not imply endorsement or guarantee by the City of Los Angeles or the Department on Disability.

Braille & Alternative Formats

• Braille Works: Provides document accessibility services, including remediation and braille transcription, to ensure documents are accessible to all.

• Braille Institute of America: Provides free services including braille literacy, braille transcription, library services in braille/audio/large print, assistive technology training, and independent living support for people who are blind or have low vision.

• IU Group: Offers braille transcription and document accessibility services, converting print materials into braille and other alternative formats.

• LightHouse for the Blind and Visually Impaired – MAD Lab: Specializes in braille transcription, tactile maps, raised graphics, large print, and audio materials. Provides custom accessible design and consultation services.

• Talking Fingers – Service Center for Independent Life: Offers braille transcription and production services, working with individuals and organizations to convert documents into accessible formats.

Document Remediation

• Allyant: Offers document remediation services for PDFs, Word documents, and other file types, making them accessible and compliant with various standards.

• Crawford Technologies: Provides document accessibility services, including PDF/UA and WCAG-compliant document remediation, ensuring accessibility across all digital formats.

• Skynet Technologies: Includes document remediation as part of their comprehensive accessibility services, ensuring compliance with global standards.

• Be Accessible: Focuses on helping businesses make their digital documents accessible, ensuring compliance with ADA regulations and accessibility best practices.

• AccessiBe: Offers automated document accessibility solutions, using AI to help organizations ensure their digital documents are compliant with WCAG and ADA standards.

• MYCA Learning: Offers document remediation services, focusing on creating accessible educational content and training materials.

Video Captioning

• 3Play Media: Provides closed captioning, transcription, and audio description services, making video content accessible across various platforms.

• Rev: Offers captioning services for videos, including YouTube and other platforms, with fast turnaround times.

• Cielo24: Provides captions, transcripts, audio description, voice services, media intelligence, and localization for videos.

• VITAC: A leading provider of captioning services in the U.S., offering both live and offline captioning.

• CaptioningStar: Offers a wide range of captioning services, including live captions, post-production captions, and multi-language captions for various media formats.

• Amara: An open-source platform that offers collaborative captioning and subtitling services, widely used for educational and community-based projects.

Audio Description

• 3Play Media: In addition to captioning, 3Play Media offers audio description services for video content, making it accessible to those with visual impairments. They use both voice actors and synthetic voices to provide high-quality descriptions.

• AccessiBe: Offers automated audio description solutions, using AI to help organizations ensure their digital content is compliant with WCAG and ADA standards.

• Access2Online is a company that provides a wide range of digital accessibility services including closed captions, transcripts, and audio descriptions.

• Dicapta: Dicapta uses professional voice actors to deliver engaging and accurate descriptions for a wide range of media.

• VITAC: Offers comprehensive audio description services alongside their captioning offerings, enhancing accessibility for various types of media. VITAC uses both human narrators and synthetic voices depending on client needs.

• AudioEyes: Offers professional audio description services, with a focus on using voice actors to ensure that the narration is clear, engaging, and accurate.

Sign Language Interpreting 

Please submit requests through sli.cart@lacity.org or the online request form before contacting any vendors listed below. Direct bookings with these vendors may not be eligible for Department on Disability funding or technical assistance.

• LifeSigns, Inc.

  • Website: lifesignsinc.org

  • Phone: (888) 930-7776

  • Email: lifesigns@lifesignsinc.org 

• Convo Communications

  • Website: convorelay.com

  • Phone: N/A

  • Email: support@convorelay.com 

• Sorenson

  • Website: sorenson.com

  • Phone: (800) 659-4783

  • Email: communityinterpreting@sorenson.com 

• Pro Bono ASL 

  • Website: probonoasl.com

  • Phone: (562) 395-4474 

  • Email: probonoasl@gmail.com 

• Access Communication Services

  • Website: accesscommunicationservices.com

  • Phone: N/A 

  • Email: contact@acsforall.com 

• Deaf Services Limited 

  • Website: deafservicesunlimited.com

  • Phone: (800) 930-2580

  • Email: talktous@deafservicesunlimited.com 

When creating publicity for meetings, programs, or events, make sure all information is accessible to people with disabilities. Use this checklist before sharing materials online, in print, or on social media.

Event Websites and Online Content

• Test websites and online pages with at least two accessibility tools (WAVE, Microsoft Accessibility Checker, Acrobat, etc.) and review manually for missing alt text, low contrast, or reading order issues.

• Avoid scanned PDFs. Always use properly tagged and formatted files (PDF, Word, HTML, or plain text).

• Ensure links are descriptive (example: “Register for the Event” instead of “Click here”).

Follow WebAIM's guidelines to learn How to Create Accessible PDFs or Adobe PDF Pro Guide for Accessibility for step-by-step instructions.

Images and Graphics

• Add alt text (short description under 150 characters) for all meaningful images.

  • Do not start with “image of…”

  • Include any text that appears in the image.

  • End the description with a period.

• Avoid relying on images of text. If a flyer or poster is shared, include all details in plain text in the body of the message.

• Provide a text-only version of all flyers or posters (include full event details and any QR code content).

Below is a non-exhaustive list of disability inclusive stock images:

• Disabled and Here: disability-led stock image and interview series celebrating disabled Black, Indigenous, people of color (BIPOC).

• Disability:IN: disability inclusive stock photography.

Learn more:

• How to Write Alt Text and Image Descriptions

Language and Readability

• Use plain language and short sentences. Avoid jargon or acronyms unless defined.

• Check reading level when possible; aim for 8th grade or lower.

• Use respectful and inclusive language. Avoid outdated or ableist terms such as “handicapped,” “suffers from,” or “special needs.”

• Represent people with disabilities authentically in images and videos. Include people with visible and non-visible disabilities as active community members.

Learn more:

• Reading Level Checker

• About Plain Language

Fonts and Colors

• Use clean sans-serif fonts such as Atkinson Hyperlegible, Arial, or similar. Avoid decorative fonts.

• Use at least 12 pt font for print and 18 pt for large print.

• Check color contrast using a contrast checker to ensure readability.

• Avoid italics, underlining, or all caps for emphasis. Use bold sparingly.

Learn more:

• Test color contrast: WebAIM Color Contrast Checker

• WebAIM Guidance on Contrast and Color Accessibility

Videos and Audio

• Caption all videos.

  • Auto-captions are acceptable for live streaming but must be corrected afterward.

  • Prerecorded videos must have accurate captions before posting.

• Provide transcripts for podcasts or other audio-only files.

• Provide audio descriptions if visuals are essential to understanding.

• Avoid autoplay for videos or audio. Allow users to start media themselves.

Social Media

• Add alt text to all images on supported platforms (Facebook, Instagram, LinkedIn, X/Twitter).

• Use #CamelCase for hashtags (example: #EquityThroughAccess).

• Limit emojis and place them at the end of posts.

• Avoid flashing, blinking, or strobing animations.

• Do not use animated backgrounds that may cause dizziness or be distracting.

Tips for adding alt text on social media platforms:

• Facebook: Adding Alt Text in Facebook

• Instagram: Adding Alt Text in Instagram

• Twitter: Adding Alt Text in Twitter

• LinkedIn: Adding Alt Text in LinkedIn

Accessibility Statement

• Include the City’s accessibility statement in event announcements, flyers, registration forms, and websites:

• Sample statement:

"The City of Los Angeles is committed to ensuring full access to its programs and events. Language assistance and disability-related accommodations, including auxiliary aids and services, are available at no cost upon request. To request accommodations or interpreting/translation services, please contact [EVENT CONTACT NAME] at [PHONE] (voice), dial 711 for Telecommunications Relay Service (TRS), or email [EMAIL]. Requests should be submitted at least five business days in advance of the event to allow sufficient time for coordination. The City will make every effort to accommodate requests received with less notice. Copies of documents are available in alternative formats upon request."

• Short sample statement: 

"To request language assistance or disability-related accommodations, contact [EVENT CONTACT NAME] at [PHONE] (voice), 711 for Telecommunications Relay Service (TRS), or [EMAIL] at least five business days before the event."

Accessible marketing means making sure your event invitations, flyers, registration forms, and social media content are usable by everyone—including people with disabilities.

This section outlines what is required by law under the Americans with Disabilities Act (ADA) and the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, as well as best practices that go beyond the minimum requirements to ensure a truly inclusive experience.

Planning Tips

• Under the ADA, public entities must make information available in alternative formats when requested, so people with disabilities can access it equally.  This means you should be prepared to provide:

  • Large print

    • Printed documents in at least 16–18 point font.

  • Braille

    • Printed materials converted into Braille.

  • Accessible digital formats

    • Documents that meet accessibility standards for screen readers, including tagged and properly formatted PDFs, accessible Word/HTML documents, or plain text files.

  • Audio format

    • A recording (human voice or text-to-speech) of the written content.

  • Other formats as needed

    • Such as tactile graphics for maps or charts.

• Web Content Accessibility Guidelines (WCAG) 2.1 Level AA

  • Maintain sufficient color contrast between text and background See Fonts and Colors section.

  • Do not rely on color alone to convey meaning. 

  • Use Atkinson Hyperlegible or another clean sans-serif font, avoid decorative fonts.

  • Use at least 12 point font size for print and 18 point for large print, with 1.5 line spacing minimum.

  • For digital materials, ensure headings, lists, and tables are properly tagged for screen readers.

  • All digital documents (including PDFs, Word, PowerPoint, and others) must meet accessibility standards before public posting. Remediate files to ensure they are tagged and formatted for screen reader compatibility.

Best Practices

• Use plain language that is clear, concise, and easy to understand.

• Avoid jargon. If you must use specialized terms or acronyms, define them on first use.

• Avoid all caps, italics, and underlining for emphasis. Use bold sparingly.

• Provide a clear and logical layout with minimal visual clutter.

Essential Content to Include in Every Event Announcement

• Include an accessibility statement on all event registration forms, flyers, and other digital or print materials, explaining how to request disability-related accommodations.

  • Full example statement: "The City of Los Angeles is committed to ensuring full access to its programs and events. Language assistance and disability-related accommodations, including auxiliary aids and services, are available at no cost upon request. To request accommodations or interpreting/translation services, please contact [EVENT CONTACT NAME] at [PHONE] (voice), dial 711 for Telecommunications Relay Service (TRS), or email [EMAIL]. Requests should be submitted at least five business days in advance of the event to allow sufficient time for coordination. The City will make every effort to accommodate requests received with less notice. Copies of documents are available in alternative formats upon request."

  • Short example statement: 

"To request language assistance or disability-related accommodations, contact [EVENT CONTACT NAME] at [PHONE] (voice), 711 for Telecommunications Relay Service (TRS), or [EMAIL] at least five business days before the event."

Best Practices

• Accessible transportation information, such as:

  • Accessible parking locations and drop-off/loading zones

  • Closest accessible transit options

  • Start and end times, ideally within public paratransit service hours

• Call-in option for virtual meetings

• Include the accessibility statement in Spanish and the City’s other Tier 1 languages (Korean, Traditional or Simplified Chinese, Tagalog/Filipino, Farsi/Persian, Armenian).

• Note that interpreting and translation services, including ASL, are available at no cost

Digital Communications

• Add alt text to all meaningful images. Keep it short (ideally under 150 characters). Describe the image clearly and include any text that appears in the image.

  • Example: “City Hall lit in yellow, red, white, green, and blue for the Americans with Disabilities Act 35th Anniversary celebration.”

• Use descriptive link text. Links should tell users exactly where they lead to. This makes navigation easier for people using screen readers.

  • Example: “Register for the Event” instead of “Click here.”

• Use fillable digital forms with clear labels for each field. Ensure they can be completed with only a keyboard and work with screen readers. Avoid scanned PDFs, since they are images of text and cannot be read by assistive technology.

• Test all digital materials before publishing. Use tools such as WAVE, Microsoft Accessibility Checker, Google Docs Accessibility Checker, or Adobe Acrobat’s checker. These tools are helpful as a first step, but they may not catch everything. Always review manually for issues like missing alt text, low contrast, or incorrect reading order.

• Provide plain-text versions of graphic flyers in emails or on social media.

• Avoid autoplay of video or audio content, or ensure users can pause/stop easily.

Videos and Audio

• Provide accurate captions for all videos. Captions are required under the ADA to ensure effective communication with people who are Deaf, hard of hearing, or who prefer text-based content. 

  • Livestreams: Auto-generated captions may be used for immediate access, but corrected captions or a transcript must be provided afterward. 

    • Whenever possible, book a CART captioner for livestreams and integrate their captions into the video. CART providers can also share a transcript after the event that can be posted or archived.

  • Prerecorded videos: Captions must be reviewed and corrected before posting. Captions must accurately reflect spoken words, identify speakers, and include important sounds.

• Podcasts, recorded announcements, or other audio-only files must include a written transcript so people who cannot hear the audio have equal access.

• Include audio descriptions for important visuals. 

  • Under WCAG, audio descriptions are required when visuals convey information not available in the audio. 

  • Under the ADA, they must also be provided if requested as an accommodation.

• Test accessibility features. Confirm that captions, transcripts, and audio descriptions work correctly across platforms (ex: YouTube, Zoom, Facebook Live).

Best Practices

• Turn captions on by default so they are immediately visible without requiring users to activate them.

• Use clear audio and describe visuals during presentations. Speak at a steady pace, avoid background noise, and explain key visual elements out loud.

• If visuals are essential to understanding (such as demonstrations, performances, or complex charts), create a version of the video with extended narration that describes visual details more thoroughly.

Social Media Accessibility

• Add alt text for all images. Alt text provides a description so screen reader users can understand images. 

  • Do not rely only on auto-generated alt text, which is often inaccurate. If a platform does not support alt text, include the description in the body of the post.

• Ensure sufficient color contrast in graphics to meet WCAG 2.1 AA standards. See Fonts and Colors section.

• Avoid using images of text as the only way to share information. 

  • If you post a flyer or graphic, include all of the event details in plain text (caption, alt text, or link to an accessible webpage).

• Videos posted to social platforms must include accurate captions for live and prerecorded videos. 

  • Livestreams: Auto-generated captions are acceptable during the live feed. Once posted, edit captions for accuracy where possible. If a platform does not allow caption editing, re-upload with corrected captions, share a link to an accessible version (ex: YouTube), or provide a full transcript.

  • Prerecorded videos: Captions must be reviewed and corrected before posting.

• Provide transcripts for audio-only content. If you post a podcast or recording, include a transcript with the same information.

• Ensure interactive content is keyboard accessible. Links, buttons, and embedded video players must work without a mouse.

• Avoid flashing content. GIFs or animations must not flash more than three times per second to avoid seizure risk.

Best Practices

• Use #CamelCase for hashtags. Capitalize the first letter of each word so hashtags are easier to read (ex: #ThanksToTheADA #DisabilityInclusion).

• Limit emoji use. When used, place them at the end of a post to avoid disrupting screen reader flow.

• Provide contact information for accessibility requests. Include an email, phone number, or link for accommodations either in your profile bio or directly in posts.

Public Meeting and Event Registration

Accessibility and Accommodations

• Use a registration platform that meets digital accessibility standards (see Digital Communications section).

• Include the City’s accessibility statement in the registration form (see Essential Content section).

• Add an optional field asking if participants need accommodations. You can also make this easier by providing checkboxes for common requests, along with an “Other” option for additional needs.

  • Example open field: 

    • “Do you need any accommodations to participate in this event? If yes, please describe: ________”

  • Example common checkboxes (with “Other” option):

• Sign Language Interpreter (ASL or other)

• CART/Realtime Captioning

• Assistive Listening Device (loop system, FM/IR system, or personal amplifier)

• Alternative Format Materials:

  • Large Print (at least 18 point font)

  • Braille (printed/embossed)

  • Electronic Braille (for refreshable Braille displays)

  • Accessible Digital File

  • Audio Format / Text-to-Speech file

  • Audio Description or Tactile Graphics

• Wheelchair-Accessible Seating or Path of Travel

• Reserved Seating Near Interpreter or Captioning Screen

• Accessible Parking or Drop-Off Zone

• Service animal relief area

• Dietary needs (vegetarian, vegan, gluten free, dairy free, kosher, nut free, other)

• Other (please describe): __________

Language Access Services

• Include a question asking if participants need translation or interpretation.

• Provide a list of the City’s most commonly requested languages.

• Share in your event announcement that language services are available by request.

  • Example: “Free language assistance is available. Please tell us if you need translation, an interpreter, or materials in:

• Spanish

• Korean

• Armenian

• Chinese (Traditional)

• Chinese (Simplified)

• Filipino / Tagalog

• Farsi (Persian)

• American Sign Language (ASL) [for clarity, you may want to list it under both accommodations and language services]

• Other (please specify: ________)

Food and Dietary Needs

• If food will be provided, ask about dietary requests:

  • Example: “Do you have any dietary needs? If yes, please describe: ________”

  • Or provide checkboxes for common needs such as:

    • Vegetarian

    • Vegan

    • Gluten Free

    • Dairy Free

    • Kosher

    • Nut Free

    • Other (please describe)

Inclusive Language and Representation

• Use respectful language. Avoid outdated terms such as “handicapped,” “challenged,” or “suffers from.”

• Refer to people with disabilities using people-first or identity-first language, based on individual preference.

• When using photos or graphics for events, websites, or publications, include people with disabilities in real and respectful ways. Show both visible and non-visible disabilities. Avoid stereotypes, and represent people with disabilities as active community members, workers, leaders, and participants.

Need Help?

For technical assistance or case-by-case guidance, submit an Accessible Events Consultation Request Form to the Department on Disability.

The City of Los Angeles is committed to providing meetings and events that are accessible to and inclusive of people with disabilities, as required by the Americans with Disabilities Act (ADA) and related civil rights laws. This toolkit offers practical guidance to help event organizers plan accessible in-person, virtual, and hybrid events in both City-owned and non-City-owned spaces.

Event Locations Owned or Operated by the City of Los Angeles

Most City facilities have already been evaluated for accessibility. You usually will not need to do a separate evaluation before your event. However, you should:

• Contact the Department on Disability to check if any known access barriers remain uncorrected. 

• If barriers exist, work with the Department on Disability to find temporary solutions so people with disabilities can still participate fully.

• Remember that even in accessible facilities, temporary event changes (such as adding stages, furniture, or check-in tables) can create new barriers. Always review your set-up using the Venue Set-Up section of this toolkit.

• To report an accessibility barrier at a City facility, submit a request through the GSD Service Portal and select the “ADA/Accessibility” tile under Maintenance Requests.  

Temporary and Outdoor Events

Temporary events such as street fairs, festivals, and block parties must comply with ADA accessibility requirements, even when held in non-traditional spaces like parking lots, streets, or fields.

• Key Considerations:

  • Provide temporary accessible parking and routes of travel, using mats or other surfaces over grass, gravel, or uneven ground.

  • Ensure that stages, platforms, and vendor booths are located on accessible routes.

  • If you are providing portable toilets at your event, at least 5% of them must be accessible units.

  • Designate accessible seating areas with clear sightlines.

  • Develop emergency evacuation plans that account for mobility and sensory disabilities.

  • Coordinate with transportation providers to include paratransit and accessible shuttles.

Event Locations Not Owned or Operated by the City of Los Angeles

Event locations not owned or operated by the City must be reviewed for accessibility before promoting the event. Accessibility barriers must be identified and fixed in advance. Organizers should note the following requirements:

Entrances

• The primary entrance must be accessible, or compliant directional signage must be provided from the inaccessible primary entrance to an accessible entrance.

• An accessible entrance must connect to an accessible route, have an automated door or a manual door with compliant hardware, and be free of obstacles like tables, signs, or storage.

Accessible Routes

• Accessible routes must connect all site arrival points to the accessible entrance, and all activities, amenities, and spaces that will or may be accessed by attendees, including emergency exits.

• Pathways inside a building must be at least 36 inches wide so people using wheelchairs, walkers, or other mobility devices can pass safely. Outdoor pathways must be at least 48 inches wide to provide extra space for movement and maneuvering.

• Routes must be continuous and easy to follow, with a surface that is stable, firm, and slip-resistant. They should not include stairs, steps, or abrupt barriers that block access for people with mobility disabilities.

• Any changes in height along the route must be addressed with an accessible feature such as a ramp, curb ramp, lift, or elevator.

• All circulation paths must be free from protruding objects.

• Permanent interior rooms and spaces, including restrooms, must be identified with signs that include raised characters and braille.

Ramps

• Ramps must have handrails on both sides to provide support and safety for people with mobility disabilities. Handrails should run the full length of the ramp so they are available from start to finish.

• The incline of the ramp cannot be steeper than 8.3 percent. This means that for every inch of height the ramp goes up, the ramp must extend at least 12 inches in length. This is often called a “1:12 slope.”

• Measure the vertical rise of the ramp in inches, from the bottom to the top. Multiply that number by 12. If the actual length of your ramp is equal to or longer than that number, the slope meets accessibility standards.

  • Changes in level are accessible to those who cannot use stairs by providing a ramp, curb ramp, elevator, or lift. 

  • Ramps have handrails on both sides 

  • Ramp slopes do not exceed 8.3% (equivalent to maximum of 1 inch of rise for 12 inches of run) 

• Hint: measure the height, in inches, from the bottom of the ramp to the top of the ramp, then multiply by 12. If your ramp is longer than the required length, it is accessible.

Doors

• Manual doors on the accessible route and to accessible amenities (such as restrooms) meet door accessibility requirements:

  • 32 inches wide minimum when open to 90 degrees

  • Door hardware is a lever, loop, or push bar, not a knob

  • Opening force no greater than 5 pounds

• Hint: Approximate this by thinking about what it feels like to lift 5 pounds

• Closing speed no faster than 5 seconds

• Required maneuvering clearance is provided

• If it is not possible to meet these requirements, the door is propped open with a door stop or other mechanism while maintaining the required 32 inch width opening, or someone is stationed by the door to provide assistance when needed.

Elevators

• If elevators are part of the accessible route, they meet the following requirements:

• Elevator control buttons:

• Located at 54 inches high maximum 

• Have raised symbols and braille characters 

• Audible tones indicate elevator car floor arrival

• Elevator car has sufficient floor space for a person using a wheelchair to enter and reach the controls

• Elevator can be operated without requiring a special key or access (unless someone is stationed at the elevator to operate it on behalf of attendees)

Restrooms

• If restrooms are provided, there is at least one accessible restroom for each sex, or one unisex restroom that meets the following requirements:

• Accessible restrooms are in the same location as other restrooms, or directional signage is provided to the accessible restrooms.

• Accessories/Amenities

• Accessories (dispensers, coat hooks, waste receptacles, towel dispensers, etc.) have operable parts that are 40 inches high max above the floor

• Mirrors have a bottom edge 40 inches high max above the floor, or 35 inches max above the floor if not above a sink or countertop

• Sinks

• Pipes under sinks are insulated or configured to protect against contact

• Minimum 27 inch (30 inch if possible) high knee clearance under sinks 

• Accessible stall/single user restroom:

• Turning space of 60 inches minimum in diameter is provided within the stall or room

• Clear space that can fit a wheelchair is provided on the side of the toilet opposite from the wall

• Grab bars are:

  • Provided on the side wall closest to the toilet (42 inches minimum in length) 

  • On the rear wall behind the toilet (36 inches minimum in length)

  • Mounted between 33-36 inches high, measured from the ground to the top of the grab bar

• If portable restrooms are provided, at least 5% of each cluster meet accessible design standards and are located on an accessible route.

• If portable sinks and/or handwashing stations are provided, at least one at each cluster meets accessible design standards and is located on an accessible route.

Parking & Loading Zones

• If passenger loading is provided, at least one accessible passenger loading zone is provided.

  • As a best practice, identify a passenger waiting area that is safe from heat and rain.

  • For large events, coordinate passenger loading and waiting locations in advance with Access Services paratransit.

• If parking is provided, the required number of accessible parking spaces are provided and meet the following requirements:

  • Located on the shortest accessible route to an accessible entrance

  • Designated by signs and surface markings

  • Access aisle adjacent to parking space is at least 5 feet wide

  • Access aisle connects to an accessible route

  • Parking space is at least 8 feet wide

  • Parking space and access aisle surfaces are level

Transportation

• If transportation is provided, all vehicles must be wheelchair accessible. Do not provide an inaccessible shuttle where only some accessible vehicles; the entire shuttle or bus service must be accessible.

• As a best practice, select event locations close to accessible transit stops.

• Provide clear signage directing participants from transit stops or parking areas to the event entrance.

• For paratransit users (such as Access Services), designate a safe, clearly marked, and preferably covered drop-off and pick-up area near the main entrance.

Temporary Venues

Temporary venues such as street fairs, festivals, or one-day events in parking lots must comply with accessible design standards, including the Event Location accessibility requirements in this Toolkit.

• Provide firm, stable, slip-resistant routes (use mats or ramps over grass, gravel, or uneven surfaces).

• At least 5% of portable toilets must be accessible and located near accessible seating areas.

• Provide accessible concession and service areas, or alternate methods such as roving carts or staff assistance.

• Carrying a person with a mobility device is never an acceptable substitute for accessibility.

• Conduct a site inspection using an accessibility checklist before the event.

• When full compliance is not possible due to existing constraints that cannot be addressed by modifying the temporary venue set-up, take the following steps:

  • Identify the access or participation barrier.

  • Determine physical and/or operational solutions 

    • For example: if the craft fair is located on the opposite side of of the parking lot from the accessible parking that is otherwise required to be provided on the shortest accessible route to the craft fair entrance:

      • Provide temporary accessible parking spaces closest to the craft fair entrance; and/or

      • Provide an accessible shuttle from the existing accessible parking to the entrance to the craft fair; and/or

      • Determine another solution that provides equitable access

  • If no solution can be implemented, select a different event location. It is a violation of federal and state law to select a location that denies participation to people with disabilities.

Refer to the Event Location section of this Toolkit to ensure that the location itself is accessible and that the event set-up does not interfere with required access.   

• Provide at least one accessible route through all public areas. Keep aisles 5 feet wide with turning spaces at key points.

Seating

• Provide seating for attendees if standing is expected for more than 20 minutes.

• If participation requires waiting in line (such as for microphones), provide a seated waiting option.

• Wheelchair accessible seating must:

  • Be connected to accessible routes.

  • Be at least 2.5 feet wide x 4 feet deep.

  • Be dispersed throughout the space for integration, not segregated.

  • Be paired with companion seats marked with the International Symbol of Accessibility.

• Space between tables with seating is at least 3 feet wide, measured with chairs pulled out as they would be if occupied

• When providing CART and/or Sign Language Interpreters, provide space for a clear line of sight to the interpreter and captions, and reserve seats for individuals who requested the services Reserved Accessible Seating sign template.

• When possible, provide a variety of seating options to meet different needs. This includes seating:

  • With backrests

  • With and without armrests. Some people need armrests to get in and out of the chair; others may be too confined by armrests.

  • That supports larger, heavier people. This seating should have weight capacities of 300-500 pounds, or more if needed.

  • That allows people to sit according to their sensory needs, including stimulation-reduced areas (ex: lower lighting and sound)

Vendor and Exhibitor Accessibility

Vendors, exhibitors, and community partners are an important part of many City events. Their spaces must also be accessible to all attendees.

• Locate vendor booths on accessible routes with clear space in front (at least 3 feet wide, ideally 5–6 feet) for wheelchair users.

• Use tables between 28 and 34 inches in height. Avoid long tablecloths that block wheelchair footrests.

• Provide materials in large print or digital formats when possible.

• Ensure point-of-sale devices are accessible to all users.

• Encourage vendors to avoid fragrances and to design displays that can be reached from a seated position.

• Remind vendor staff to offer assistance if a participant cannot reach or handle items independently.

Stage/Platform

• If attendees may be invited onto the stage/platform or if it is necessary for performers or presenters, ensure the stage/platform is:

  • On an accessible route.

  • Accessible by ramp or lift.

Podium

• Provide a podium at a maximum height of 34 inches, or use a height-adjustable podium.

• If the podium is higher, offer a microphone (lapel, tabletop, or cantilever) so speakers can present from a seated position.

• Provide a small table nearby for notes or water.

Cables & Cords

• Place and secure covers over any cords, hoses, or wires across accessible routes.

• If elevation change exceeds ¼ inch vertical or ½ inch beveled, covers must meet ramp slope requirements (12 inches of run for every 1 inch of rise).

Tables, Displays, and Exhibits

• Tables must be 28 to 34 inches high to allow wheelchair access.

• Do not block accessible elements such as door clearances or restrooms.

• Table coverings should not pool on the floor.

• Provide at least 6 feet clearance behind attendees to allow attendees using a mobility device to pass behind attendees who are stopped at a table, display, or exhibit

• Items on display should be both visible and reachable from a seated position, and must not extend beyond protruding object limits.

• Vertical clearance under tents must be at least 80 inches if attendees are expected to travel under them.

Refreshments

• Place refreshments on accessible-height tables or counters.

• Use dispensers that do not require tight grasping or twisting.

• Provide flexible drinking straws.

• Clearly label all food, noting allergens and ingredients.

• Offer common allergen-free options (e.g., nut-free, gluten-free).

• Provide tables and chairs for those who need to sit while eating.

• Identify staff or volunteers to assist with carrying food if needed.

Temporary signage 

• Large, clear, high-contrast lettering on non-glare surfaces.

• Place signs in visible, unobstructed locations.

• Verify information and directions for accuracy.

• Use Braille and raised characters on permanent directional signage when feasible.

Provide a Service Animal Relief Area

Under the ADA, service animals must be permitted to accompany people with disabilities at all times during events. While the ADA does not require organizers to provide a relief area, it is considered a best practice.

• Providing a designated relief area supports equal participation, especially for events that:

  • Last more than two hours.

  • Include food service.

  • Are held in venues without nearby outdoor space.

• Identify and clearly mark a relief area that is close to the event space and connected by an accessible route.

• Use surfaces such as grass, artificial turf, or gravel that are easy to maintain and safe for animals.

• Provide waste disposal supplies, including lined trash bins and bags.

• Ensure the area is well-lit and safe for use after dark.

• Mark the area on event maps and include it in accessibility announcements at the beginning of the event.

Environmental Factors

• Do not use strobe lights or flashing lights, except when required as part of an emergency alarm system.

• Offer areas with brighter and dimmer lighting and louder and quieter sound.

• Provide a dedicated quiet room or area for events with persistent loud sound.

• Ensure indoor locations have air conditioning or heating, as needed.

• For outdoor events:

• Provide tents and/or misting stations in hot weather.

• Provide heaters in cold weather.

• Encourage attendees and event staff to avoid using chemicals and scented products (see the Low-Scent Environment section of this toolkit). 

• Sample Language

  • Event Statement: “This event aims to maintain a welcoming and accessible environment. Please refrain from wearing scented products such as colognes, perfumes, scented lotions, or strong detergent scents, as they can cause health issues for people with chemical and scent sensitivities.”

  • Statement for Flyers and Websites: “To maintain a welcoming environment, please refrain from wearing colognes, perfumes, scented lotions, or using heavily scented products. These can cause serious health issues for participants with chemical and scent sensitivities.”

The Americans with Disabilities Act (ADA) defines a service animal as a dog that has been individually trained to do work or perform tasks for a person with a disability. These animals are working partners, not pets, and must be permitted in all City buildings and events.

Examples of Service Animal Tasks

Service animals may:

• Guide people who are blind or have low vision

• Alert people who are deaf or hard of hearing

• Pull a wheelchair

• Alert and protect a person during a seizure

• Remind a person to take medication

• Calm a person with Post-Traumatic Stress Disorder (PTSD) during an anxiety attack

• Perform other disability-related tasks

The ADA also recognizes trained miniature horses as service animals in certain situations. Event staff should be prepared to accommodate miniature horses where reasonable, following the same rules that apply to service dogs.

Inquiries

Staff should not question an attendee about their disability or demand proof of training. If it is not obvious that an animal is a service animal, staff may only ask two questions:

1. Is the dog a service animal required because of a disability?

2. What work or task has the dog been trained to perform?

Service animals are not required to wear vests, carry documentation, or be professionally trained by an organization.

Exclusion

A service animal may only be excluded from an event if:

• The animal is out of control and the handler does not take effective action to regain control, or

• The animal is not housebroken.

If a service animal must be removed, staff must still allow the individual to participate in the event or receive services without the animal present.

The City of Los Angeles permits service animals as defined by the ADA in all City facilities and programs. Service animals must never be taken from their handler, distracted, or denied access. Animals whose sole function is to provide comfort or emotional support do not qualify as service animals under the ADA.

For more information, see the ADA Service Animal Guidance on ADA.gov. 

Ensuring effective communication is a core requirement of the Americans with Disabilities Act (ADA) and related civil rights laws. This section provides complete guidance for planning and delivering accessible communications during in-person, virtual, and hybrid events.

In-Person Meetings

Auxiliary Aids and Services 

• Provide auxiliary aids and services (such as sign language interpreting, CART/live captioning, Braille, large print, tactile graphics, audio recordings, or accessible electronic formats) when requested. (See How to Schedule Accessibility Vendors) 

• Identify a point person to coordinate services before and during the event.

• Contact service providers early and share event details, including:

  • Agenda and schedule.

  • Presentation materials and scripts.

  • Presenter names and industry-specific terminology.

  • Room setup (seating, lighting, tables, podium, electricity, screen placement).

• Schedule services to begin at least 30 minutes before the event.

• Test microphones, caption displays, and assistive technology in advance.

• Do not extend events beyond the scheduled time unless interpreters and captioners have confirmed coverage.

• Interpreters and captioners are typically booked with a two-hour minimum. Events longer than 90 minutes usually require two providers.

Opening Announcements

At the start of every meeting, provide clear, plain-language information on:

• Location of restrooms, including accessible and all-gender restrooms.

• Location of refreshments and amenities.

• Availability and location of interpreters, captioning displays, assistive listening devices, and quiet/sensory rooms.

• Emergency routes and evacuation procedures, including designated safe refuge areas if elevators cannot be used (see Emergency Procedures).

• Who to contact for accessibility or technical assistance.

For open house-style events, also:

• Explain the meeting format.

• Provide a brief overview of each visual aid and its location.

• Describe how participants can request support.

If no formal announcements are planned, provide this information in printed or digital materials, signage, maps, and information booths.

Printed and Digital Materials

• Provide accessible digital copies in Word or tagged PDF (not image-only).

• Offer alternative formats upon request (see Alternative Format Materials), including:

  • Large print (16–18 point font minimum, high contrast, sans-serif fonts such as Atkinson Hyperlegible or Arial)

  • Braille

  • Audio recordings

  • Tactile graphics (raised-line or embossed maps, charts, diagrams)

• Include the City’s accessibility statement in all event materials (see Event Accessibility Statement):
  “The City of Los Angeles is committed to ensuring full access to its programs and events. Language assistance and disability-related accommodations, including auxiliary aids and services, are available at no cost upon request. To request accommodations or interpreting/translation services, please contact [EVENT CONTACT NAME] at [PHONE] (voice), dial 711 for Telecommunications Relay Service (TRS), or email [EMAIL]. Requests should be submitted at least five business days in advance of the event to allow sufficient time for coordination. The City will make every effort to accommodate requests received with less notice. Copies of documents are available in alternative formats upon request.”

• Follow Web Content Accessibility Guidelines (WCAG) 2.1 AA standards (see Digital Communications).

Audio/Visual

• Caption all live and pre-recorded videos (see Captioned Media). 

• Captions must be accurate, complete, synchronized, and properly placed. Auto-generated captions alone are not sufficient.

• Do not block captions with podiums, mic stands, or graphics.

• Provide transcripts for audio-only content.

• Provide audio description for videos where visual content conveys important information.

• Projected text must be at least 18-point, in high contrast, using clean fonts such as Atkinson Hyperlegible or Arial.

Amplified Sound

• Provide microphones and a sound system that ensures clear speech.

• Require all speakers to use a microphone, even if they think they can project.

• Offer lapel, tabletop, or cantilever microphones for presenters with limited hand use.

• Provide roving microphones for audience Q&A, along with a seated waiting option if using fixed mics.

• Ensure assistive listening systems (ALS) are available, tested, and announced at the start of the event. Systems may include FM, infrared, induction loops, or portable amplifiers.

Virtual Meetings

Accessibility Features

• Use City-approved platforms with documented accessibility features: Zoom, Google Meet, Microsoft Teams, WebEx.

• Assign a primary and backup person to manage accessibility settings.

• Provide both internet and dial-in options.

• Test accessibility features in advance.

Learn more: 

• Zoom: Zoom Accessibility features

• Google Meet: Google Meet Accessibility Features

• Microsoft Teams: Microsoft Teams Accessibility features

• WebEx: WebEx Accessibility Features for Meetings and Webinars, WebEx App Accessibility Support Features

Auxiliary Aids and Services

• Provide CART and ASL when requested. Automatic captions may be enabled if CART is not requested, but they are not sufficient when live captioning has been requested.

• Admit interpreters and captioners first, and spotlight or pin them.

• Share meeting links, presenter permissions, and materials with service providers in advance.

• Do not extend the meeting beyond the scheduled time unless providers confirm coverage.

• Add link to tip sheet and/or add additional logistics info here?

Audio/Visual and Materials

• Provide accessible digital versions of presentations in advance.

• Caption all videos.

• Provide transcripts for audio-only content.

Audience Participation

• At the start, explain how questions and comments will be collected. Sample language: “Questions and comments may be submitted in the chat. If this is not accessible to you, please use the raise hand tool and you will be called on.”

• Read chat questions aloud when received.

• Configure chat so participants can only message hosts, or use built-in Q&A features.

• Use built-in participation tools rather than external apps.

Opening Announcements

Include:

• Instructions to mute when not speaking.

• Request that participants identify themselves before speaking.

• Guidance to avoid animated or flashing virtual backgrounds.

• Option for participants to briefly turn off cameras during required-camera meetings.

• Instructions on how to turn on captions and pin interpreters.

• Information about how and where to access presentation materials.

• Who to contact for technical or accessibility support.

Hybrid Meetings

• Ensure in-person and virtual participants can both see and hear one another.

• Use AV systems that support captioning and interpretation across both formats.

• Provide large screens, integrated speakers, and dedicated microphones for presenters and Q&A.

• Coordinate with tech staff to ensure questions, discussion, and presentation materials are accessible to both audiences.

• Plan for equitable access to engagement tools such as polling, annotations, and shared whiteboards.

• Assign staff to monitor chat and call on virtual participants.

• Test all technology and accessibility features in advance.

• Require microphone use at all times for in-person speakers.

• Provide scheduled breaks, display return times, and avoid flashing or animated backgrounds.

Scheduling Accessibility Vendors

1. Identify Needs

• Review event format (in-person, virtual, hybrid).

• Consider requested accommodations and standard best practices.

• Services may include:

  • American Sign Language (ASL) Interpreters

  • Communication Access Real-Time Transcription (CART)

  • Video Remote Interpreting (VRI)

  • Braille, large print, or tactile graphics

  • Audio description

2. Contact Providers Early

• Contact service providers as soon as the event date is set.

• Provide key details:

  • Event date, time, and duration

  • Location or platform link

  • Agenda and presentation materials

  • Names of presenters and terminology

  • Expected audience size

3. Share Logistics

• Room setup: where interpreters and captioners should be positioned, including seating, podium, lighting, power outlets, and tables.

• Technical setup: microphones, cameras, caption display screens, assistive listening devices.

• Ensure interpreters and captioners have scripts, slides, and terminology in advance.

4. Confirm Coverage and Backups

• Confirm the number of providers needed (two or more for long sessions).

• Arrange for backup coverage if technology or a provider fails.

• Ensure providers are scheduled to arrive 30 minutes before start.

5. Test and Monitor

• Test all equipment, feeds, and caption displays in advance.

• Assign staff to monitor interpreter and caption visibility during the event.

• Have a designated point of contact for providers to report issues.

Individuals with disabilities may request a disability-related accommodation for your event. Each request must be considered on a case-by-case basis. 

There is no complete list of accommodations, but common requests include:

• Sign Language Interpreter (American Sign Language or another signed language)

• Live captioning (Communication Access Realtime Translation, or CART)

• Assistive listening devices (hearing loop system, FM/infrared system, or personal amplifier)

• Advance copies of presentation materials in accessible formats

• Written transcript of verbal remarks

• Materials in alternative formats such as:

  • Braille (printed/embossed or electronic for refreshable Braille displays)

  • Large print (minimum 18 point font)

  • Accessible digital files (tagged PDF, Microsoft Word, HTML, or plain text)

  • Audio recordings or text-to-speech files

  • Audio description of visual materials

• Assistance carrying refreshments or navigating buffets

• Assistance opening doors or reaching items

• Assistance writing comments or questions, when feedback is solicited in writing

• Assistance with wayfinding (navigating to restrooms, meeting rooms, exits, etc.)

• Specific seating arrangements (for example, close to an interpreter, captioning screen, aisle, exit, or restroom)

• Reserved wheelchair-accessible seating with companion seating

Important notes about accommodations:

• To ensure people know how to request accommodations, always include an accessibility statement in event announcements, registration forms, websites, and outreach materials.

• Accommodations that can be easily provided (such as wayfinding assistance, help carrying items, or reserved seating) should be provided immediately and should not require lengthy approvals.

• The City may offer an alternative to the requested accommodation only if it is equally effective in providing access. The individual is not required to accept the alternative.

  • Example: If a person who is blind requests a Braille agenda at the start of a meeting and it is not available, reading the agenda aloud before the program begins may be considered equally effective.

• Auto-generated captions are not acceptable as a substitute when a participant requests live captioning (CART). Auto-generated captions for pre-recorded videos must always be edited for accuracy before being shared.

• People with disabilities cannot be charged extra for disability-related accommodations. Accessibility costs may be factored into general event expenses or ticket prices, but not charged to individuals directly.

• The City is not required to provide personal devices or services such as wheelchairs, prescription eyeglasses, hearing aids, or assistance with eating, toileting, or dressing.

• Handle accommodation requests discreetly and respectfully. Do not discuss an individual’s disability publicly. Only share information with staff who need to know in order to provide the accommodation.

• Build accessibility into event budgets and planning timelines so common accommodations (captioning, interpreters, accessible documents) can be arranged without delays.

If you have questions about how to respond to a disability-related accommodation request, contact the Department on Disability at (213) 202-2764 or dod-adasupport@lacity.org.

Some Citywide accessibility services are centralized and managed by the Department on Disability. The Department’s Accessibility Services webpage provides more detail on several of the topics mentioned above, including how to request sign language interpreting, real-time captioning, document remediation, and other accommodations. Visit the DOD Accessibility Services webpage for more information and to submit requests.

Staff and volunteers play a central role in ensuring accessibility during events. Everyone involved should have a clear understanding of disability inclusion, ADA requirements, and available supports.

Training Priorities

• General knowledge of ADA requirements and event accessibility policies.

• Awareness of how to interact respectfully with people with disabilities (ex: speak directly to the person, not their companion or aide).

• Service animal policies and the two questions staff are allowed to ask.

• Location and operation of accessibility features, including restrooms, ramps, quiet rooms, and assistive listening devices.

• Basic troubleshooting of accessibility supports such as caption displays, microphones, and interpreter placement.

• How to respond to common requests, such as help with forms, wayfinding, or seating needs.

• Awareness of fragrance-free practices if adopted.

General Responsibilities

• Review the location and availability of amenities and accessible features (restrooms, seating, service animal relief areas, ramps, elevators, assistive listening devices).

• Identify which staff are responsible for managing accessibility services.

• Inform staff and volunteers that everyone is responsible for responding appropriately to disability based accommodation requests.

  • Accommodation requests should be responded to promptly and respectfully. 

  • If you cannot meet the request yourself, contact [manager name] immediately.

• Service animals are allowed wherever the public is allowed. If unsure whether the animal is a service animal, contact [manager name] rather than questioning the attendee.

• Disability support personnel (including but not limited to personal interpreters, nurses/CNAs, behavioral aides, SLS workers, home health aides, and Personal Care Attendants/Personal Assistant Services) may attend at no charge if there is an event fee.

Emergency Procedures

• In the event of an emergency requiring evacuation, direct all attendees to exit through the designated emergency routes: [insert details here].

• Identify safe refuge areas for people who cannot evacuate independently.

• Train staff on how to assist participants with mobility devices, sensory disabilities, or communication barriers.

• Ensure emergency signals are both visual (flashing lights) and audible.

• Provide pre-event announcements about emergency exits and procedures in plain language.

• Arrange accessible transportation for evacuations during large-scale events.

• Coordinate with first responders and include disability advisors in emergency planning.

• If an earthquake occurs, announce clearly: “Everyone, drop/lock, cover, and hold on until the shaking stops.”

  • Instruct attendees to drop to their hands and knees, cover their head and neck under sturdy furniture or with their arms, and hold on until the shaking stops.

  • People who use wheelchairs or mobility devices should lock their wheels, cover their head and neck, and hold on until the shaking stops.

  • People who cannot drop to the floor should brace themselves in place, protecting their head and neck.

• If the evacuation route includes elevators or stairs and the elevator is not operational:

  • Direct attendees who cannot use the stairs to the designated safe refuge area: [insert location].

  • Assigned staff (list names/titles here) will remain in the refuge area and will notify first responders immediately of the need for evacuation assistance.

Basic Disability Guidelines

The needs of people with disabilities vary greatly. If you observe someone who may need assistance:

• Approach the person and identify yourself and your role

• Ask if the person needs assistance. Follow their instructions and avoid assumptions about what a person may or may not need.

• Speak directly to the person, not to their interpreter, companion, or aide.

• Keep in mind that not all disabilities are visible. Be respectful.

• Do not touch a person’s mobility device or service animal without permission.

Specific Disability Guidelines

People with Mobility Disabilities

• People with mobility disabilities may use wheelchairs, canes, or walkers, or may have difficulty standing for long periods of time. 

• If the event involves long periods of standing, provide chairs or a designated accessible seating area.

• Assist with filling out paperwork if the person has difficulty writing.

• Stand to the side of the door when holding it open for a person with a mobility device.

• Do not touch a mobility device without prior permission.

• If asked to fold, carry, or store mobility equipment, handle it carefully.

People who are Blind or Have Low Vision

• Offer to read materials aloud or provide them in alternative formats (Braille, large print, or audio files, if available).

• Assist with filling out paperwork as needed. Read the completed paperwork back to the person to confirm accuracy.

• When giving verbal directions, provide specific, non-visual information. For example, say “Turn left after 10 feet” instead of “Go over there.”

• When acting as a sighted guide:

  • Offer your arm for the person to hold just above the elbow.

  • Walk at a normal pace, on the opposite side of a cane or service animal.

  • When arriving at a destination, describe the space so the person can orient themselves.

  • If helping them sit, place their hand on the back of the chair.

• Do not grab, push, or pull someone without their permission.

People who are Deaf or Hard of Hearing

• Let the person know if sign language interpreters, captioning, or assistive listening devices are available, and where to find them.

• Ask their preferred way to communicate (sign language, lip reading, writing notes, or another method). Respect their choice.

• Get their attention before speaking by lightly tapping their arm or waving your hand.

• When speaking:

  • Face the person directly.

  • Use your normal speaking voice. Keep a steady tone, volume, and speed.

  • Make sure your mouth is visible.

  • Stand in good lighting so your face can be seen clearly.

  • In group settings, speak one at a time.

People with Intellectual or Developmental Disabilities

• Provide clear and specific information. Speak in simple, direct sentences.

• After sharing information, check for understanding. Ask questions to make sure the person understood, and repeat information if needed.

• Be patient. Allow extra time for the person to process information, form a response, and make decisions.

• Offer help with reading or completing forms if needed. Read back what you wrote to confirm it is accurate.

• Always treat adults as adults. Speak to them with respect. Do not talk down, patronize, or give unnecessary assistance.

People with Speech Disabilities

• Be patient and give the person time to communicate. Listen carefully and attentively.

• Do not interrupt or try to finish their sentences. Let them express themselves fully.

• If you do not understand, repeat back what you did understand, and politely ask them to repeat the part you missed.

• Ask one question at a time. Keep questions short and simple.

• If needed, ask yes-or-no questions that can be answered with a gesture, nod, or sign.

Language

• People with disabilities have different preferences for how they want to be described. Language is always changing. Two people with the same disability may prefer very different terms. The best approach is to ask politely:

  • “How do you prefer me to refer to your disability?”

  • “What language do you use to describe your disability?”

• Words and terms to avoid:

  • Offensive words such as crippled, handicapped, handi-capable or differently abled should never be used.

  • Outdated terms such as challenged, special needs, or victim of are also inappropriate.

  • The only exception is if someone tells you directly that they prefer one of these terms for themselves. In that case, respect their choice.

• Better options include:

  • Say “accessible entrance/parking/restroom” instead of “handicapped entrance/parking/restroom.”

  • Say “person with a disability” or “disabled person” instead of “handicapped,” “challenged,” or “special needs.”

  • Say “has a disability” instead of “suffers from,” “is afflicted with,” or “is a victim of.”

  • Say “does not have a disability” or “non-disabled” instead of “normal” or “healthy.”

• Examples of respectful terms to use when no preference is specified:

  • Has a physical disability

  • Uses a mobility device or uses a wheelchair

  • Little person or person of short stature

  • Has a behavioral, mental health, or psychiatric disability

  • Has a speech disability

  • Is non-verbal or does not use speech

  • Is Deaf or hard of hearing

  • Is blind or has low vision

  • Has an intellectual, developmental, or cognitive disability

Language access is part of disability access. The Citywide Language Access Plan (Executive Directive 32) requires Departments to provide meaningful access for English Language Learners (ELLs).

City of Los Angeles Threshold Languages (FY 22–24):

• Tier 1: Spanish, Korean, Armenian, Chinese (Cantonese/Mandarin), Filipino/Tagalog, Farsi

• Tier 2: Russian, Vietnamese, Japanese, Thai

• Tier 3: Arabic, Hindi, Bengali, Khmer

Language Access Guidance for Events

• Interpretation

  • Be prepared to provide interpretation in Tier 1 languages at public events upon request. 

• Translation

  • All vital documents (flyers, agendas, registration forms) must be translated into Tier 1 languages. 

  • For high-impact events, consider Tier 2 and Tier 3 translations.

• Multilingual Events

  • Plan at least two weeks in advance, provide interpreters with agendas and presentations, and use simultaneous interpretation for large groups.

• Marketing and Outreach

  • Partner with community-based organizations and use platforms (ex: WeChat, WhatsApp, Facebook) that reach specific ELL populations.

• Emergency Response

  • During emergencies, the City requires access in 31 threshold + emergency languages. 

  • Departments should be prepared to expand outreach accordingly.

Tip: Always include the City’s accessibility and language access statement in publicity: "To request language assistance or disability-related accommodations, contact [EVENT CONTACT NAME] at [PHONE] (voice), 711 for Telecommunications Relay Service (TRS), or [EMAIL] at least five business days before the event."

Recreational Programs

• Registration forms and promotional materials must include the City’s accessibility statement and clear instructions on how to request accommodations.

• Ensure barriers are addressed in advance, including doors, walkways, and stages.

• Staff should know how to request auxiliary aids (SLI, CART, VRI, assistive listening devices).

• During check-in, staff should be able to activate VRI if an on-site interpreter is not present.

Civic Engagement Events

• Provide plain-language summaries of agenda items.

• Ensure fixed and roving microphones are available, with seating near microphones and staff support for passing roving mics.

• Make interpreters and captioning screens visible to all.

• Confirm that accessible seating and quiet rooms are provided in City facilities.

Community Arts Programs

• Provide audio descriptions of visual art, such as narrating the style, color, and layout of paintings or describing the movement in a performance.

• Provide tactile experiences beyond Braille, such as 3D models, raised-line drawings, textured replicas, or touchable art samples commonly used in museums.

• When possible, offer guided tours led by trained staff or docents who can adapt descriptions for visitors with disabilities.

Games Info

In the coming years, Los Angeles will host several major sporting events, serving as a hub for sport, entertainment, and culture. These events will bring together Angelenos and visitors from around the world, showcasing LA on the global stage. Upcoming events include the 2026 FIFA World Cup, 2026 NBA All-Star Game, 2026 Global Esports Games, 2026 U.S. Women’s Open Championship (Golf), 2027 Super Bowl LXI, 2027 NCAA Division I Men’s Basketball West Regional, and the 2028 Olympic and Paralympic Games.

• Provide plain-language, multilingual, and accessible digital information (websites, mobile apps, maps, and schedules) following WCAG 2.1 AA standards.

• Ensure accessible transit connections, drop-off zones, parking, and pedestrian pathways to and within event sites. Provide tactile and high-contrast wayfinding signage, audible announcements, and digital maps with accessibility features.

• Confirm that City-owned facilities hosting Games events meet ADA and state building code requirements for seating, restrooms, concessions, and emergency egress. Include accessible viewing areas, quiet spaces, family restrooms, and service animal relief areas.

• Make sign language interpreters, captioning, and assistive listening devices available at official ceremonies, fan festivals, and civic activations. Ensure screens, interpreters, and captioning are visible to all attendees.

• Provide live-streamed or hybrid options for major announcements, ensuring captioning, audio description, and screen reader compatibility.

• Train City staff and volunteers on disability etiquette, inclusive customer service, and how to activate accessibility services (VRI, assistive listening, mobility assistance).

• Ensure emergency alerts, evacuation procedures, and shelter areas at City facilities are fully accessible, with coordinated support for individuals with disabilities.

Charging Stations

• Provide outlets and charging stations specifically marked for mobility devices (e.g., power wheelchairs, scooters).

• Place them along accessible routes, near seating, and ensure cords do not obstruct pathways.

Quiet/Sensory Room

• Designate a low-stimulation space with dimmable lighting, comfortable seating, and soundproofing if possible.

• Provide sensory tools such as fidget toys, weighted blankets, or noise-canceling headphones.

• Clearly label the room with accessible signage and announce its availability during opening remarks.

Social Narratives

• Create a step-by-step event guide in plain language with photos or icons. Example: “Step 1: Enter the building through the main doors. Step 2: Visit the registration table…”

• Provide the narrative in digital format in advance and at check-in.

• Narratives can reduce anxiety for attendees with autism, cognitive disabilities, or social anxiety.

Varied Seating Options

• Offer a mix of armless chairs, chairs with arms, standing-height tables, and floor cushions.

• Reserve seating close to interpreters and captioning screens.