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San Diego State University

Student Ability Success Ctr

Accessibility Checklist for Programs and Events at SDSU

Created by Student Ability Success Center (SASC), Instructional Technology Services, and Information Technology Division



Flyer Advertisement

  • Provide PDF formatted version (ADA compliant for screen readers)
  • Font size variable and/or
  • Test the readability through your computer’s accessibility features
  • Include sponsors or hosts in the event description or marketing materials (this will determine eligibility of accommodation services from SASC)

Using Adobe Acrobat Pro, you can ensure the text in the PDF can be spoken by a screen reader by easily invoking Optical Character Recognition.

Learn more about PDF accessibility at Web Accessibility in Mind.


Font and Line Spacing

  • The ideal size for your main headline should be at least 18 pt (150 point or at least 72 pt for posters) font.
  • All other text should be at least 12 or 14 point (36 point for posters) font.
  • Use sans serif fonts such as Helvetica, Arial, or Verdana.
  • Make sure font colors contrast with the background, such as black text on a white background or white text on a dark background.
  • Use between 1.2 and 2.0 line-spacing.

Images and Graphics

  • If an image is necessary, include a caption describing what the image is.
  • Do not place text over images.
  • Be sure that the resolution of the image is correct for large printing. As a general rule use 300 dots per inch, or dpi, when saving images. Avoid copying and pasting images from the web that are below 250Kb.

Video Advertisement

  • Captioned with audio descriptions (do not rely on automatic captioning)
  • Make sure captions are appropriately contrasted with the background
  • Include transcript under the video or as a downloadable file

Learn more about captioning in general at Web Accessibility in Mind.


If your event is part of a campus-wide initiative, Student Ability Success Center (SASC) may assist in captioning your videos. Please send your event advertisement and video to be captioned to

If your event is specific to your department or organization, the Captioning at SDSU site is a useful captioning resource page that provides videos for DIY captioning or instructions on how to use a third-party vendor, AST, to caption your videos for a cost.

Solicit Requests for Accommodations

  • Include a statement on your advertisement that offers a way for guests to contact you if they need accommodations.
  • Include a question on your RSVP forms that ask if accommodations are needed.



Statement example for advertisement: “If you require any disability/accessibility accommodations for this event, please contact [email address].”

Accommodations question example for RSVP form: “Do you require any disability/accessibility accommodations that would allow you to fully participate in this event? If so, please explain.”

 Preferential seating

If requested

Guests may request preferential seating if they get easily distracted by others if sitting in the back, for visual reasons, etc. If they ask for preferential seating, they usually explain what this means to them, but if not, please ask them for specifics (“Would a seat in the front row work for you? Do you have a preference as to which side of the room you’d like to sit?”

Provide 2-3 Wheelchair Spaces

  • Be prepared for if a guest arrives using a wheelchair or power chair

Learn more about accessible and universally designed physical spaces via University of Washington’s DO-IT Program.


Should be able to view the screen and/or stage easily.

Easy access to and from the exit.

Downloadable Handouts

  • Direct participants to a website that contains downloadable PDFs before (preferred) and/or after



You can make accessible handouts in Microsoft Word and PowerPoint. Check your documents accessibility using this helpful tool

Video shown during event

  • Provide captioning and audio descriptions
  • Always provide a link to videos shown during an event so participants can view it again on their own




ASL Interpreting

If Requested

Event host should submit this Request for Interpreting Services form to request ASL interpreting:

If the student is registered with SASC, they may have already requested interpreting for your event, so you may contact if you would like to verify.

Speaking at Events

  • Presenter should avoid vague references, such as “this, that, or there” when giving specific instructions and use descriptions instead

Example of what not to do: “Let’s start in this section over here.”

Example of what to do instead: “Let’s start in the section to my left, audience’s right.”

Website Accessibility

  • SDSU requires all websites affiliated with SDSU to be accessible



SDSU uses the Web Content Accessibility Guidelines (WCAG) 2.0.These guidelines explain how to make web content more accessible for people with disabilities, and user-friendly for everyone.

We also use Site Improve to do automated checks on each SDSU website. For more information, contact

Click here for brief tutorials on accessibility.