Meetings, Conferences, etc. Inclusive Events Meetings, Conferences, etc.

Barriers barrier | noun something (such as a fence or natural obstacle) that prevents or blocks movement from one place to another a law, rule, problem, etc., that makes something difficult or impossible something that makes it difficult for people to understand each other -Merriam-Webster’s Learner’s Dictionary

But How Do You Get to the Counter?, Jesse Scott, Creative Commons Physical Barriers But How Do You Get to the Counter?, Jesse Scott, Creative Commons

Accessibility on the Web, ITU Pictures, Creative Commons Virtual Barriers Accessibility on the Web, ITU Pictures, Creative Commons

Make it Truly Inclusive May be step beyond legal requirements Legal requirements just remove most barriers Inclusive is more proactive Lots of people with disabilities that want or need to participate, but cannot Lots of people that don’t have disabilities that benefit PWD are a big market, and it’s getting bigger as baby boomers age On last point, more people in the event means more speakers/meeting organizers get more of their message out And, think about how just basic accessibility steps can make your event better for everyone: Ramps, elevators and clearance in aisles, doorways and hallways makes it easier on presenters, trainers and exhibitors Accessible technology means fewer individual accommodations for people that need them Accessible environments are flexible! Let people consume accessible tech on their devices, or use a variety of mobility devices without need to reconfigure space on demand

Including people with disabilities in your meeting, conference or event Injecting Access into All Aspects of Event Planning and Hosting

Relationships Include people with disabilities in evaluations Physical locations Technology Train staff in disability etiquette

Location, Location, Location Accessible to Americans with Disabilities Act (ADA) standards Parking Entrance, including path of travel from parking Doorways Bathrooms Drinking fountains ADA 2010 Standards http://www.ada.gov/2010ADAstandards_index.htm

Before You Sign that Contract Include requirement for accessibility Physical: ADA, Architectural Barriers Act, etc. Technology: Oklahoma Electronic and Information Technology Accessibility (EITA), Section 508, Web Content Guidelines 2.0 AA, etc. Build in ways to check in advance Physical site survey Include people with disabilities Technology accessibility review Live or paper-based

Accessible Invitation and Information Meeting planning and scheduling Informational web sites Telephone communication TTY? Relay service? Social media

Advanced Registration Registration website Web? PDF? Registration telephone number TTY Relay service Ask for accommodations up front

On-site Registration Kiosk Alternative format for paper Large print Braille Assistance available and prepared

Room Configuration Enough space for wheelchair travel Room under table for wheelchair Seating for personal attendants Enough room for Communication Realtime Access Translation (CART) provider Account for your presenter, trainer or speaker’s needs

Audio and Visual Assistive listening devices available from venue? Provided by you? Experience with on-site or remote CART at venue? Use the microphone! (Audience, too) Alternative format (Braille, large print) available Accessible presentation slides

Accessible Slides Color contrast Color use Flashing or animation Multimedia

Food Service table height Avoid tiered setup Servers available Account for dietary restrictions Avoid common, high risk foods Shellfish or peanuts, for example Staff is prepared

Accommodations for People with Communication Disabilities

Ask in Advance Specific alternate formats Braille Large print Accessible electronic Specific communication aids and services Translator CART Listening device Diet Vegetarian Gluten free

For People Who are Deaf or Hard of Hearing Communication etiquette Ask for repetition, don’t assume understanding TTY Staff know how to use device Multimedia has captions Specify sessions with CART if you have a multi-track event

For People who are Blind or Have Low Vision Large print, on hand Program, agenda in particular Legible fonts Digital versions accessible WCAG to ICT guidance (https://www.w3.org/TR/wcag2ict/)

Personal Assistants and Service Animals As important to someone with a disability as a mobility device Typically, don’t charge personal assistants Unless they participate in program or earn CEU’s, etc. Allow service animals Fact sheet on service animals under the ADA (https://www.ok.gov/abletech/Workforce_for_All/Service_Animals_in_the_Workplace.html) Staff trained

Tips for Speakers and Trainers Face audience Lip reading Repeat questions when no audience microphone Also handy if streaming or in meeting with phone participants Describe visuals How would you describe it if on the telephone? Speak at medium rate Spell out acronyms the first time Account for different ways of audience participation Summarize responses to questions asked of audience “About 25% of the audience indicated ‘Yes’”

Much More Information Brand new Workforce System Guide to Planning Accessible Meetings, Events and Conferences http://workforce-access-for-all.org/ Thanks to Mid-Atlantic ADA Center! Includes details and tips Includes a quick checklist

Questions? Rob Carr, Accessibility Coordinator rgcarr@okstate.edu Oklahoma ABLE Tech Oklahoma State University 1-888-885-5588 @OKABLEtech, @rgcarrjr on Twitter