A Guide to Planning Accessible Meetings

Recommendations for Contracts

Once a venue has been selected for your function, make sure the arrangements and terms are spelled out in a contract. Most venues will provide a standard contract that includes your function’s specific details. Review all contracts carefully to make certain that the terms listed reflect your understanding of the agreement. You do not have to accept the contract as written. If needed, you can counter with an alternate agreement and/or contract amendments. For large and/or complex events you should seek legal advice.

In addition to the arrangements and terms specific to your function (the dates, type of space used, number of expected attendees, number of sleeping rooms etc.) the venue’s standard contract will typically include language about its ADA compliance and responsibilities.

Examine the ADA clauses carefully. Depending on the size and nature of your event you may choose to ask for modifications to the existing contract clauses or request additional clauses. Following are the contract areas most likely to affect attendees with disabilities. Again, these items are provided for information only and should not be viewed as a substitute for legal advice.

Americans with Disabilities Compliance Clause for the Venue

The contract should include a clause that indicates that the venue is responsible for complying with the public accommodations requirements of the Americans with Disabilities Act (ADA). Your legal advisor may recommend including language that specifies items such as removal of physical barriers, emergency procedures, access in sleeping rooms and common areas, the provision of auxiliary aids and services, or language about attendees with disabilities receiving service equal to attendees without disabilities.

Americans with Disabilities Compliance Clause for the Group

The “Group” refers to the individual, organization or company contracting with the venue for the meeting, conference or event. The venue may require a clause that specifies the Group’s responsibilities for making the function accessible. This could include language about set­up of exhibits in an accessible manner, provision of certain auxiliary aids and services (e.g., alternate format materials or sign language interpreters) for the Group’s functions, and modification of the Group’s policies, practices and procedures to ensure that attendees with disabilities can participate fully and equally in the program.

Mutual Cooperation in Identifying Accommodations Needed

The Mutual Cooperation clause mandates that the Group shall attempt to identify in advance any needs of attendees with disabilities, and will notify the venue of such needs in a timely manner. Likewise the venue shall notify the Group of any attendee the venue receives for accommodations that may be required by the ADA.

Additional Clauses for Specific Disabilities

Consider including additional clauses that are specific to your attendees needs. For example, if the majority of your attendees are Deaf or hard of hearing you may wish to contract certain requirements, such as the availability of additional communication access equipment (e.g., assistive listening devices).

Likewise, if even a small portion of your attendees have Multiple Chemical Sensitivities (MCS) or environmental illness, consider clauses requiring the hotel to avoid renovations prior to and during your event, use unscented cleaners, and avoid the use of pesticides. The hotel should be asked to comply with the fragrance­-free meeting policy for the meeting space, common areas, restrooms, paths of travel, and guest rooms.

National and statewide associations specific to various types of disabilities may be able to recommend clauses to include.

Disability Awareness Training for Staff

When your meeting, conference or event will include many attendees with disabilities, it is recommended that you negotiate with the venue and contractually require that they conduct disability awareness training for their staff in advance of your function. The Hospitality and Disability Initiative has customer service training materials that can be downloaded and used for training staff.