1. Illuminating Pathways Towards Event Planning that Ensure Equity and Access AHEAD 2016 Irene Bowen Scott Lissner Emily Lucio 1

2. Overview Why are we here? Learning Outcomes How to communicate what accommodations are available How to work with different stakeholders on campus to arrange accommodations How to coordinate different accommodations for both graduating students and guests What questions to ask when working with the event planners How to work with timelines and budgets Overview of the Regulations Best Practices as they relate to: Physical Access Communication, advertising and alternative formats Ticketing Emergency Egress Service Animals Maintaining Accessibility Campus Collaboration Budgeting Policy Development Final Thoughts 2

3. Overview of the Regulations The Americans with Disabilities Act (ADA) and section 504 of the Rehabilitation Act ban discrimination against qualified individuals with disabilities; they cannot be excluded or denied benefits of a covered entity’s programs, services, or activities. All are at www.ada.gov (DOJ’s ADA web site)www.ada.gov DOJ’s regulations, 28 CFR part 35 and part 36 (issued 1991 and amended 2010): http://www.ada.gov/2010_regs.htm Technical assistance: http://www.ada.gov/ta-pubs-pg2.htm 3

4. Specific parts of the regulations apply to events Service animals and miniature horses Mobility devices Ticketing for events Facilities: assembly areas, ticket and service counters, parking, restrooms, access to stage Maintaining accessible features 4

5. Generally Some modifications/accommodations should be in place for certain events as a matter of course Individuals should have the opportunity to request accommodations/modifications DOJ has enforced many of these provisions as to stadiums, theaters, etc. in settlement agreements and consent decrees Mid-America Center settlement, 2016, https://www.ada.gov/mid- america_sa.htmlhttps://www.ada.gov/mid- america_sa.html University of Alabama at Birmingham settlement, 2016, https://www.ada.gov/uab_sa.html https://www.ada.gov/uab_sa.html Lehman College Center for the Performing Arts, Inc. Voluntary Compliance Agreement, 2014, https://www.ada.gov/lehman_college_vca.htmhttps://www.ada.gov/lehman_college_vca.htm University of Michigan Consent Decree, 2008, https://www.ada.gov/umichstadium.htm https://www.ada.gov/umichstadium.htm 5

6. Best Practices- Physical Access Know your venues Key contacts Infrastructure access features and barriers Temporary conditions constructions Develop an event set-up process Parking to PortaPotty Venue specific Common to all venues Tools for temporary access Temporary Signage & Cones Portable sidewalks and ramps Maneuvering clearances and reach ranges Offering Assistance 6

7. Best Practices- Physical Access Resources Accessible Temporary Events, A Planning Guide http://dhs.sd.gov/accessibility/documents/Accessible%20Temporary%20Events%20Plan... (link is external) http://dhs.sd.gov/accessibility/documents/Accessible%20Temporary%20Events%20Plan... (link is external) A Planning Guide for Making Temporary Events Accessible https://adata.org/publication/temporary-events-guide https://adata.org/publication/temporary-events-guide Planning Accessible Meetings and Events: A TOOLKIT http://www.americanbar.org/content/dam/aba/administrative/mental_physical_disability/Accessible_Me etings_Toolkit.authcheckdam.pdf Planning On-Campus Events That Everyone Can Attend http://ada.osu.edu/ADAVenues/venues.html 7

8. Best Practices- Communication, advertising and alt formats What accommodations should you be thinking about? Is the venue accessible Seating ( wheelchair and for ASL) ASL and Transcribing Large Print Braille FM Systems/ ALD 8

9. Best Practices- Communication, advertising and alt formats Develop standards Web announcements Postcard announcements Newspaper announcements Event program- large print available Develop a long and short disability statement Educate people on what alternative format options are Make sure if they register on-line to attend that the registration is accessible and that the form asks about accommodations Sample Policies: http://policies.cua.edu/eeo/AccommodationsEvents.cfm http://accessibility.jhu.edu/event-planning/ 9

10. Best Practices-Ticketing 2010 ADA rules apply to selling tickets for assigned seats at concerts, plays, lectures, sporting events, etc. For single events or for series of events Key: equal opportunity to purchase tickets for accessible seating Hours Stages of sales Methods of distribution Same types and numbers of ticketing sales outlets Inquire as to whether those who are responsible for ticketing are aware DOJ TA piece: http://www.ada.gov/ticketing_2010.htmhttp://www.ada.gov/ticketing_2010.htm 10

11. Ticketing (2) Detailed provisions, covering eight areas, including Ticket sales Ticket prices Identification of available accessible seating, features Purchasing multiple tickets Hold and release of tickets for accessible seating Ticket Transfer Secondary ticket market, and Prevention of fraud in purchase of tickets for accessible seating 11

12. Ticketing (3) Not higher than for same seating area for same event/series Available at all price levels If can’t be provided at particular price level, offer for sale at same price nearby or in similar location 12

13. Best Practices- Emergency Egress Communication – in advance and in emergency Identify accessible routes Accessible announcements OCR letter to UC Berkeley (Haas Pavilion), OCR Docket Number 09-00-2097 Consider what happens when elevators are off Evacuating people up AND down Areas of rescue assistance Evacuation chairs Train ushers and others 13

14. Service animals: general rule 14 A service animal must be permitted in areas where the public, invitees, or participants are allowed, if it is accompanying a person with a disability

15. Service Animals Train staff about the only two questions they can ask: Is the animal necessary for a disability? What task does the animal perform? Can’t ask about details of disability No “service animal” license or documentation required. 15

16. 16 Miniature horses (1) Make reasonable modifications to permit if appropriate Allowed if Reasonable Individually trained to do work, perform tasks

17. Miniature horses (2) Use assessment factors Type, size, weight (whether facility can accommodate) Handler’s control Whether housebroken Legitimate safety requirements of specific facility 17

18. Wheelchairs and OPDMDs Two tiers of devices, two approaches 18 Wheelchairs and manually powered mobility aids Wheelchairs, walkers, crutches, canes, braces: Permitted in any area open to pedestrian use Other power-driven mobility devices Devices not necessarily designed for use by people with disabilities: Make reasonable modifications to permit use by people with disabilities

19. Use of OPDMDs Covered entities must make reasonable modifications to permit individuals with mobility disabilities to use OPDMDs Not required to be permitted if the entity can demonstrate that the class of device cannot be operated in accordance with legitimate safety requirements adopted by the entity Must be based on actual risks, not on mere speculation or stereotypes, using specific assessment factors 19

20. Specific Assessment Factors Entity may consider five specific assessment factors in determining whether a particular other power-driven mobility device can be allowed in a specific facility: 1.Device: type, size, weight, dimensions, and speed 2.Facility’s volume of pedestrian traffic 3.Facility’s design and operational characteristics 4.Substantial risk of serious harm to environment, resources 5.Conflict with Federal land management laws and regulations. 20

21. Policy Approach Develop a policy by building/area and inform the public  Clearly state circumstances under which permitted (follow assessment factors)  Specific rule  Procedure for assessment  Consider grouping by type Publish and distribute generally, e.g. on website 21

22. Animals and OPDMDS: Policies and training Have a go-to person for each event/venue Be available at least a half hour before seating begins Know how to respond to advance requests Train in customer service 22

23. Best Practices- Maintaining Accessibility Accessible features must be maintained to be accessible Lifts Assistive listening systems Parking Accessible routes Security barriers Clear floor space Booths Lowered counter should remain open and unobstructed 23

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25. 25 Provision does not prohibit isolated or temporary interruptions in service or access due to maintenance or repairs.

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28. Campus Collaboration Collaborate with Public Relations/Communications Publications IT Room scheduling Student org leaders Summer Conferences Commencement Committee Department Admins 28

29. Budgeting Develop clear budget responsibilities Revenue generating events Grant funded activities Free & open to the public Central and departmental responsibilities Student organization programing Third parties using campus Vender Contracts 29

30. Budgeting Pool Reusable Resources Sign stands Barriers Portable/reusable ramping Walks Assistive listening systems 30

31. Policy Development Key stake holders Venues, FacilitiesAthletics, Admissions, Alumni Association, Student Government Reiterate institutional and unit obligations Allocate responsibility and resources Incorporate into reservation processes (venues, facilities, parking,..) Expectations and support for outside groups Training and Resources 31

32. Final Thoughts Create a To Do List Involve Others Think Beyond the Minimum If you Build it…. 32

33. Contact Us Irene Bowen J.D., President, ADA One, LLC IreneBowen@ADA-One.com Http://ADA-One.com L. Scott Lissner ADA Coordinator The Ohio State University lissner.2@osu.edu Emily Lucio Director, ADA Compliance Office of Institutional Equity Johns Hopkins University elucio2@jhu.edu 33