Beth,
This might be helpful minus the local info.
Accessible Meetings and Events
Minimize Surprises - Plan Ahead:
The ADA Coordinator's Office is a available to assist members of The
Ohio State University Community in planning events. You can contact the
office by e-mail at [log in to unmask] or by calling (614) 292-6207.
Ask Early
There are no limits on human variation and one size never fits all.
Thoughtful planning will minimize surprises and allow you to respond to
requests efficiently but there is no substitution for inviting
participants to let you know what they need early. The first first
phrase taught to me in a sign class was "slow down I am learning" - in
the same vein invite your participants to make requests for
accommodation on all your communication (registration form, flyers, web
pages, e-mails and print). For example
"For questions about accessibility or to request accommodations please
contact Jim at (include phone and an e-mail address so that someone
with a hearing or verbal disability can make Inquiries). With two weeks
advance notice will allow us to provide seamless access."
A person or office sponsoring the event should be assigned as a contact
person because they will know about the event. When they can not
answer a question about a need they simply take down information on
request and contact information so on the individual. They can then
ontact the ADA Coordinator for assistance in locating resources and
implementing accommodations.
Budget
When budgeting for meeting or conferences, include accommodating people
with disabilities as a budget item. If you need to get an idea of
Costs. You might need a sign language interpreter, assistive listening
devices or amplification of the speaker, media an alternate format: a
copy of the power point presentation, large print or Braille. The ADA
Coordinator's Office can help you anticipate costs and identify
resources so that you are not addressing these needs at the last minute.
Staff
When you plan for moderators, facilitators and registration, identify
individuals that would be willing to volunteer as readers, guides and do
other functions related to accommodating individuals with disabilities.
Be sure that these volunteers are included in any staff orientation and
make sure that they have training as to how to work with people with
disabilities.
Have communications and other assistive devices regularly available for
the use of individuals with disabilities.
Site Selection
A site visit to the hotel or conference center should be conducted to
determine whether barriers to accessibility exist. The site visit should
consider barriers to those with a wide range of impairments (visual,
hearing, mobility, ...) in all of the areas used. Typically that would
include:
* Parking , Hotel Shuttles & Public Transportation
* Entrances and interior doorways
* Signage
* Corridors and aisles
* Elevators
* Sleeping rooms
* Meeting rooms
* Restrooms
* Dining facilities & Catering (including ability to provide for
dietary restrictions)
* A quiet break space for people and toileting space assistance
animals
Links to detailed check lists are provided in the resource section
Promotion and Registration
* Use the appropriate standardized symbols on all
conference/meeting promotion, registration forms, information materials,
and facility signage. These symbols may be downloaded from the Graphic
Artists Guild at: www.gag.org/resources/das.php
* Include an accommodation statement on your registration form,
flyers, and computer or print advertisements.
* Include photographs of individuals with disabilities in the
promotional material; this illustrates a commitment to assuring all
participants an accessible conference/meeting.
* Planners should arrange for all promotional material to be
available in alternative formats, such as Braille, large print, or
computer disk.
* In all conference/meeting materials, make participants aware
that accommodations can be made for a variety of needs. The
registration form must ask whether assistance is needed. Examples
include statements such as the following:
1. If you have a disability and require assistance, please inform
(planner) by attaching your requirements to this form or call (planner.)
2. If you have a disability and require accommodation in order to
fully participate in this activity, please check here. You will be
contacted by someone from our staff to discuss your specific needs.
A more detailed registration form requesting information on specific
needs can also be used. If a more general statement such as the one
above is included, staff responding to requests should be prepared to
ask detailed questions regarding necessary accommodations.
Sample registration questions
I will need the following accommodations in order to participate:
* ASL Interpreter
* Note taker
* Assistive listening device
* Captioning
* Large print
* Braille
* Audio Cassette
* Disk. List format: __________________
* Wheelchair access
* Orientation to facility
* Special Diet. List: __________________
* An assistant will be accompanying me Yes No
Social Functions and Meals
When planning social functions and meals, planners should:
* Include personal assistants and interpreters in the estimated
number of participants.
* Make adequate provisions for seating, allowing all participants
to sit in the same area. Do not place persons in wheelchairs, or those
who use walkers or dog guides on the fringes of the dining area.
* If you choose a buffet lines have servers available to assist;
buffets can be particularly difficult for persons with mobility or
visual impairments.
* Determine the accessibility of any outside entertainment and
transportation services offered to participants .
Presentations
The conference/meeting planner should work with invited speakers and
presenters to ensure that presentations are accessible to persons with
disabilities.
* Choose well-lit and easily accessible meeting rooms.
* Control background noise to the greatest extent possible.
* Choose a meeting room with good acoustics and an auxiliary sound
system, if possible.
* Provide written materials (handouts, overheads, etc.)
disseminated at the meeting in a variety of formats, such as raised
print, large print, Braille, audiocassette, and computer disks.
* Discuss with each presenter, prior to the meeting, the
importance of developing a presentation that will be accessible to all
participants.
* Instruct the presenter's) to include the key points of the
presentation on overheads or slides. Be sure they are completely
legible, with large print and sharp, contrasting colors. In addition,
ask the presenter(s) to limit the number of overheads or other visual
aids used in the presentation and to allow adequate time for the
audience to read the visual aids.
* Ask the speaker(s) to accompany materials, including
presentations and handouts, with a complete verbal description. If
slides, overheads, videos, or other visual aids are used, the speaker
must describe them orally. Ask presenter(s) to provide a copy of
presentation materials well in advance to allow for large print or
Braille transcription..
* Check for the needs of presenters with disabilities (ramping or
podium requests, a reverse interpreter, sighted guide for a person with
limited vision, etc.)
Resources
ADA Coordinator's Office.
Ohio State University
Http://ada.osu.edu
Planning Accessible Meetings
AXIS Center for Public Awareness of People with Disabilities
http://www.merrillassociates.com/topic/2000/11/planning-accessible-meeti
ngs/
Guide to Accessible Meetings and Events
Disabled People's Network Manchester
http://www.dpnsg.org.uk/guide.htm
Checklist for Planning Accessible Meetings and Events
U.S. Department of Transportation, Disability Resource Center
http://www.connectoncampus.ca/resources/access.pdf
Removing Barriers Planning Meetings That Are Accessible To All
Participants
North Carolina Office on Disability and Health in collaboration
with The Center for Universal Design
http://www.fpg.unc.edu/~ncodh/pdfs/rbmeetingguide.pdf
Accessible Best Practices (resources for accessible science centers,
museums, exhibits, displays, presentations, tours, and meetings):
Association of Science and Technology Centers
http://www.astc.org/resource/access/best.htm
A Guide to Making Documents Accessible to People Who Are Blind or
Visually Impaired
by Jennifer Sutton
http://www.acb.org/accessible-formats.html#ag14
Section 504 Programs and Activities Accessibility Handbook
Federal Communications Commission (FCC)
http://www.fcc.gov/cgb/dro/504/504_handbook.pdf
Arranging Accessible Meetings
National Assistive Technology Technical Assistance Partnership
(NATTAP)
http://www.resna.org/taproject/library/bulletins/tapaug.html
How to Plan Events that Everybody Can Attend
New York State Department of Health
http://www.health.state.ny.us/nysdoh/promo/events.htm
See Through Barriers: Making Conferences & Events Accessible to People
Who Are Blind
Canadian Abilities Foundation
http://e-bility.com/articles/feb00.shtml
Planning Accessible Conferences and Meetings: An ERIC/OSEP Information
Brief for Conference Planners
Education Resources Information Center/Office of Special
Education Programs
http://www.hoagiesgifted.org/eric/e735.html
-----Original Message-----
From: The Disability-Research Discussion List
[mailto:[log in to unmask]] On Behalf Of Beth Omansky,
Ph.D.
Sent: Wednesday, May 16, 2007 1:56 AM
To: [log in to unmask]
Subject: Making meetings accessible
Hi everyone!
Aside from the SDS conference accessibility guidelines, does anyone have
statements about providing a "fragrance-free" environment as a
disability accommodation? I'm drafting an accessibility statement for a
group here, and have been asked to cite other examples. Because it is
not covered under the ADA, I'm bumping up against some resistance to
including this in the statement.
Any supporting examples would be most helpful.
Thanks!
Beth
Beth Omansky, Ph.D.
Portland, OR
USA
[log in to unmask]
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