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Meeting Planning for Accessibility

The following is based on ADA Title III requirements for workshops and conferences given by places of public accommodation. As long as the participant gives advanced notice when requesting an accommodation (and as long as providing the accommodation would not result in an undue burden for the sponsoring organization), the law requires sponsors and workshop presenters to provide these accommodations.

The staff from the independent living centers are familiar with how to make meetings accommodating for people with disabilities and will probably be able to answer your questions and give you advice.

Prior Planning

Meeting Space

The meeting space should be accessible to people using wheelchairs.

Room should be set up to allow for people using wheelchairs to maneuver around the room and to sit in various locations. (Don't put all "wheelchair seating" in one location).Main entrance and pathway to the meeting room should be accessible and free from barriers.

All signs from main entrance leading to the meeting room should have Braille.

Preference by people who have multi chemical sensitivities is that the carpets or draperies in the meeting space have not been cleaned in the last month.

There should be accessible restrooms on the same floor as the meeting space, if there are any restrooms on that floor. In other words, accessible restrooms should be in the same proximity to the meeting space as non-accessible restrooms.

There should be no smoking permitted in the areas in or directly outside the meeting space, or preferably in the direct path leading out of the building.

If the meeting is over two hours long, it is preferential to hire two interpreters.

If you are providing a meal or snacks, be sure that there is someone at the table to assist with getting food or drink and can provide assistance, when requested, with taking it back to their table.

If you are using a buffet style approach, make sure there are people to assist with getting food off the line and with getting plates to the table for people with mobility disabilities. Do not assume, just ask.

Registration

If you do not require registration, you should not require it of people with disabilities. You should have at least an ASL interpreter, and copies of materials in accessible format.

If pre registration is required for all participants then include the following on the registration form:

• Accessible format: If materials are handed out.
• List the following accommodation options on your registration form.
• Large Print materials
• Braille materials
• Materials on disk
• Sign language interpreter
• ASL (American Sign Language)
• Exact English
• Other. Please describe
• Assistive Listening device
• Other ______________________________

Something you might get in the "other" category is someone asking for workshop materials on audiotape. Audio Reader has volunteers who read materials onto audiotapes. If given enough notice, their volunteers might be able to read workshop materials into audiotape for you. Audio Reader phone number is: 864-4600.

Another "other" you might get: Real Time Captioning is an option provided at the Disability Caucus. If it is requested by anyone, you might check with Gina McDonald with the Kansas Association of Centers for Independent Living at 1-785-825-2675 about the cost and the feasibility of it.

Ask your presenters to create all handouts in 14 point Arial. This allows for uniformity, and most people, even those with some vision loss can read this size print.

Also, ask your presenters to provide you with all materials on disk, so that you can create Braille, large print and disk copies.

Use 18 point Ariel for large print handouts. This is the size and font requested most frequently by people with disabilities.

Have 4 or 5 additional copies of handouts in 18 point, even beyond those specifically requested. This allows some choice for people who want the larger type, but did not request it in advance.

In addition, have 4 or 5 additional copies of the handouts available on disk, with the text in both Microsoft Word and in "Rich Text". This will accommodate anyone who prefers this format, but failed to request it in advance.

To arrange for a sign language interpreter, you can call the Kansas Commission for Deaf and Hard of Hearing. They have lists of who would be available and can advise you on how to work with the interpreters effectively. Their phone number: 800-432-0698.

If you are providing a meal, check on any special dietary needs.

Meeting

Presenters should do the following:

• If using interpreters, find them and meet ahead of time. Explain what you will be presenting.
• Explain that only one person should speak at a time for interpreters.
• If using interpreters, when someone is saying their name, they may need to spell it. (Usually only for complicated names or acronyms)
• If using microphones, only speak when a microphone is available.
• If using assistive listening systems, do NOT blow into or tap on the microphone. Whatever you do to the microphone goes directly into someone's ear!
• Take breaks every hour if only using one interpreter. Even if there are more than one interpreter, be sure to take breaks at least every hour and a half.
• If there are a number of people using wheelchairs, breaks may need to be longer than 10-15 minutes, especially if there are limited accessible stalls in restrooms. Also, negotiate on lunch time. We usually allow for 1-½ hours for lunch if people leave the room for lunch.
• If using overheads, or power point, be sure to read everything on the slide. Describe pictures used.
• If using Flip Charts to write information, be sure to re read information occasionally or offer to have a Personal Attendant (PA) available to read for anyone who needs it.
• For the sake of sight impaired people in the audience, read aloud any written material on overheads or power points and to provide verbal descriptions of any drawings or pictures.
• If you are breaking up into small groups, be sure there is room to maneuver. Ask how people who are using interpreters want to go to small groups. They shouldn't be "required" to all go to the same small group, but they will need an interpreter with them.
• If using evaluation forms, you may need volunteers to assist with filling them out. Ask who needs assistance and be sure you have enough folks to help out. Many times, people at the meeting will assist with that.
• Many people with disabilities cannot maneuver traditional name tags. The kind that hang from the neck on an elastic band are preferred and very easy for everyone to use.
• Any videotaped material must be closed-captioned for people with hearing impairments, or should not be used. Most deaf people consider it unacceptable to use a sign language interpreter to interpret videotaped material. They just miss too much. You can't watch an interpreter and watch a videotape at the same time. This item is not an ADA requirement, but is the standard that independent living centers follow.
• If you're not sure, just ASK!

Many thanks to the staff at the Kansas Centers for Independent Living for making this information available by sharing their expertise on accessibility planning.