Accessible Events Guide for Organizers
DPC's credo is "About Us, By Us," reflecting our strong belief that when decisions are made about people with disabilities, people with disabilities should play a leading role in formulating, implementing, and evaluating them. Our mission is to ensure the voices of people with disabilities are heard on key issues, to support the health of the community through participatory research and expert policy analysis, and to empower grassroots disability leaders to transform their communities.
In this guide book, you'll find a set of observations from my experience as a grassroots community organizer in the disability rights field, learning-mostly through trial and error-how to make sure that the community I am trying to organize with and for is actually included in the design and execution of the events I'm involved in organizing. The intent of this resource is to capture both the seemingly obvious and the not-so-obvious best practices for other organizers who care deeply about disability issues but aren't necessarily very familiar with them. This resource is not just intended for events that are specifically targeted toward people with disabilities. People with disabilities are present across every demographic group, so if you're putting on any kind of event, you should aim to make it accessible to avoid shutting out members of the disabled community.
The following recommendations come in thee basic flavors: mandatory, for things that you really need to have for your event to be accessible; be prepared, for things that won't be needed at every event, but that you need to be able to off er-as much as possible-if someone requests them; and do your best, for things that are either difficult to pull off with absolute certainty or are more about making your event experience as pleasant as possible rather than about giving people the chance to participate in your event at all. If your event is specifically targeted at people with disabilities or is focused on a topic that is likely to draw significant numbers of people with disabilities (e.g. healthcare rights), be prepared to make more of an effort. Best of luck, and remember: while ensuring accessibility might seem like a lot of work, you should never lose sight of the fundamental goal of equity, inclusion, and justice: dignity. People with disabilities are people who want and deserve to have the best chance to participate in society-you'll find that we have a lot to contribute to the work of systems change.
Important Note: This list is not exhaustive-because it's based on one person's lived experience, because accessibility best-practices are always evolving, and because the spectrum of disability is enormously broad, and even people who have the "same" disability may want it to be accommodated in different ways. Above all else, ask yourself: Am I providing some means (which themselves should be accessible) for individuals who want to attend my event to let me know about their accessibility needs?
—Colin Killick
DPC Executive Director
The Venue
Nothing else you do is going to matter if the people you're trying to accommodate can't make it into the room and sit down.
In this particular instance, we're primarily going to focus on wheelchair users not because they're the only people who need accommodating (and it should be noted that, even if you have to host your event in a space that is inaccessible to wheelchair users, you still need to think about accommodating everybody else) but because, generally speaking, if wheelchair users can get into your venue, everyone can.
Getting In the Door
Mandatory
First thing's first: in order for you to have an event, you need to have an audience. And your audience needs to be able to enter the building, which means that the building must have either:
An entrance that is flush with the ground (no stairs) and that has a wide door (double doors are preferable), OR,
An entrance with a ramp-one that has handrails and is both wide enough and shallow enough to be usable.
There are legal parameters for minimum door widths in Americans with Disabilities Act (ADA) regulations and many state building codes. However, in a pinch, these minima can be eyeballed: if you can bend your arms at the elbows and raise them to the sides, then the ramp is probably of adequate width. If the ramp is shorter or the same hotizontal length of the steps that it provides an accessible alternative to, then it is probably too short-unless there are three or fewer steps, or the steps are both long and shallow.
Manual wheelchair users, being generally more maneuverable than power wheelchair users, will sometimes be okay with non-compliant ramps-short, steep metal slopes with no handrails can sometimes sufficiently get manual wheelchair users in the door. This won't be the case for other manual wheelchair users and all powerchair users, but if your event only needs to accommodate a particular set of guests who solely use manual wheelchairs, it is okay to ask these guests if a non-compliant ramp is acceptable.
Fortunately, as is the case with most recommendations in this guide, modern technology is your friend. Almost any building constructed since 1990 is likely configured to comply with federal and state requirements for physically accessible design. In particular, large office buildings are very likely to be compliant, as are most-but not all-public libraries.
A final note about entrances: an accessible entrance must be one that someone can enter by themselves. If the main entrance is inaccessible, there must be an accessible way in located close by. There also needs to be clear signage pointing to the accessible entrance. If your venue doesn't have it, you can create and prominently display it on the day of you event. Guests using the accessible entrance need to be able to enter just as easily as those using the main entrance; being made to push a buzzer and wait-or worse, to sit around while knocking and hoping someone comes to the door-is degrading.
It isn't much good getting people into the building if they're stuck outside or in the lobby. Fortunately, if there's an accessible route in, it's quite likely that these other sections will fall into place, too. First thing's first, let's get them to the door of the room, which requires that:
The room is on the ground floor, flush with the main floor area without any impediments to wheelchair use, OR,
The area where the room is located is made accessible via a ramp compliant with the requirements detailed in the previous page, OR,
If the room is on an upper floor, it is reachable by lift or elevator, and the lift or elevator is large enough to easily accommodate a wheelchair user and is not strangely positioned.
Most, but not all, elevators are accessible. Some elevators are small and have little room to maneuver in, let alone turn a wheelchair in, although these elevators may still meet some wheelchair users' needs.
If the elevator buttons are high off the ground, or if you have a guest who is quadriplegic, you may need to have an elevator attendant on hand to press those buttons.
Mixed
So, you've got people in the building and in the room. Now, there's just one final thing to make sure of-that everyone can be healthy, safe, and comfortable throughout the full course of the event. The aspects of guest experience that are directly related to the event's venue are covered below.
Accessible, Easy-to-Find Bathrooms: Mandatory
There are many legal requirements for accessible bathrooms, which will not be detailed at length in this document. For event organizing purposes, if a bathroom door has got an accessibility symbol (the wheelchair silhouette) on it, the corresponding bathroom is accessible; the converse is also true. Ease of navigation to a bathroom is important for both Blind people and individuals who experience difficulties with spatial orientation. If a bathroom isn't inside or adjacent to your event space, post wayfinding signage. If you have Blind people in attendance and the bathroom is not right outside the event room, have someone available to guide your guests to the bathroom if necessary. If at all possible, do not select an event room associated with a bathroom that is too far away.Usable In-Room Furniture: Mandatory (Some Workarounds Acceptable)
Easy to overlook, but rather self-explanatory: if you're going to have people writing at or eating at or getting things off of tables, either make sure the tables are at an appropriate height and of appropriate dimensions so that everyone can easily access them (or provide a ready alternative: clipboards, separate lower-to-the-ground tables, a designee to fix and bring plates of food to guests, etc.).Don't Segregate: Do Your Best
To the maximum extent possible, people with disabilities should be able to choose where to sit and should not be herded into one area. If you're setting up rows of folding chairs, create wide aisles and/or regular notches for wheelchair users. If people are being seated at tables, spread disabled attendees among all tables instead of assigning all of them to a single table. If a desginated wheelchair section is required, it should be located where guests can get a good view of the action and access to clear sound. Keep in mind that a wheelchair user may also be hard-of-hearing or visually impaired. One key exception to this rule is Deaf attendees, who may want to sit together for ease of conversation and will need to be seated near the interpreter (if one is being used). Those who are Hard of Hearing but not Deaf, or who have limited vision but are not blind, would likely also benefit from the option of sitting or standing as close to the event's presenters as possible.
The Marketing
Promoting your event in a maximally accessible way is both an art and a science. The next few recommendations outline the basics.
Outreach: Mixed
Use Text-Based File Formats and Alternative Text: Mandatory/Do Your Best
More specifically, be sure that any online flyer or event description has text that explains what the event is about, and that any uploaded, linked, or embedded files are .PDF, .DOC, or .DOCX documents instead of images. Screen readers can process most text data properly but are often unable to process image data. For file or content formats where space is not at a premium, Do Your Best to include text descriptions (alternative text) for any important images used.Have an Accessibility Contact: Mandatory
This recommendation, fortunately, is easy to implement: just include a line saying ,
"Contact [Accessibility Contact's Full Name and Business Title, if Applicable] with any accessibility concerns," and list that person's full contact information. Every recommendation categorized as Be Prepared in the later sections of this document will usually then come into play only if someone specifically requests them via the event's accessibility contact.Tell Potential Guests Your Event Is Accessible: Mandatory
Again, not a hard ask: let people know what you're doing to make your event inclusive and accessible! If the event is going to be in a wheelchair-accessible space, say so. If you already know there will be an interpreter present, say so.Use Visual Aids: Do Your Best
These don't just make your flyer stand out; they help people with intellectual disabilities or trouble reading understand what your event is about.Leave Enough Time to Ask: Do Your Best
Some requests take more time to accommodate than others, so be sure to promote your event in advance. Interpreters, in particular, need to be booked at least a month in advance. If your event is happening within the month, consider booking an interpreter just in case instead of waiting to receive a guest request.
Your Partnerships are Your Currency
If, for example, your event deals with an issue area that is relevant to disability, such as Medicaid or public transit, it may be wise to reach out to disability organizations and let them know about the event. (See the list of organizations on the last page of this document for some leads.)
The Broader, the Better
Older, physically disabled people are less likely to be online; however, they are more likely to read newspapers. Online outreach works especially well for younger Deaf, Hard of Hearing, and autistic people. Blind people do use the internet, often with the aid of screen readers, and they also listen to the radio. Stations like the Talking Information Center, designed by and for Blind people, are usually happy to promote accessible events.
The Event
You've done your outreach, and everyone is in the room. Now, you just need to be sure that your guests feel as included as possible during the event itself.
The Presentation: Be Prepared/Do Your Best
Send Out All Slides and Handouts Electronically in Advance
This is particularly important for Blind and visually impaired people.Have Large-Print Copies of Handouts Available
If possible, have two or three accessible versions and several copies of these handouts available, even if no one asked for them ahead of time. If someone who is Blind is attending your event, you may want to have Braille versions made if doing so is feasible.Describe Visuals Out Loud for Blind or Visually Impaired Attendees
If you are using slides, you should convey all the content displayed on them out Loud if anyone in your audience is visually impaired: reading all text, orally describe all pictures, and use charts and graphs only to the extent they can be verbally explained. It is also a good idea for presenting speakers to orally describe their appearance.Use the Microphone
If you have access to sound amplification or enhancement equipment, everyone who is presenting at your event should use it, and you should test it beforehand to make sure that it works properly and without any feedback. No one's voice is too loud to use a microphone. Many Larger venues, such as concert halls or auditorium, also have an FM Loop System, which allows sound to broadcast directly to people's hearing aids. If one is available, check to ensure that it is functional, and Let your attendees know. If no microphone is available, speakers should take particular care to speak Loudly and clearly and to make eye contact as much as possible.Caption Any Videos Shown
For video content, captions are essential for both Deaf and Hard of Hearing people and anyone with speech processing issues. Only use videos with captions unless there is absolutely no option not to, and make sure to actually turn the captions on. Using YouTube's auto-caption feature, while better than nothing, is not an adequate substitute for screening a properly captioned video.
Keeping Guests Comfortable: Mixed
Keep Aisles Clear: Mandatory
Doing so will allow guests using wheelchairs to move around freely and prevent Blind people from getting injured.Have Someone Available to Direct Traffic: Do Your Best
If the way into the room is not extremely clear, have someone available to point people in the right direction. Signs are also a good idea. Someone sitting at a table in front of the event room to sign people can also be very helpful and easy enough to arrange with volunteers; not everyone is able to handwrite for themselves.Schedule Breaks: Do Your Best
For all kinds of reasons, people with disabilities (and people in general) will be able to optimize their focus throughout a long event if there are regularly scheduled breaks.Minimize Use of Perfumes and Fragrances: Do Your Best
This recommendation is particularly important for accommodating some autistic individuals who may be hyper-sensitive to prominent scents.Ensure Someone Is Available to Bring People Food: Be Prepared (Depends on the Size of the Room)
If food is being offered to guests and there are wheelchair users or Blind people attending your event, it may be easier to have someone available and specifically designated to bring those individuals food instead of having those individuals navigate to a crowded buffet table.Stock Up on Flexible Straws: Be Prepared
This recommendation is another seemingly small and easy-to-miss step, but it can make an important and positive difference for some of your guests. Flexible drinking straws (the kind that bend at the top) are hugely helpful for people who are quadriplegic, especially if single-use water bottles, etc., are being offered. Metal and paper straws are not valid substitutes; neither metal nor paper is flexible, and the former can cause injuries while the latter can easily fall apart. Biodegradable plastic straws are usually fine, but they have the potential to trigger an allergic reaction.
Accessibility Services: Be Prepared
American Sign Language Interpreters
American Sign Language (ASL) interpreters are crucial for Deaf individuals to be able to access any spoken information. If you are holding a large public meeting or event, or you know that anyone who is Deaf that may be attending, you should book an interpreter preemptively. Otherwise, provided that you are promoting your event six or more weeks in advance, you can wait for one of your guests to request an interpreter. The national interpreter shortage frequently necessitates that you request an interpreter at least one month in advance of your event. The cheapest option, usually, is requesting interpreters through a state agency; in Massachusetts, that would be the Commission for the Deaf and Hard of Hearing. Rates vary depending on interpreters' expertise, but they typically fall within the realm of US$50 to 60 per hour. Sometimes, mileage are assessed for in-person events. Keep in mind that for longer events or one with larger crowds, you may need multiple interpreters. If you're in a pinch and need an interpreter within the month, you can sometimes find one on shorter notice through private companies; in Massachusetts, the main service provider is Partners Interpreting. Expect to pay two to three times as much as you would for a state agency-assigned interpreter when going through a private companies. Even so, you may need to provide at least two weeks' minimum lead time for a private interpreter.
Important Note: If you're using interpreters at your event, try to have only one person speaking at once; cross-talk makes interpreters' jobs very difficult!
Communication Access to Real-Time Transcription
Not all Deaf and Hard of Hearing people use ASL interpreters; some prefer Communication Access to Real-Time Transcription (CART), which involves a typist using a keyboard similar to a court stenographer's and projecting the words presented onto a screen as captions. Sometimes, CART can be an acceptable substitute if ASL is not available. CART is not recommended for artistic performances. Requests usually are directed to the same agency that handles interpreter requests, and these agencies can often get back to you more quickly about CART availability: www.mass.gov/eohhs/gov/departments/mcdhh/request-an-interpreter.html
Personal Care Attendants
Occasionally, people with disabilities will request that a Personal Care Attendant (PCA) to be present at your event to assist with basic needs. If this happens, the best approach to ask the relevant guests what the PCA is specifically needed for and then to contact a local independent living center and enlist their help in accommodating your guests' needs. Sometimes, you will come across a guest request that you will not be able to satisfy, but always make your best effort to fully accommodate each of your guests.
Resources
When in doubt, reach out! There are lots of disability organizations who can help you with your event. Every municipality in the United States should have a disability commission, and your local commission may be able to support you in identifying accessible venues, spreading the word, getting acquainted with local service provider "lay-of-the-land," and making productive referrals. The resources listed below are specific to Massachusetts, but similar organizations exist in most states. A local independent living center (ILC) is usally a good place to start.
Independent Living Centers
Independent Living Centers are direct service providers that also engage in political advocacy. They're well-connected to local services and supports and are usually quite willing to assist you with your event.
The directory for all lLCs in Massachusetts can be found at: www.masilc.org/membershiP/cils.
In Boston, there is one ILC: the Boston Center For Independent Living (bostoncil.org)
New England ADA Center
The New England ADA Center (www.newenglandada.org) is the best place to go with questions about physical accessibility. The Center can support you with finding and booking accessible event spaces. The Center also helps to design buildings and consumer products to be maximally accessible.
Disability Law Center
The Disability Law Center (www.dlc-ma.org) is the expert on the law as it affects people with disabilities and is a great place to go if you witness or experience discrimination. The Disability Law Center is also well-armed to fight back against ableist policies using a wide body of credible evidence and reasoning.
DPC
Disability Policy Consortium (our website!) is a great place to go to if you need to get the word about your event out to the disability community, since our newsletter is widely read. We're also the experts on the healthcare bureaucracy for people with disabilities, if that's something you ever need information about.
