Wide Open Spaces: Accessible Conference and Meeting Spaces for All Presenters: Meredith Aalto & Mat McCollough National Service Inclusion Project 6 September 2007

Wide Open Spaces: Introduction Consideration for accessible meeting arrangements: Location Exterior Access Interior Access Refreshment and Dietary Needs Alternative Formats and Promotional Materials

Initial Considerations and Advanced Planning Two significant areas under consideration: 1. Physical access to the meeting space 2. Access to the meeting contents and proceedings Advanced planning for meeting accommodation requests are vital – when accommodations are requested, take appropriate steps ahead of time. Even when you may not know in advance whether any of your participants may need accommodations, you should be prepared to arrange your meeting or event to be accessible so that people with disabilities can participate independently.

Location Plan an on-site visit in order to determine its level of accessibility before you book your event Determine the appropriateness through previous successful experiences involving people with disabilities at that venue Inquire about recent renovations or current construction that may have an impact on accessibility Determine whether the venue staff has been sufficiently trained in disability awareness. If not, arrange for training prior to your event

Exterior Access Signage  Signs for the street address or building name are clearly visible from the street Parking  Determine numbers of accessible parking spots available for the estimated number of attendees with disabilities.  Ensure that the designated parking spots for people with disabilities are on a firm, slip- resistant surface and located close to the entrance of the building

Exterior Access Sidewalks/Path of Travel  Determine that there is a barrier free path of travel from the parking lot to the meeting entrance Accessible Transit  Make certain that the location is serviced by accessible transit services

Interior Access Entrances & Lobbies  Accessible entrance is available with all doorways wide enough for the passage of a person using a wheelchair or scooter  When the main entrance is NOT accessible, ensure there is a clearly visible sign indicating the location of the accessible entrance  Provide signs indicating where the meeting is taking place within the building  Arrange for staff or volunteers to be available at doorways and throughout the facility to direct or assist people with disabilities to the meeting location.

Interior Access continued Elevators  Are elevators large and safe to conveniently transport the number of people using mobility devices  Braille buttons and raised numerals have been provided to assist people who are blind or have low vision Accessible Washrooms  Large enough to accommodate scooter and power wheelchair users and are equipped with at least one accessible stall  Faucets are reachable by a person using a wheelchair or scooter and can be operated using one hand.  Other washroom accessories and dispensers are within easy reach of a person using a wheelchair or scooter  Accessible washrooms are located in close proximity to the meeting rooms

Interior Access continued Hallways  Major hallways and all essential doorways throughout the facility are wide enough to permit the passage of people using wheelchair and scooters Meeting Rooms  Large enough to provide circulation and seating for an adequate number of participants who use wheelchair, scooters, guide dogs or other mobility aids  Accessible seating is available  Reception/refreshment areas are in an area large enough to provide circulation for all participants  Remind speakers and exhibitors to provide printed handout materials in alternative formats should alternative formats be requested in advance

Refreshment and Dietary Needs Provide an opportunity for participants to indicate their dietary needs on the registration form where meals are being served Provide non-sugar (dietary) beverages, juices and water for people with dietary concerns such as diabetes Provide alternative to pastries and cookies, such as fruits or vegetables, are available for people with dietary concerns

Alternative Format and Promotional Materials Promotional materials are identified with the International Symbol of Accessibility

Alternative Formats & Promotional Materials (continued) Multiple Communication Formats  Provide sign language interpreters and/or captionists  Large Print  Offer materials in electronic formats (use , compact disc, memory sticks, etc.)  Video  Tapes

Bringing It All Together You can be an “access expert” Visit a site & use an accessibility checklist Ask questions- What does “accessible” mean? Gather a list of resources Evaluate and determine how accessibility was met. Can it get better?

Final Thoughts & Resources If you want a great turnout to your meetings and events-plan for it the best way possible. Make it accessible! Here are some helpful resources to get started Section 504, Rehabilitation Act of Planning for Accessible Meetings & General Guidelines When Serving Persons with Disabilities: Accessibility Handbook for Hotels and Meeting Spaces (page 48 and on are the checklists): uests.pdf uests.pdf Updated! ADA and ABA* Accessibility Guidelines for Buildings and Facilities Published in the Federal Register July 23, 2004 and amended August 5, (*Architectural Barriers Act of 1968)

Contact NSIP National Service Inclusion Project UMass/ICI 100 Morrissey Boulevard Boston, MA Phone/TTY: Fax: Website: Presenters: Meredith Aalto Mat McCollough