The ADA Coordinator’s Office is available to assist members of
The Ohio State University community in planning events.
Holding a Meeting? Planning an Event?
Disabilities result when physical and mental impairments interact with the environment to cause barriers. For example, impaired walking becomes a disability when stairs or long distances must be negotiated; impaired hearing becomes a disability when there is a high level of ambient noise and all information is presented verbally; impaired vision becomes a disability when all information is presented in standard-sized print.
Disabilities present themselves in many forms. Some disabilities are visible, others invisible. They may be permanent or temporary, psychological or physical, severe or mild, or based on a combination of impairments. A person can be young or old, be born with an impairment, or acquire one as a result of an injury or chronic illness.
It is university policy, and it is the law. The 1990 Americans with Disabilities Act (ADA) protects the rights of people with disabilities to participate in public events. Beyond that, it is simply the right thing to do.
The following tips on planning meetings, conferences, health fairs, and other events will help ensure that everyone can participate. The environment can be controlled to minimize barriers. The key is to plan early, ask early, and ask the right questions.
One size never fits all, and no two meetings—or attendees—are ever the same. Thoughtful planning will minimize surprises and allow you to respond to requests efficiently. There is no substitute for asking participants early in the planning to let you know what they need.
When budgeting for meetings or conferences, don’t forget to list accommodating people with disabilities as a budget item. For instance, you may need a sign language interpreter, captionist, assistive listening devices, or media in an alternate format (e.g., handouts in large print or Braille). If you are hosting an event that is open to the public and you have financial needs, support is available through the ADA Coordinator’s Office.
When you plan for moderators, facilitators, and registration attendants, identify people who can volunteer as readers and guides and who can perform other functions to accommodate those with disabilities. These volunteers should be included in staff orientation and have training on how to work with people with disabilities.
Conduct an on-site visit to the event facility to determine if there are barriers to accessibility. Even when a facility says it complies with the Americans with Disabilities Act, you need to check to ensure that there are no last-minute surprises. Consider barriers that may affect those with a wide range of impairments (e.g., visual, hearing, and mobility) in a wide range of areas, including:
Let participants know right up front that accommodations can be made for a variety of needs. Including an accommodation statement on all of your communications—registration forms, flyers, web pages, e-mail, printed pieces, faxes, computer or print advertisements, etc.—will help you communicate this clearly and frequently.
If your office doesn’t have a standard statement that asks participants to make requests for accommodations, feel free to incorporate this example into your communications: “To ask questions about accessibility or request accommodations, please scontact (name) at (include phone and an e-mail address so that someone with a hearing or verbal disability can make inquiries). Two weeks' advance notice will allow us to provide seamless access.”
The person or office sponsoring the event should be assigned as the contact. If questions arise that do not have a ready answer, the ADA Coordinator can assist in locating resources and providing accommodations.
Also keep in mind that promotional materials should include photos of individuals with disabilities as well as the appropriate standardized symbols. This implies a commitment to ensuring all participants an accessible conference or meeting. These materials should be available in alternative formats, such as Braille, large print, or computer disk and include the appropriate standardized symbols.
Your registration form must ask whether assistance is needed. Feel free to use one of these sample statements:
I will need the following accommodations to participate:
Being prepared can help you handle the unexpected. The resources listed below can help you avoid or rectify common problems.