ACCESSIBILITY CHECKLIST FOR EVENT PLANNING Planning Event scheduled at accessible site (determined by site visit or audit), including: accessible parking spaces (adequate number of level, marked spaces) accessible entrance, with door 36 wide, thresholds no higher than meeting space person using wheelchair has access to all rooms used for event meeting space amplification system and assistive listening devices available restrooms (ADA with toilet seat 17 19 high, grab bars, 36 doors (32 clearance), open sink with insulated pipes) Planning committee member assigned responsibility for arranging for needed accommodations Brochure includes disability accommodations & response deadline/contact person Publicity mentions accessibility and accommodations If registration form is placed on website, the website format meets accessibility standards Pre-meeting information and accommodations form sent to speakers/program leaders Facility managers requested to avoid use of strong/scented cleaning agents, weed killer and pesticide applications, and other chemicals (fresh paint, carpet glue, floor stripping/waxing) close to time of event; participants requested to limit their use of scented products Preparations after requests for accommodations are received Childcare attendant(s) are designated Persons needing rides are matched with those offering to drive Interpreter(s) and real-time caption writer scheduled if requested Ramp to chancel/stage rented if not already ramped Assisted-listening devices and personal receivers rented or borrowed if not available at site Large print handouts prepared in 18-point font size on paper that is white or off-white Handouts prepared in alternative formats (e.g., on tape or disk) if requested Meals and food breaks planned to accommodate dietary restrictions Visual aids, including videos, slides, etc. are captioned Flip charts, white board, or overhead projector provided for meeting rooms, with black or very dark markers Note takers, readers, guides assigned if these services are requested Site setup and registration Parking area temporarily re-striped with tape, and temporary signs posted if additional accessible parking spaces are needed Signs posted directing people to accessible parking, accessible entrances and accessible restrooms Greeter stationed at doorway to assist, give directions Registration table has clipboard, paper and pencil, seating Designated person prepared to offer assistance, orient participants to site accessibility and layout Rooms set up with 36 48 pathway to seating Accessible seating spaces, dispersed throughout seating area, set up with companion seating reserved next to these spaces: remove two adjacent chairs in each of two adjacent rows Several front seats are reserved for persons with low vision and hearing loss At least two or three chairs with armrests are available in meeting room and meal site Lighting is on speaker, with no glare/bright lighting behind speaker PA system set up and tested, including speaker and cordless or floor microphones
Assisted listening devices and fresh batteries are in central, visibly marked location Refreshment table includes labeled non-sugar treats, cups and straws for beverages Foods with common allergens/sensitivities are labeled If meals are buffet style, someone is assigned to assist with carrying trays, etc. Compiled by Lynn Swedberg on behalf of the Pacific Northwest Annual Conference Committee on Full Participation of Persons Living with Disability. For more information on this topic see 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
SAMPLE REGISTRATION INFORMATION (Note: this information is to stimulate your thinking about the accommodations you may need to provide, and to give you ideas for possible inclusion in the registration brochure you develop, not to be used as a form in this format. List the primary accommodations and provide space for additional needs.) The meeting site is accessible. Amplification will be used. Childcare for children up to the age of will be provided. Persons attending the meeting are requested to refrain from using heavily scented personal care products in order to enhance accessibility for everyone, including those with allergies and chemical sensitivity. Persons with disabilities requiring additional services or alternative formats for printed material to participate in the meeting should contact (name: ) at (phone, TTY, FAX: ) or (e-mail: ) by (date: ). Please contact us with any questions. In order to participate I will need: Childcare number and ages of children: A ride to and from the event Accessible parking space (I have a DMV permit) A chair with armrests or special seating considerations: Sign language interpreter Assisted-listening device Note taker Reader Open (real-time) captioning (projected notes of what is said) Large print font size needed: Braille handouts Audio cassette version rather than printed handouts Disk of handouts list format: Guide or orientation to facility Accommodations for service dog Special diet explain: Assistance with meal explain: Other: An assistant will accompany me (needed for meal count) Directions to the site are (provide map and written instructions; include public transportation information) Designated accessible parking is located (explain: )
ACCESSIBILITY INFORMATION FOR SPEAKERS AND PROGRAM LEADERS This event is designed to be fully accessible for all participants. The following tips will help all attendees to participate fully. As soon as we know any specific additional needs of persons attending your session we will let you know. Thank you for making these accommodations. Room Layout We will set up the rooms with a minimum of 36 aisles and multiple options regarding seating for people who use mobility aids such as wheelchairs or walkers. Seats will be reserved in the front of the room for participants who have low vision or are hard-of-hearing or deaf. Please avoid placing obstacles, e.g. chairs, power cords, etc., in the aisles. Please let us know what type of table setup would best help you meet the goals of your session. For instance, a circle of chairs or tables set up in a U shape may be effective depending on the type of participant interaction you plan to have. Handouts Please provide us with copies of any handouts two weeks prior to the event, so that we can print the materials and make large print or other alternative-format versions as requested. Select an easily read font and use a legible size, e.g., 12-point font for most items. If you print handouts, use black ink on white or off-white paper for good visual contrast. Visual Aids Flip charts or white boards are helpful for those with hearing loss, but always verbally describe or read anything you are showing visually for the benefit of persons with low vision or blindness. Paint a picture with words. Give verbal directions rather than pointing. For slides and transparencies, limit information to eight lines per slide; use an 18-point font or higher. Choose a legible font and high visual contrast between letters and background. Avoid busy backgrounds which may make the words hard to read. Make sure any videotape you select has closed captioning, and caption any slides you use. For the benefit of persons who are blind or have low vision, either describe what is on the screen or have someone seated next to the person providing full descriptions. Communication Please use the microphones provided, even if you have a voice that carries well, as persons using assistive-listening devices need the input through the PA system. Always face forward when speaking, and keep your hands and the microphone away from your face, so persons who speech-read can see your mouth. Stay in the front of the room, as those in the front row will often be those who need to see your face. If a white board or flip chart is used, recruit a volunteer to do the writing. Never stand in front of a window or strong light, but make sure the light is on your face and that of an interpreter, if provided. If your session is sign language interpreted, speak at a moderate pace and spell any unfamiliar words. Have the interpreter standing or sitting near you so persons watching the interpreter can also see your gestures and facial expressions. If a participant microphone is not provided, please repeat questions before answering them.
Control background noise to the extent possible. If you break into small groups you may need to locate one or two quiet areas outside the meeting room to accommodate groups including persons with hearing loss. Language Use people-first language, e.g., people with disabilities instead of the disabled. Avoid using the terms blind and deaf in negative ways, e.g., we turn a deaf ear to God or we are blind to the needs around us. Compiled by Lynn Swedberg, Pacific Northwest Annual Conference of The United Methodist Church