ADDC Accessible Event Tips and Checklist Tips for organising an accessible event. Welcome to this presentation – How to plan an Accessible Event. We will be looking at some helpful tips and going through checklists to assist you when planning or organising such an event. This presentation will help you to understand how important it is to be inclusive in every aspect of our work at CBM. Everyone should feel included in an event or meeting and most especially here at CBM as a disability organisation

Rights Based Approach to Meetings Planning an accessible event? Not sure where to begin? Need some useful tips? Ensure everyone is included. Ensure participants enjoy the experience. Sometimes all it takes is a little forward planning and preparation CBM has facilities that cater for people with disabilities, especially now we are converting the ground level storage room into a meeting room. On completion of this project, we will not only have another bookable meeting room resource for CBM use and for potential external disability groups, but most importantly, we will have achieved a better option for the safe evacuation of ‘multiple’ wheelchair users from our building. We also have Braille signage on our kitchen drawers and the lift , we also have provision for wheelchair access under the kitchen benches and accessible taps - not all buildings are so well advanced in terms of accessibility. Useful Guide developed by Meetings and Events. Accessible Events - A Guide for Organisers: http://www.meetingsevents.com.au/downloads/Accessible_Events_Guide.pdf

Rights Based Approach to Meetings Objective: to organise meetings and events that are accessible to persons with disabilities Expected result: persons with disabilities can access and participate in meetings and events organised Acknowledge: CBM’s Inclusion Made Easy – a practical resource with information to assist organisations to meet the expectations or persons with disabilities and enable them to participate in meetings and events

Disability-Inclusive Consultations and Events Ensure all community members are able to access venue space, instructions and presentations; making consultations and events disability inclusive. Many people with a disability will not be identifiable and may not elect to disclose their disability so it is important to be as inclusive as possible at all times. Acknowledge: CBM’s Inclusion Made Easy All events should be disability inclusive, some disabilities are not easily identified therefore it is important to be as inclusive as possible at all times.

Preparation and Invitation Provided in alternative formats Registrations in a variety of ways RSVP to include dietary requirements RSVP to include access or signing requests Other: Ensure the venue is accessible Choose an appropriate Caterer Book signing interpreters in advance Invitation- Provide written material for example the invitation and program in alternative formats. Registrations – Include a variety of methods for participants to register, either by telephone, online, email or in writing Accessible Venue: - will be covered later on during presentation Auslan Signing Interpreters: It is advisable to book sign interpreters as soon as the event has been decided, they can be cancelled 24 hours prior to the event if there are no deaf people attending

Promotion Inclusive practice Purpose Develop large size posters with good colour contrast. Use a range of communication modes including print media, radio and community announcements to promote consultations. Identify on promotional information that people with a disability are encouraged to attend. For people with vision impairments. To enable people with different disabilities to access information. To ensure people with a disability feel invited and welcomed to the consultation. Acknowledge: CBM’s Inclusion Made Easy When promoting an event ensure there are different ranges of communication and promotional material to encourage people with a disability to attend and feel welcome.

LOCATION: Proximity to: Airport Restaurants Markets Health services Public transport Choose an accessible location close to amenities

Selecting a Venue Inclusive practice Purpose Identify a location central for community members with a disability. Identify a venue that may already be used by people with a disability. Ensure venue has ramp access, accessible toilets, hand rails, etc. To reduce travel time. To increase familiarity with venue and possible attendance rates. To ensure minimum access requirement for people with a disability. Acknowledge: CBM’s Inclusion Made Easy

VENUE CHECKLIST Accessible: Central location, Accessible car parking, Entrance / Front door access, ramps and corridor widths comply with Australian Standards Lifts Ramps Accessible toilets Rooms Flooring Dog toilet! Not all venues will have all the recommended items, but knowing in advance will enable you to plan ahead as best as possible. Lifts: should have Braille signage and an audible floor announcement Ramp: to stage area: hire a ramp if necessary for presenters who may be using a wheelchair Ramp: to toilets!!! (Parliament House story about the portable ramp that was standing beside the stairs – no-one around to put it up when it was needed)! Accessible toilets: Check that the toilets are accessible, close to room and ensure there is sufficient room to turn around and that doors are wide enough Rooms: Braille signage on doors, sufficient space between tables and aisles for wheelchair access Flooring: should be non-slip, smooth, non shiny, light colour and with tactile indicators – especially on the edge of stairs Check with the management regarding OH&S procedures in the event of a fire or emergency to assist people with disabilities out of the building Dog Toilet: for companion or guide dog need to use a bathroom – it could be a makeshift one in a children’s shell sand-pit (filled with sand) or a designated place in the garden Acknowledge: Australian Network on Disability for some of the recommendations in the checklist - http://www.and.org.au/pages/event-checklist.html

VENUE CHECKLIST Communication: Hearing augmentation system (hearing Loop) installed Braille signage on doors and bathrooms Lapel microphone or an adjustable lectern, sound system Lighting (even lighting throughout the venue) Auslan Sign Interpreters (sufficient area on the stage to ensure visibility) Live captioning (does the venue have broadband access and room for a screen) Written material available in alternative formats, as required , before and after the event (Braille, large print, audio, electronic) Everyone should be able to participate and be included in the meeting: Communicate with the venue prior to booking to ensure they are aware of your requirements – even if they can’t accommodate all your needs it will make them aware for the future! A hearing loop is an advantage to people who are hard of hearing – check if they are working before the event Book an Auslan Sign interpreter – you can always cancel 24 hours prior to the meeting without any charge no deaf people have registered Live Captioning is excellent - especially for a large event and funding allows Provide alternative written material before and after the event – email or post the material in advance and provide the material in large print or Braille Jaws cannot read PDF it needs to be provided in Word format Acknowledge: http://www.and.org.au/pages/event-checklist.html

VENUE CHECKLIST Catering: Refreshment tables/buffets accessible to wheelchair users Table height accessible to wheelchair users Individual dietary requirements catered for Food types, textures and implements Acknowledge: http://www.and.org.au/pages/event-checklist.html Dietary requirements should be advised and catered for accordingly seating arrangements to include everyone. Ensure people with specific food types can be catered for accordingly – they may require certain textures and a different type of cutlery or implements – even a drinking straw can made all the difference for some people.

Seating Inclusive practice Purpose Provide option of front row seating for participants with a disability (optional only – dependant on individual preference). To ensure participants using sign interpreters have unobstructed viewing. To allow for participants with vision impairment to have potential access to visual content. To allow people with mobility disabilities to avoid stairs (if tiered seating). Ensure wide walkways between and around chairs. To enable ease of mobility for people in wheelchairs and with walking frames. Acknowledge: CBM’s Inclusion Made Easy Ensure people who are deaf have provision to sit at the front Check the scope of the hearing loop and provide a diagram or map to anyone who is hard of hearing Ensure people with mobility disabilities do not have to negotiate stairs Check the space between the aisles or walkways if there are people using wheelchairs, make provision by removing chairs Always ask the person where they would prefer to sit – don’t just assume they would like to sit at the front

Examples of Accessibility Doors: can be very heavy, an automatic door is preferable or a door that has a magnetic catch to keep the door open for people who are wheelchair users Accessible showers: A wet bathroom is preferable, no lip on access to the shower area, taps with arms/handles instead of a knob, seat in the shower, shower hose

COMMUNICATION Acknowledge: CBM’s Inclusion Made Easy Inclusive practice Purpose Address the person with a disability and not their carer or guide. To acknowledge the contribution and value of the person with a disability. Voice all printed / visual information. (Provide verbal descriptions of content being discussed – don’t point or show objects without auditory description). For audience members that have difficulty following visual content such as those with learning disabilities, intellectual disabilities or vision impairment. In question time have one speaker at a time. Especially useful when using interpreters as they can only interpret for one voice at a time. Will assist with participants with auditory processing difficulties in comprehending what is said. Will assist with participants with vision impairment in facing towards the speaker. Position yourself at eye level with a person in a wheel chair when talking one on one. This will prevent the person in a wheelchair from straining their neck. Feel free to ask a person with a speech difficulties to repeat if not understood. There is more dignity in this than nodding politely but not hearing what was said. People with speech difficulties are used to repeating from time to time. COMMUNICATION Acknowledge: CBM’s Inclusion Made Easy Always address the person with a disability and not their assistant and position yourself at eye level for a person in a wheelchair Provide verbal descriptions of any written content Speak clearly and don’t be afraid to ask the person with a speech difficulty to repeat if you can’t understand

Communication Inclusive practice Purpose Identify yourself if you are wishing to talk to someone with a vision impairment. Inform the person if you are moving away. Ensures that the individual is aware that you are addressing them. Ensures that the person is aware of your location. Explain acronyms in full when referred to for the first time. For entire audience to clarify context of presentation. To clarify content for participants with hearing impairment. To assist in sign language for finger spelling or signing of full words for interpreters. To assist in identifying terms for those with difficulty with short term or long term memory loss such as those with Acquired Brain Injury (ABI). Acknowledge: CBM’s Inclusion Made Easy Note: Communication tip list (Luke14 has prepared some helpful communication tips and disability terminology) Always treat the person with respect, for someone with a vision impairment inform them of your arrival or departure Don’t use acronyms when meeting someone for the first time – clarify terms for interpreters

Signing Interpreter ADDC: 21st June, 2011 Development For All at Parliament House with Kevin Rudd Note: Auslan Sign Interpreters (always have 2 people if the meeting is longer than ½ hour) Sufficient space for people using a wheelchair There was no stage therefore access to microphone was possible for everyone and leads were taped to floor to avoid accidents We also used a large screen for visuals – this is also helpful for the deaf

Reading Material Lighting Inclusive practice Purpose Provide handouts in large print to all participants (size 16, 1.5 spacing, non gloss paper, black on white or high colour contrast, sans serif font such as Arial or Verdana). For audience members that have difficulty taking notes or viewing overheads or have difficulty reading standard print such as those with a learning disability, intellectual disability, physical disability or vision impairment. Lighting Inclusive practice Purpose Ensure adequate lighting on presenters. Useful for lip reading for participants who are Deaf or hard of hearing and improves visual identification of location of presenters for participants with vision impairment. Acknowledge: CBM’s Inclusion Made Easy Using fonts such as Arial or Verdana is advisable with size 16 print and 1.5 spacing For Power Point presentations preferably use black on white Ensure there is equal and adequate lighting on presenters

Permission to Photograph or Film Sign noting if the event is to be videoed or photographed Filming/Photograph consent form ADDC event signage. Have a ‘Consent to Film’ form available for signing – you will need to ask permission prior to the event if there are politicians or official dignitaries in attendance Place a notice on the registration desk to advise photos will be taken for publicity purposes

Consultation Schedule Inclusive practice Purpose Allow for breaks throughout consultation. Increase time allowance for activities such as meal breaks where relevant. This will allow rest times for people with a disability, carers and interpreters. This will allow additional time for people with a disability to complete care needs. Acknowledge: CBM’s Inclusion Made Easy When preparing the program ensure there is sufficient times allowed for breaks to allow people with a disability, carers and interpreters to have a good break with enough time to rest For more information on Disability- inclusive consultations and events, see http://www.inclusive-development.org/cbmtools/part3/1/Accessiblemeetingsorevents.pdf

Accommodation Checklist What to look for when inspecting accommodation: Location Accessible Parking Entrances, lifts, ramps and corridor widths comply with Australian Standards Automatic doors at entrance Reception accessibility Flooring General space in bedroom Wheelchair accessible bathrooms Hand rails Hand held shower head Shower (freestanding, check if there is step or lip on shower) Floor to bed height Room for hoist under bed Separate bed for assistant Housekeeping (towels at the correct height, refreshments, cups etc accessible) Finding accessible accommodation: Freewheeler is a site to assist those with mobility issues, access to information to help them make informed choices when travelling.   It helps find accessible accommodation and activities around Australia. Freewheeler also provides relevant information and links via its blog http://www.freewheeler.com.au/ Acknowledge: Australian Network on Disability - http://www.and.org.au/pages/event-checklist.html

Care for Dog Guides Most venues have not considered installing an area for dogs to go to the toilet, ask the question before the event. It is amazing the reaction of venue managers when asked ‘do you have a dog toilet’? Even a makeshift sandpit can suffice Also provide a bowl of water, with a sign above (Although I have never been able to figure out how either the dog or the person who is blind can read the sign!!!) Photo courtesy of ADDC Photo courtesy of ADDC

Transportation Inclusive practice Purpose Ensure venue is close to public transport. Provide accessible transportation to consultations for people with a disability if there are not suitable transport options available. To increase access to venue for people with a disability dependant on public transport. To ensure people with a disability can access venue when public transport is not accessible. Helpful tips: Maxi taxi or an accessible bus or shuttle bus may be needed to transport people from the conference venue to their accommodation – hire or book ahead Provide accessible entrance and car parking details and entrance door details prior to the event Acknowledge: CBM’s Inclusion Made Easy Book ahead for a Maxi taxi or an accessible bus or shuttle bus to transport people from the conference venue to their accommodation Provide accessible entrance and car parking details and also the entrance door closest to the room prior to the event It is also helpful to provide alternative car-parking areas within close proximity to the venue prior to the event

Auxiliary Aids and Services: Examples of auxiliary aids and services which may be required include: sign language interpreters assistive listening devices materials in enlarged print, Electronic version (USB or emailed prior to the event) or Braille Examples of auxiliary aids and services which are personal in nature, and may not be required include: hearing aids wheelchairs personal assistants accessible toilets around the city, venue etc There are two types of auxiliary aids –non personal and personal For example you would not provide hearing aids to someone as these need to be personally fitted Likewise for personal assistants as most will bring someone with them to an event However it is advisable to make a list of accessible toilets in the area/city if social activities are included in your event. If possible enlist people to act as assistants (for example at the ADDC Darwin conference I was able to act as a ‘gofer’ for people who could not manage to self-serve their own food and wheel their wheelchair at the same time or carry their own drink to a table) it would be advisable to place some low tables around the room if people are using a wheelchair and need to place their food or drink somewhere)

Mobility Inclusive practice Purpose Do not touch any mobility aides such as wheelchair, long cane or dog guide (unless permitted or requested such as pushing wheelchair or toileting dog guide). Mobility aides are an extension of the individual and are a part of their personal space. Dog guides are working when in harness and should not be distracted. Do not guide someone to a location without first asking. Identify obstacles that may be in the persons way. Identify where a person wants to sit first as they may have their own preferences. To ensure the individual’s safety. Communicate about preferences for human guide for someone with a vision impairment. Each individual will have their own preference, whether they follow or take an elbow and which side they prefer to be on if being guided – this will depend on the person, their level of vision and comfort in the environment. Acknowledge: CBM’s Inclusion Made Easy It is very important to respect people in wheelchairs or who have a vision impairment Do not push the wheelchair or touch the dog guide without permission Always ask someone if they need assistance before doing anything Communicate about preferences on how you should assist in the best way possible

Travellers Aid Australia Travellers Aid provides a guide and buggy service for people who have mobility or vision impairment. Fully-equipped toilets are provided for people with disabilities, Internet facilities at both Flinders Street and Southern Cross services and free personal care for people with disabilities. When you visit us at Flinders Street Station, we can give you the following assistance: Internet access Transport and travel information and short-term luggage storage Mobility equipment (e.g. wheelchair hire) Fully accessible bathrooms, adult-change facilities and a ceiling hoist At Flinders Street Station, the Travellers Aid Access Service (TAAS)  is available Sunday to Thursday: 8am - 8pm and Friday to Saturday: 8am - 10pm. Main Concourse (between Platforms 9 & 10) Flinders Street Station, Flinders & Swanston Sts Melbourne T: (+61 3) 9610 2030 http://www.travellersaid.org.au/ Travellers Aid website: http://www.travellersaid.org.au/ If in Melbourne - there is aid for travellers at Flinders Street Stations and at Southern Cross Station Southern Cross Services provides the following services: A rest area and lounge Free buggy transport through Southern Cross Station for the elderly and people with a disability Public transport information

I appreciated you including me! This was an excellent event! Being organised in advance makes for a much more enjoyable event for everyone, not just for the participants but also for the organisers! Thank you for your attendance, I trust you have learnt something that will benefit people with disabilities who may be attending any event you may organise in the future.