Accessible Meeting Planning

OVW Training & Technical Assistance Providers Meeting

August 21, 2007

Presenter Information

Erin VolkProgram Manager Event Planning & Administration

Accessing Safety Initiative

Vera Institute of Justice

Voice: 646-457-8057

Email: evolk@vera.org

AIM: Erin at Vera

Importance of Providing Access at OVW TA Sponsored Meetings

OVW has a commitment to providing highest level of access to all participants

Legal requirement: Title II of the ADA (American’s With Disabilities Act)

Moral obligation: It is the right thing to do Movement philosophy: The inclusion of

traditionally underserved populations

Scenario Exercise

On each table there is a scenario What steps would you take to address the

problem outlined in your scenario? In your groups: 8 minutes to discuss Assign a recorder and take notes on the

flipcharts Report back

Scenario #1- Last Minute Interpreter Request

You are holding a meeting in a rural state. Two days before the meeting, you find out that two participants are Deaf and will need interpreters. When you review your OVW approved budget, you confirm that it does not include funding to cover the costs of contracting for interpreters.

Scenario #2- Insufficient Number of Accessible Rooms at Hotel

You have to hold a meeting in a specific city. You have checked every decent hotel in the city, and none have enough accessible rooms. You will have to place some participants in an overflow hotel.

Scenario #3-Inaccessible “Accessible” Rooms at the Hotel

When choosing your hotel, you called an asked if the hotel had accessible rooms. The hotel tells you that they have just finished a major renovation and they now have 10 accessible rooms. You need five of these rooms, which the hotel is happy to assign to you in your contract. When people begin arriving on the day before your meeting starts, you are informed by one participant who uses a wheelchair and one participant that is Deaf, that their "accessible" rooms are not accessible.

Goals of Scenario Exercise: Discussion Demonstrate “real life” accessibility challenges “Damage control/crisis management” model vs.

pro-active approach to planning Emphasize on prevention

Scenario #1-Pro-active Management

Research the availability and quality of interpreters. Get referrals.

Start building a relationship with recommended interpreter agencies.

Place a tentative hold on a set of interpreters until you can complete your registration period.

Scenario #1-cont. Include a line item for interpreters in your budget. If not budget not included, see if you can use

discretionary funds from your organization. Have all your participants complete a registration form-

two months prior to the event. Include questions that ask about the accommodations

participants may need.

Sample Registration Question

Interpreting Needs

American Sign Language (ASL) Cued Speech Oral/English Speaking Signed English Simulations Communication Other _____________________ None

Sample Registration Question

Alternative Formats

Braille Large Font Simple Language Program None of the above Other_______________________

*Please inform us of any additional accommodations you require for the meeting sessions. Be as specific as possible.

Scenario #1-Follow-up/Follow through

Run weekly reports from your registration database on accommodations

Follow up with participants about all accommodation requests received.

Follow up with participants about what arrangements have been made to meet request.

Scenario #1-cont.

Send Interpreters as much specific information on the as possible PRIOR to the meeting.

Facilitate the introduction of the Deaf participants and Interpreters on site.

Scenario #3-Proactive Management

In Hotel RFP Process include an ADA questionnaire.

Conduct an on-site accessibility audit of potential hotels that meet your accessibility needs.

During site audit ask to see equipment included in their Deaf accessible kits.

How can you tell if a room is really accessible? Several codes in ADAAG that specify ADA guestrooms. Furniture placement- 36 inch aisle ways/transfer room Lowered features (air controls, blow dryers, closets, light

switches, peepholes, towel racks, ect.) Toilets should be 17-19 inches from floor to lip of seat Pipes should be covered under sink. Should have accessible transfer bars in tub and around

toilet.

Cont.

Tub should have adjustable hand controls for the shower with a 60 inch hose.

Preset tub bench (for ADA tub rooms) ADA roll in shower rooms should have affixed

shower seat 17-19 inches from floor. Look for inconsistencies in installation from

room to room.

How can you tell rooms are accessible for Deaf Guests? Deaf Rooms/ADA Rooms often combined. Make sure all TV’s have closed caption option. Kits include: flashing doorknocker, bed shaking

alarm clock, TTY/TDD (install prior to check in) Make sure hotel staff is familiar with installation

of Deaf kits as well as how to operate the equipment

Anything wrong with this picture??

Scenario #3-Follow-up/Follow through

Conduct a “walk-thru” of the hotel the week of your event, PRIOR to guests checking in.

Assess the spaces for accessibility and make note of changes to be made.

Conduct a training for key hotel staff about accessibility.

Include questions about the hotel’s accessibility in your participant evaluation.

Scenario #2-Pro-active Management

Assess your group’s needs: How many Deaf Rooms vs. ADA rooms will the group use.

Send out the pre-site questionnaires and get the most accurate data on individual Hotel’s ADA Rooms.

Identify 2-4 hotels within close proximity of each other to assess potential for overflow hotel

Scenario #2-cont.

Do site visits of all the hotels, even the overflow ones.

Guarantee ADA rooms in hotel contract. Include a clause that prohibits from “walking”

guests in your group who have requested ADA rooms.

If overflow is too far from main hotel provide accessible transportation.

Take-Away Points Achieving accessibility in a proactive way

minimizes the amount of “damage control” on-site.

Plan ahead for all accommodation requests. Follow up on all accommodation requests you

receive- infuse customer serviced approach. Accessible meeting planning practices

increases the experience of all participants.

Resources

Accessing Safety Initiative Website

www.accessingsafety.org/ US DOJ, Office of Civil Rights

ADA Business Connection

www.ada.org

800-514-0301