Programs & Events

When you send out the invitation or notice, include a welcome message to let invitees know they can contact the planner regarding accommodations.

Your message might include text such as:

“We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. To be respectful of those with allergies and environmental sensitivities, we ask that you please refrain from wearing strong fragrances. To request an accommodation or for inquiries about accessibility, please contact (name, email, phone).”

One or two days before your event or meeting, send out a reminder about refraining from wearing strong fragrances.

Another approach is to include a checklist in your meeting RSVP. For example:

I will need the following accommodations to participate:

• Assistive listening device
• Captioning
• Reserved front row seat
• Large print
• Advance copy of slides to be projected
• Wheelchair access
• Wheelchair access to working tables throughout room
• Scent-free room
• Lactation room
• Gender neutral bathroom
• Diet Restrictions. List: __________________
• Other: _____________________________

Make sure you follow up on all requests received. If it appears you will be unable to meet a specific request, follow up with the individual who made the request to determine whether an alternative arrangement can be made.

Look for these features when inspecting your meeting/event space:

Visibility:
Consider those with impaired sight. Clear signage (identifying location and directions); well-lit meeting space and adjacent areas; projection screen visible from all seating (if using projection).

Acoustics:
Consider those with hearing impairment. Public address (PA) system; roving microphone; limit unnecessary background music; seating available near presenter for lip reading; availability of assistive listening devices. Is there well-lit space for an interpreter if needed?

Mobility:
Consider those who may be in a wheelchair or have other mobility impairments. Accessible parking near venue; proximity to bus stop; ramp and/or elevator access; accessible bathrooms; barrier-free pathways; wide doorways and aisles to accommodate wheelchairs/scooters; no loose cables across walking areas.

Technology:
Consider those who may need to use adaptive devices. Electrical outlets in accessible seating areas to accommodate devices, laptops, etc.; extra space or work surface

Zoom:
Zoom provides accessibility options. Please visit the Zoom website for assistance in making this option more accessible.

Service Animals:
Consider access and space for service dogs. Comfortable space for service animals to rest during event; accessible toileting and watering facilities nearby.

Ensure that presenters are aware of Palm Beach State College’s commitment to disability – inclusive meetings and ask them to prepare and deliver their presentations with accessibility in mind.

Designate
At larger events or events with scheduled accommodations, designate someone to be responsible for accommodations as well as help with seating, ensuring captioning and other technology is working, maintaining clear pathways, or other needs.

Presentations
Provide presenters with a checklist requesting that they:

• submit materials in advance so that they can be forwarded to individuals who may not be able to view screens or flip charts;

• verbally describe visual materials (e.g., slides, charts, etc.);

• have printed copies available (in larger font);

• avoid using small print on presentations that can’t be seen from a distance;

• ensure speakers (including those asking questions) always use a microphone;

• activate captions on any video used in the presentation;

• encourage hourly breaks; and

• organize breakout group activities to maximize distance between groups (e.g. each group going to a corner of the room or side rooms).

Have someone onsite who helps to ensure follow-through on all the above.

Q&A
Make sure to repeat questions posted by audience before responding, especially if there is not a roving microphone available. Presenters or audience members may express confidence that they are loud enough and do not need a microphone. Regardless, ask them to speak into one.

Food
Clearly indicate allergens and gluten-free, vegan, vegetarian, or other options.

Have questions about accommodations or accessibility for your event?

Other useful websites that can help make your event or large meeting inclusive:

• Making your Webinar Accessible

• Accessible Web Conferences and Webinar Best Practices

• How to Design and Deliver and Accessible Webinar

Facilities Rental Information

General Room Rental Information

Outside agencies wishing to rent space at Palm Beach State College Lake Worth campus must submit a request at least six (6) weeks in advance. Procedures for requesting the use of space can be found at “Room Rental Process for Outside Agencies /Organizations.” Facilities rental is contingent upon space availability and weather the purpose for the rental conflicts with the Palm Beach State College.

Specialty Rooms

• Allied Health Lecture Hall (AH 101) Seating capacity of 160 – Auditorium Style
• James L. Wattenbarger Conference Center (CBP 103) Seating capacity of 144 – Auditorium Style
• Science C Lecture Hall (SCC 154) Seating Capacity of 110 – Auditorium Style
• The President’s Dining Room (SCA 113) Seating capacity of 95 – Reception Style
• Continuing Studies Meeting Room (CE 119) Seating capacity of 80 – Classroom Style
• Natural Science Community Room (NS 129) Seating capacity of 56 – Classroom Style
• Classrooms are available for smaller groups.

All rooms are equipped with a podium and multimedia equipment (computer, internet access, overhead projector, screen, and DVD). Please refer to Media Technology and Instructional Services for specific rental information.

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Duncan Theatre and/or Stage West

For information on renting the Duncan Theatre and/or Stage West

Mark Alexander, Director of the Theatres  |  Email: alexanmp@palmbeachstate.edu

Gymnasium and/or Fields

For information on renting the Gymnasium and/or fields

Mareta Iosia-Sizemore, Interim Athletics Director |  Email: iosiasm@palmbeachstate.edu

Campus Scheduling

For information on renting areas on campus

Michelle Dunnell, Special Projects Coordinator  |  Email: dunnellm@palmbeachstate.edu