Sample Accommodations Request Templates

The Disability Inclusion Pledge includes two key actions for event accessibility:

  1. Include accommodations language on invitations and registrations for all events that we host and sponsor.
  2. In addition to the events we host and sponsor, request that accommodations language be used in invitations and registrations for events we speak at and co-sponsor.

To request that an organization provide reasonable accommodations for an event that your organization is sponsoring, we encourage you to use the following accommodations request template:

As part of our organization’s ongoing commitment to disability inclusion, we prioritize participating in events that are fully accessible to attendees and presenters with disabilities. [If you identify as a person with a disability and wish to disclose your specific accommodations requests in addition to this broader ask, add that here!] To that end, as a sponsor of __________, we require that your organization join us in this vital commitment by taking the following steps as part of your event planning and hosting process:

  • Include accommodations language on all event outreach and registration materials. 
    • Example: “[ORGANIZATION NAME] is committed to making our events accessible to everyone. If you require an accommodation or service to fully participate, please contact [NAME at EMAIL, PHONE NUMBER] at least {#} days prior to the event.
  • We also highly recommend ensuring that there is sufficient budget allotted to providing reasonable accommodations for the event so that people with disabilities can fully engage and participate. [If your foundation/organization can do so, include the following sentence about offering financial support. When possible, we especially recommend offering this support to non-profit organizations, smaller foundations, and grantees: We can offer $X in financial support to help facilitate accessibility for this event with the understanding that you will incorporate an accommodations budget in all future events.] 
  • Review resources on planning accessible meetings and events: https://disabilityphilanthropy.org/resource/planning-accessible-meetings-and-events/ 

Thank you for joining us in planning events where everyone can fully participate.

Sincerely,

Name
Title

To request that an organization provide reasonable accommodations for an event that your organization is participating in or where you are speaking, we encourage you to use the following accommodations request template:

As part of our organization’s ongoing commitment to disability inclusion, we prioritize participating in events that are fully accessible to attendees and presenters with disabilities. [If you identify as a person with a disability and wish to disclose your specific accommodations requests in addition to this broader ask, add that here!] To that end, as a speaker at __________, we request that your organization join us in this vital commitment by taking the following steps as part of your event planning and hosting process:

  • Include accommodations language on all event outreach and registration materials. 
    • Example: “[ORGANIZATION NAME] is committed to making our events accessible to everyone. If you require an accommodation or service to fully participate, please contact [NAME at EMAIL, PHONE NUMBER] at least {#} days prior to the event.
  • We also highly recommend ensuring that there is sufficient a budget allotted to providing reasonable accommodations for the event so that people with disabilities can fully engage and participate. [If your foundation/organization can do so, include the following sentence about offering financial support. When possible, we especially recommend offering this support to non-profit organizations, smaller foundations, and grantees: We can offer $X in financial support to help facilitate accessibility for this event with the understanding that you will incorporate an accommodations budget in all future events.] 
  • Review resources on planning accessible meetings and events: https://disabilityphilanthropy.org/resource/planning-accessible-meetings-and-events/

Thank you for joining us in planning events where everyone can fully participate.

Sincerely,

Name
Title