Resources

To assist with your planning needs we have compiled a list of resources to assist in your planning.

Accessibility at events

Accessibility information
DRES Video Captioning
DRES website
Office for Access and Equity
Sign Language Interpreters
ZOOM Live Transcription

Budget/Policies

Expressive Activities on Campus
OBFS– catering policies, insured caterers and food and beverage expenditures
Reserving your campus space
Master Contact List
Social Media Resources
Tent Approval
University Tent Rental Agreement
Request for Approval to Sell and/or Serve Alcoholic Beverages

Event Contacts and Special Events Executive Network

Please e-mail specialevents@illinois.edu or call (217) 333-8834 with any questions concerning events. Event planners at the University of Illinois Urbana-Champaign are welcome to join SEEN (Special Events Executive Network).

Event Planning information

Branding
Budget Workbook
CITL event recording
Document Services
Equipment and Services
Event Checklist
Event Planning Learning Series
Golf Cart Policy
F&S Event Services
Illinois in a Box/Basket (event supplies and give-a-ways)
Requesting University Leadership participation
Master Space Contact List
Sample Event Invitations
Sample Event Program
Sample Run of Show
University photographers and resources
Webtools

Event Safety

Crowd Management Training- Endorsed by National Association of State Fire Marshals ($19.95) Basic Course (free)
Grill Application
Grill Safety
Fire Safety Training
Fire Safety Office
IEMS
Inclement Weather Planning Guide
Tent Application
Tent Safety
UIPD Emergency Response and Planning

Additional Resources/Departments

Visit Champaign County -venues off campus and event resources, welcome bags
UIUC Conferences and Services
Green Certification
University Housing
University Parking
University Catering
University Event Calendar

Accessibility

If you are planning an event, you must make sure it is accessible. To help ensure accessibility in all programs, courses and events, the following accessibility guidelines are strongly encouraged for any event, symposium or meeting. The best resource for you to make your event accessible is the Illinois Accessibility Code.

1. Publications should include the following statement or its equivalent:

“Alternative accessible formats of this document can be obtained upon request by contacting (name, host department) at (phone number, e-mail).”

Incorporate this statement into e-mail messages if mailed as an attachment of post on Web site as appropriate.

2. Registration materials and program announcements, which include bulletins, fliers, brochures, letters, public service announcements, or other materials used to inform the public of the event or program should also include the following statement:

“If you will need disability-related accommodations in order to participate in this program/event, please contact (name, host department) at (phone number, e-mail). Early requests are strongly encouraged to allow sufficient time to meet your access needs.”

Note: Please allow at least two weeks’ notice for requests for CART or an interpreter. A program may designate a date by which it would like to receive accommodation requests. However, a program may not refuse to provide an accommodation because the request was not made by the designated deadline. The program must try to provide the accommodation.

3. If the event includes a meal, the registration materials should include the following statement:

“If you have special dietary needs, please contact (name, host department) at (phone number, e-mail).”

Disability Access Questions for the Program/Speaker

Has an ASL interpreter or a CART Live Captioning Transcriber been requested for your event?

      • If a person with a hearing loss is known to be a participant, an interpreter or CART stenographer should be hired. Visit https://uiucdres.usked.com and create an account with a login name and password and request services. You can also always reach out to DRES staff with any questions at dres-interpreting@illinois.edu.

Will a video be shown?

      • Videos should be closed captioned. It will be necessary to contact the speaker to find out. If it is not captioned, contact DRES Accessible Media Services at (217) 244-5785. Be aware that it can take 2-3 weeks to caption videos. If it is not possible to caption the video, a written transcript can be obtained in its place.

Will there be a PowerPoint presentation?

      • PowerPoint presentations should be converted to an accessible format. That may include an electronic format, Braille, or large print. Presenters can make accessible electronic formats by using the Accessibility Wizard for Microsoft Office. Contact DRES Accessible Media Services at (217) 244-5785 for more information.

Will printed materials be distributed?

      • Materials that are disseminated in hard copy should also be made available in alternative formats: e-text, Braille, and large print. Contact the Text Conversion Office at (217) 244-5785 for more information.

Is the site of the program/event accessible?

      • Accessible transportation is available from transportation hubs and host hotels to program venues.
      • Accessible parking along an accessible route to program venue entrances is available.
      • An ADA-accessible entry is available.
      • Elevator access is available if programming is offered on multiple floors.
      • Wheelchair-accessible restrooms are located near the meeting room(s).
      • Meeting rooms are well lit, have good acoustics, and are located in areas with little background noise.
      • ADA sleeping rooms are available in the host hotel(s).
      • Directional signage to accessible restrooms, entrances, etc. is present.
      • Meeting rooms are arranged to allow for extra room capacity and table space to accommodate wheelchairs and assistance animals, including banquet/reception/meal areas.
      • A clear line of sight to the interpreter/captioner is allowed from an appropriate number of seats in the audience.
      • Toileting space for assistance animals is available.

Have potential accommodation expenses been considered in event budget planning?

      • Costs for such accommodations such as sign language interpreters, real-time captioning, assistive listening devices and alternative format media production should be factored into the event/program budget.

If you have questions about digital accessibility, you should contact your unit’s IT Director. Below are some resources to help you plan. For Zoom live transcription, visit:

For additional questions regarding accessibility, contact the Division of Disability Resources and Educational Services (DRES)

Additional Questions