Event Requirements Checklist for Ensuring Meeting/Event Accessibility Click here for a PDF version of this Checklist (0.8 MB)...
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Event Requirements Checklist for Ensuring Meeting/Event Accessibility
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A Guide to Planning Accessible Meetings
version 1.0 7/1/2015 Helping you navigate, plan and create accessible meetings, events, and conferences that serve all your guests' needs....
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Site Selection
Many meeting planners hire consultants to assess potential event venues, especially for very large or complex events that may involve multiple or specialized facilities....
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What Does Your Event Need? Creating a Needs Assessment
Before reaching out to facilities to find the best choice for your event, you need to identify the needs of your audience....
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Emergency Planning
Emergency planning must be done well in advance for all events, and it is important to know that facilities and their staff members are prepared....
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The Inspection Team
If multiple areas of the property will be used or there are any off-site events planned, the inspection team should visit all sites, including any transportation facilities, to ensure they...
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K) Temporary Events
When planning temporary events such as a town festival or concert, the town should review ADA title II requirements 2 and the ADA Standards....
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Pre-Event Attendee Registration and Communications
See the sample below: To successfully participate in this event, which of the following will you need?...
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Best Practice Recommendations for Layout Planning
Have event staff or volunteers in attendance at the start of each session to assist with last-minute changes (moving chairs, etc.) that may be needed....
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Printable Room Layouts
Each layout below is available as a printable PDF. You can include layouts as an addendum to your facility contract, provide them in a pre-meeting with facility and banquet staff,...
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Accessible Classroom Style
This set-up is very helpful when participants need a surface to take notes and refer to materials. Use the accessible chevron style (next section below) whenever possible, but if...
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The Presentation Area / Speaker’s Platform Design and Considerations
Two layouts are provided here, and either could be adapted for additional presentation elements. Both layouts incorporate presentation screens that are easily viewed from all...
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Can ramps be portable or provided after construction as an adaptation?
Only ramps serving temporary structures can be temporary or portable....
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Audio Visual Components
Make sure your registration process includes questions about specific accommodations registrants may need (please see a list of recommendations for your registration documents in the Pre-Event...
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Are accessible spaces required in temporary parking lots and in unpaved lots, such as gravel or grass lots?
Yes, the ADA Standards apply to both permanent and temporary facilities, including parking facilities (§201.3)....
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Food and Beverage Service
The Food Service: Accommodating Diners with Disabilities factsheet provides both legal standards and promising practices for paths of travel, approach to dining spaces, seating,...
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Food Allergies and Sensitivities
According to FARE (Food Allergy and Research Education) “Fifteen million Americans have food allergies – and they are eager to find restaurants [and other venues] that can...
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Accommodations for Deaf Individuals or Those Experiencing Hearing Loss
Auditory and spoken information needs to be accessible to people whose disabilities affect communication, including people who are Deaf or hard of hearing and those with speech...
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Communicating With Individuals Who Are Deaf or Hard of Hearing
Event and facility staff should receive guidance and training on how to interact with your attendees (see customer service training materials)....
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Hearing Loss Later in Life
As people age, the likelihood they will experience hearing loss increases. Elders who are beginning to lose their hearing may need accommodations for the first time in their lives....
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Using Qualified Interpreters
Many people with hearing and speech disabilities use sign language as their primary means of communication and use interpreters to communicate with people who don’t sign....
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Types of Interpreting
There are several types of interpreting, and it is important to ask individuals which type they need. You may need to provide multiple types of interpreters for multiple individuals....
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Considerations When Hiring an Interpreter
In an extremely large event where cameras are used to put the speaker on a large screen, the interpreter should be on screen as well to ensure that everyone using the interpreter is able...
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Finding Sign Language Interpreters
The Registry of Interpreters for the Deaf (RID): RID is the national certifying body for interpreters and all nationally certified interpreters are required to maintain...