At times when we think about creating programs and resources for the Undergraduate Business Program (UBP) community, we may become so excited that we leave out some of our best collaborators – students. The student voice is critical in the work that we do. This work could not have been possible without the input from our community.
We would like to recognize a student that stepped up as a leader and provided input and feedback on the creation of this guide. Special thanks to Ashley Pearson for your voice, guidance, and willingness to speak up and advocate for disability awareness. We appreciate your time and support.
Events are centered within the work that we do on each team of the Undergraduate Business Program. In doing so, our goal is to provide accessible and inclusive programs that create a space that is welcoming to everyone. We know that event planning can be both fun, yet a daunting process and we want to ensure that we provide you all with resources to not only ensure you have a successful event but also an accessible experience. Each section breaks down all the key elements of planning an accessible event for the UBP community.
It is our hope that by using this guide, it will equip you with the knowledge and awareness to ensure your events are inclusive to people with disabilities. Should you have any questions, you are welcome to reach out to a member of the UBP Team.
The next page includes a general timeline to consider when planning your event. Exact timing may vary depending upon many factors including single day v. multiday events, on-campus v. off-campus, etc.
Generally, it is suggested to get started with planning and outreach as soon as possible. We encourage you to work with your executive leadership team to set deadlines and delegate tasks accordingly.
3+ Months Out
Determine event dates and location(s) Identify and begin securing funding* Develop marketing & outreach plan
1-2 Months Out Finalize event schedule Schedule a meeting with your exec team to ensure progress deadlines are met Determine & coordinate catering needs* Plan trek pre-departure meeting
2 Weeks Out Check in with advisers, sponsors, etc. Create nametags for all student participants Develop talking points and/or PowerPoint
Ensure this is available and obtain information on who is the point of contact for day of maintenance issues. Quiet spaces for those needing a break during & inbetween session
Both individual & group rooms
Accessible parking locations
Ensure it’s clearly marked on parking directions / map Ensure it’s clearly labeled at physical location
How many spaces are available and where?
Public & Campus transportation available to venue
Those requiring assistance must request an accessible bus in advance.
Check for fees, reservations, etc. With campus or city departments
Prior to promoting your event, we ask that you do the following:
Make sure registration forms include information regarding accommodations.
Sample language included below:
Option #1: “Our goal is to host accessible and inclusive events for all members of the Kenan-Flagler community to be able to fully participate. To request accommodations, please contact (insert club staff adviser).
Option #2: Include a checklist on the registration page regarding accommodation(s):
The purpose of this checklist is to provide guidance on inclusive language within your marketing materials. This is by no means an exhaustive list.
Race & Culture
Use person-first language when speaking / writing about race and ethnicity
Ex. Asian students and not Asians
Only comment on a student’s race and culture in ways they have specified
Avoid the usage of gender pairing such as: “ladies and gentlemen”
Instead use “Everyone or “You All”
Avoid using the term “Freshman” and instead use “First-year student”
Use an individual's pronouns if they have identified them to you. If not, use they/them/their pronouns or gender-neutral terms like people or person
Use gender-neutral labels for family members, such as parent, guardian or sibling.
Person-First and Identity-First Language
Person-first language brings attention to the person before the disability.
Identity-first language places the disability first.
Please note, it is up to the person how they choose to identify. Some people prefer one or the other. Always ask if you are unsure.
Utilize the calendars to refer to major holidays, overserves, and annual university breaks
UNC Academic Calendar Holy Days & Observances
To meet a participant’s accommodations for an ASL interpreter, we recommend the following organizations:
Interpreting Works - Interpreting Works
Fluent Language Solutions - Fluent Language Solutions
This is a campus-wide map of accessible entrances, elevators, etc by building
