University Of Wisconsin - Madison Americans With Disabilities Act (ADA) Conference Planning Guidelines
The Americans with Disabilities Act of 1990 (ADA) is a civil rights law for people with disabilities. It is a national mandate for Americans to integrate people with disabilities into the mainstream of society. The ADA is not an affirmative action law; it is an anti-discrimination law. The law prohibits excluding people from jobs, services, activities or benefits based on disability. The law provides penalties for discrimination
There are five major Titles in the ADA. Title I deals with employment issues and practices. Title II contains provisions for government entities in two parts. Part A requires that programs, services and benefits be accessible to people with disabilities; Part B requires access to public transportation. Title III is about Public Accommodations, and is for the private sector. Title IV has requirements for telecommunications providers. Title V contains miscellaneous provisions, including language on Alternate Dispute Resolution.
The purpose of this document is to provide guidance to UW Madison employees who are responsible for planning and/or hosting conferences, seminars, workshops, meetings and other gatherings. These guidelines provide assistance in complying with ADA Title I and Title II requirements. If you follow these guidelines when planning a conference and provide the requested accommodations, you will be showing a good faith effort in complying with the Americans with Disabilities Act (ADA).
The guidelines include sections on advertising/promoting the conference, adapted transportation and lodging, planning checklist, the registration form, accommodation questions, making audio tapes, large print, resources, a glossary and references.
NOTE: Some pages of this document are developed as graphic displays and are visible only as an .ep or .eps file if viewed electronically. If you can only access this file via gopher (ASCII), ask for a hard copy so you can see the document in its entirety. Information on how to get a hard copy is provided at the end of the document.
Alternate Formats
When alternate formats are requested, you must be prepared to have alternate formats available. Alternate formats include large print, audio tapes, Braille, computer diskettes, or use of an interpreter for hearing impaired. The format preference of the requester needs to be considered. Refer to the following sections for specific guidance on alternate formats: Accommodation Questions, Making Audio Tapes, Large Print and Typefaces.
Promotion/advertising of conference
When promotional materials for the conference will be distributed through the formal media (newspapers, journals, magazines, radio, television), both written and audible formats must be used. This means advertising on the radio in addition to newspaper ads. Printed brochures and any other form of written announcement must state "If you need this information/brochure in alternate formats, call (number, including a TTY number)."
Adapted Transportation
You are responsible for seeing that adapted transportation is provided under the following circumstances:
____Registrants are expected to come to the conference from out of town.
____The lodging site and the meeting site are in separate locations.
____There is a field trip or other event scheduled that will take conference participants away from the meeting and/or lodging site.
If any of the conference registrants request adaptive transportation, you are responsible for seeing that adaptive transportation is provided from public transportation depots/terminals to the lodging and meeting site(s) and between the lodging and meeting sites when applicable.
Responsibilities of meeting site management.
When the lodging or meeting site provides ground transportation or other transportation, the lodging or meeting site management must also provide adaptive transportation. It is your responsibility to ensure that the lodging or meeting site management will provide adaptive transportation if requested. If the lodging or meeting site does not provide ground transportation, the site does not have any transportation responsibilities.
Your responsibilities
When the lodging or meeting site does not provide ground transportation, it becomes your responsibility to see that adaptive transportation is provided when it is requested.
If other conference attendees will be providing their own transportation, you must be prepared to tell those who need adapted transportation how to make arrangements for adapted transportation. You will need to know if the conference city has adapted public transportation available and how to access this service. You will also need to have information on reliable private transportation providers.
If you are arranging for transportation, including transportation for field trips, it is your responsibility to ensure that adapted transportation is available when requested.
Accessible Parking
If participants will be driving to the conference, it is your responsibility to ensure that adequate accessible parking is available for attendees. If the meeting site has parking available, the meeting site management is responsible for providing accessible parking.
NOTE: If a large number of attendees request accessible parking, the meeting site management may not have an adequate number of accessible parking stalls. Work with the meeting site management to find additional accessible parking close to the meeting site. Accessible parking at a remote site is allowable provided adapted transportation is provided between parking and the meeting site.
If the meeting site does not offer parking, be prepared to direct people to accessible parking sites. There must be a safe, accessible path of travel between the parking spaces and the entrance to the meeting/lodging site.
Valet Parking
If the meeting site or place of lodging has valet parking, they should also have some spaces available where people who drive adapted vehicles can self-park. Most people do not know how to drive (or cannot safely drive) adapted vehicles. There must be a safe, accessible path of travel between the self-parking spaces and the entrance to the meeting/lodging site.
Lodging
If you are providing a block of rooms for participants, you are responsible for seeing that the lodging site is accessible and able to provide requested lodging and food accommodations. You are NOT responsible for lodging accessibility if conference participants make their own lodging arrangements. CONFERENCE PLANNING CHECKLIST
When talking with lodging/meeting site management:
____Do not ask if the site is wheelchair accessible. Do ask HOW a person who uses a wheelchair can get into the building or into a room.
____Do ask if rest rooms serving the meeting area and banquet hall have been adapted for use by people with disabilities.
____If an on-site inspection is not planned and you have received specific accommodation(s) requests, ask the site management HOW they plan to provide the requested accommodations.
When arranging a meeting room (or telling the meeting site management how to arrange the room):
____Leave space for wheelchair seating, when open to the public or when people who use wheelchairs have registered.
____Provide a place for the sign language interpreter(s) when interpreters have been requested. You must provide interpreters for events open to the public when there is no preregistration.
When there is an exhibit area:
____Remind exhibitors to be prepared to provide printed handout materials in alternate formats should alternate formats be requested in advance. When a conference is open to the public, exhibitors must be prepared to respond to requests for materials in alternate formats. This can be accomplished by having attendees indicate their format preference and then mailing the material to the requester.
____Insist that the arrangement of the exhibit area provide access as
required by the local fire authorities.
____Insist that the exhibitors refrain from having their booth/space protrude
into the designated walkway to avoid safety hazards.
When there is child care and/or guest programs and/or social activities involved:
____Be prepared to respond to accommodation requests for these activities in the same manner that you respond to requests for the conference.
CONFERENCE REGISTRATION FORM
This form can be used for all conference registrants.
(name of conference)
Conference dates:_______________________________________
Name:______________________________ Title:______________
Institution/Business:___________________________________
Address:___________________________ Phone:______________
___________________________________ Zip:________________
Lodging Disability Accommodation Needs (responsibility of the lodging site to provide)
_____ On site TTY/text telephone _____ Widened doorways
_____ Handrails in bathroom _____ Shower chair
_____ Shower bench
____ Lift-equipped transportation
_____ Dietary restrictions (explain)
___________________________________________________________
_____ Other (explain)
___________________________________________________________
If you are a person with a disability and DO NOT want to disclose your name to the lodging site management for emergency purposes, check here:
_____
Note:If lodging provides ground transportation, adaptive transportation must also be provided by lodging management.
_____ I am driving an adapted van to the conference, need van accessible parking.
If you are driving an adapted van to the conference and do not want a valet to drive your vehicle, please check here:
_____
Conference Disability Accommodation Needs (A * means it is the
responsibility of the lodging/meeting site; no star means it is the responsibility
of the conference planners to provide. It is always the responsibility
of the conference planners to ensure that the requested accommodations
are responded to.)
To participate in the program I will need:
_____ Lift-equipped transportation between lodging site and meeting
site
(See commentary on adapted transportation, above.)
_____ Oral interpreter _____ Tactile interpreter
_____ Braille materials _____ Large print materials
_____ Materials on computer disk
_____ Audio taped materials
_____Macintosh _____DOS _____ Signed-English interpreter
_____ ALD/Assistive Listening Device*
_____ ASL interpreter
_____ Orientation & Mobility Specialist for meeting site and guest rooms*
_____ Information for users of service animals*
_____ Sighted guides for assistance to/from specific sessions
_____ Other conference accommodation (explain)
___________________________________________________________
ABOUT ACCOMMODATIONS
Do I need to have all these accommodations available?
You do NOT need to have all these accommodations ready at all times. Accommodations
are to be provided on request. Some accommodations, such as interpreters
and handout materials in alternate formats, must be available for those
parts of the conference open to the public (such as an exhibit area) or
when a majority of attendees will not pre register.
What are my responsibilities when a person registers at the site
and requests an accommodation at that time?
When most attendees pre-register but you also allow on-site registration,
you must address the accommodation needs of those who pre-registered AND
who notified you prior to the conference that accommodations were needed.
Accommodations for those who register at the site or those who make their
needs known for the first time at the site should be met to the extent
possible. For example, you may be able to use the site management's copy
machine to create large print materials; however, it would probably not
be possible to engage an interpreter at such a late time.
What if I need to send materials in alternate format to someone prior
to the conference (such as registration materials)?
Print materials in alternate format for persons with disabilities can
be shipped through the U.S. Postal Service free of charge. On the
package, put the following: FREE MATERIAL FOR PEOPLE WHO ARE BLIND OR
PHYSICALLY DISABLED. NOTE: The shipment may be delayed, so if time
is important use standard methods for shipping, including paying for postage
and handling. Do NOT use the phrase "FREE MATERIAL...." unless you will
ship for free.
What else might I do to make the conference more accessible to all
participants?
It may help you to know what the local resources are. If you can, find
out about alternate providers of wheelchair accessible transportation;
interpreters; where someone can have a wheelchair repaired. Make sure
that someone from your organization is familiar with the audio visual
equipment that will be used. Arrive at the site early to give you time
to solve last minute problems. Double check to make sure that site management
has set up the meeting rooms the way you requested. Consider holding a
sensitivity training session for conference organizers and workers so
all become more comfortable working with and serving people with disabilities.
A good resource for local information is the closest Center for Independent
Living. Access to Independence, the Madison Center for Independent Living,
can direct you to similar centers in other cities. Call 242-8484 (voice)
or 242-8485 (TTY). MAKING AUDIO TAPES
WHAT:All print materials can be placed on audio tapes.
NEED:Cassette recorder, blank cassette tapes, person to do the
reading.
SUGGEST using 4-track recorder, which permits more information to be included
on a standard cassette tape.
STEPS:
-
Let the leader tape run through, then wait another 30 seconds before beginning.
-
State the cassette number, then wait 15 seconds.
-
State the title, author, publisher (or source for a brochure).
-
Next, ALWAYS state the following: Copyright (year). Recorded solely for use of blind and physically disabled individuals with the kind permission of the copyright holder. Recorded by (your name).
-
For subsequent tapes/tracks: State title, author, cassette number, and if appropriate the title of the article and/or page numbers.
-
At the end of each side of the tape, state: End of side (number) on page (number).
-
At the beginning of each section state: page number, chapter number and name, number of print pages in the section.
-
State the page numbers at the beginning of each print page.
-
State "heading" or "subheading" when appropriate.
-
Read, then spell out a name the first time it appears. Spell out all foreign, unfamiliar, or hard to pronounce names.
-
Use the inflection of your voice to indicate short italicized sections and single words and short phrases in quotation marks or parentheses. For longer citations, read "quote...end quote" or "parenthesis...end parenthesis".
-
Read footnotes and end notes immediately following the end of the sentence in which the note number occurs. State "Note (number)...end note". Then go on with the next sentence in the text.
LARGE PRINT
Standard documents are typically 10 or 12 point type (this paragraph is 12 point). Large print documents should be sans serif (see next section).
This is 16 point type, which is the recommended size of type for large print format. Use 16 point type for large print formats unless there is a request for a specific type size. This is the size of type that should be requested of vendors.
This paragraph will show you what people with visual impairments would like to see in printed materials. There is one other enhancement that would make this paragraph easier to read. It is called leading (pronounced: ledding). This paragraph is now using leading; can you see the difference? Leading is an old typesetting term that means adding extra lead, or spacers, between lines. Leaded lines give a little more white space around each line of letters, which makes reading easier.
This is 18 point type; it is used for headers when 16 point type is used in the body of the text.
This is 14 point type, used in headers for standard size type and sometimes for large print materials. This size is not large enough for many people.
This is 12 point type and standard leading. To do leading in WordPerfect (DOS) do the following: SHIFT F8 Format; 4 Other; 6 Printer Functions; 6 Leading Adjustment. Default is 0", 0". The leading setting .02", 0", used in this paragraph, is the leading setting suggested for most circumstances. For Word Perfect for Windows, go to Format, Typesetting, Word/Letter Spacing, Adjust Leading (lower right corner of dialogue box). Click on Adjust leading, set to 0.02. Save bold for highlighting, just like you would for other work.
(This is 10 point type) Use the computer, not the copier, to get large print if at all possible. If the copier must be used, enlarge to 150% (for standard typewritten materials) and manually adjust copier to achieve best contrast. Do use black print on white or yellow paper for best contrast. TYPEFACES FOR ALTERNATE FORMATS: SERIF AND SANS SERIF
A serif is an embellishment on a letter. Serif type is easier to read for most people, including many people with learning disabilities. Sans, a French word meaning "without", indicates that the embellishments are missing. Sans serif type is easier to read for people with visual impairments and some people with learning disabilities. Sans serif type should be used for large print documents and when requested as an accommodation. Standard materials should be serifed.
The typeface used here is called New Century Schoolbook; it is a serif style of type. The typeface used in the previous section is called Helvetica; it is a sans serif style.
Examples of sans serif are Univers and Helvetica.
Examples of serif are CG Times, Palatino, New Century Schoolbook, Bookman
and Courier. Look at the examples of letters below:
Ff Gg Kk Rr Tt Aa Ee Ii Oo Uu Mm
Ff Gg Kk Rr Tt Aa Ee Ii Oo Uu Mm
TYPEFACES FOR ALTERNATE FORMATS: KERNING
Typefaces that are kerned give each letter only the amount of space that is needed. Kerning makes more efficient use of the page. Kerned typefaces are easier to read. Non kerned typefaces give each letter the same amount of space, an "i" takes up just as much room as an "m".. Kerning is very helpful to people with learning disabilities.
This is Courier typeface. It is not kerned. Type help milk
This is New Century Schoolbook typeface. It is kerned. Type help milk
Courier cannot be kerned. The other typefaces mentioned above can be kerned or may be left un-kerned. To invoke kerning in WordPerfect (DOS): SHIFT F8 Format; 4 Other; 6 Printer Functions; 1 Kerning; Yes. In Word Perfect for Windows, go to Format, Typesetting, Word/Letter Spacing. At the bottom of the dialogue box, click on Automatic Kerning.
IF VIEWING THIS DOCUMENT ELECTRONICALLY: See the end of this document for information on receiving a hard copy version, which will allow you to see the differences in typeface and the leading examples on the previous page.
RESOURCES
More detailed resources
If you regularly organize conferences and seminars, the following publications
are recommended as resources:
-
Accessible Meetings and Conventions by Jane E. Jarrow, Ph.D., CAE and Ciritta B. Park, 1992, from The Association on Higher Education And Disability (AHEAD), P.O. Box 21192, Columbus, OH 43221-0912; 614-488-4972 (V/TTY). Cost is $20 for members, $25 for non-members, postage and handling included. The University of Wisconsin-Madison is an institutional member. This publication is especially recommended when lodging is a component of the conference.It includes a site inspection checklist, guidance on working with people who are deaf or hard of hearing (including a primer on TTY use), guidelines for producing alternate format materials, and a list of resources.
A Guide to Planning Accessible Meetings by June Isaacson Kailes and Darrell Jones, 1993, from ILRU Program, 2323 S. Shepard, Suite 1000, Houston, TX 77019; 713-520-0232 (voice), 713-520-5136 (TTY). Cost is $25, postage and handling included. It includes contract negotiation tips for acquiring the meeting site, samples of accessibility policies, how to assess a meeting environment for potential "triggers" of Environmental Illness, and good information on Assistive Listening Devices.
Site accessibility
(State) Executive Order 120 mandates state-sponsored (i.e., UW sponsored)
conferences and seminars be held in an accessible site. For conferences
held on campus, see below. For conferences held off campus, consult the
Guide to Accessible Meeting Sites. Contact the UW resource listed at SITE
ACCESSIBILITY/CAMPUS for information on how to access this guide.
UW Resources
TRANSPORTATION: UW Transportation Services 263-6666 (voice/TTY), 265-3424
(FAX)
SITE ACCESSIBILITY/UW-MADISON CAMPUS: Please use the email address if at all possible: accessibility.fpm@mail.wisc.edu (on the email mailing list it is FPM, Accessibility, or contact the UW Facilities Accessibility Specialist 262-8419 (voice) or 265-5147 (TTY); 265-3139 (FAX).
OTHER QUESTIONS: UW Facilities Accessibility Specialist (see above) or the Office of Affirmative Action and Compliance at 263-2378 (voice), 263-2473 (TTY).
GLOSSARY
Adaptive transportation: This can mean a lift-equipped vehicle; a vehicle capable of handling non-standard wheelchairs; and/or a transportation service with staff trained to serve people who cannot travel independently (some people with visual or cognitive impairments).
ALD: An Assistive Listening Device (ALD) amplifies the speaker's voice for people who have hearing loss. Ask meeting site management if ALDs are available. In the near future Facilities Planning & Management will have portable ALDs for campus use.
Alternate Format: This is material that is in large print, audio tape, Braille or computer disc format.
ASL interpreter: This person interprets spoken English into American Sign Language, the sign language used by some people who are deaf or hard of hearing.
Audio taped materials: There is a standard method for producing audio tapes for people who are print impaired. See the attached guideline, "Making Audio Tapes".
Braille materials: Materials provided by the conference planners need to be in Braille IF someone has requested that format. You can contact the Volunteer Braillists for small amounts of material and for guidance on getting larger amounts Brailled. The campus Facilities Accessibility Specialist can also give guidance on getting materials translated into Braille. It is anticipated that in the near future there will be equipment on campus to produce Braille. Brailled materials must be in Grade 2 Braille; Brailled materials should be proofread by a Braille-literate person prior to distribution.
Large print materials: 16 point type is the standard size to use for large print. Use the computer, not the copier, to get large print if at all possible. If the copier must be used, enlarge to 150% (for standard typewritten materials) and manually adjust copier to achieve best contrast. Use black print on white paper; yellow paper is also acceptable.
Materials on computer disk: Provide materials in ASCII format. Use double-sided, double-density disks. Provide materials in DOS unless a person requests otherwise. Provide materials on both 5 1/4" and 3 1/2" disks.
Oral interpreter: A person who explains what is happening to someone who is blind or who has limited vision. For example, a video will be shown that has limited conversation but lots of movement. The oral interpreter would explain the actions on the video to the person with limited or no vision.
Orientation & Mobility Specialist: This person shows a person
who is blind or who has cognitive disabilities around the lodging and/or
meeting site(s), to familiarize
them with the facilities.
Service Animals: These animals provide assistance for people with blindness, deafness and mobility limitations (i.e., dogs, monkeys, parrots). Federal laws permit service animals to accompany people with disabilities into most locations, including restaurants. The lodging and/or meeting site(s) should be prepared to welcome certified service animals and to give people who use these animals necessary information such as where to toilet the animal. People who use service animals will have record of certification with them.
Sighted guides: When the conference entails moving from session to session, guides are necessary for persons who are blind or who have cognitive disabilities to help them move safely from one session to another.
Signed-English interpreter: This person interprets spoken English into signed English, the sign language used by some people who are deaf.
Tactile interpreter: A person who interprets for an individual who is deaf-blind. The interpreter will sign (or translate) to the person by touch.
REFERENCES
The Association on Higher Education And Disability (AHEAD), conference materials and the publication Accessible Meetings and Conventions by Jane E. Jarrow, Ph.D., CAE and Ciritta B. Park, 1992.
A Guide to Planning Accessible Meetings by June Isaacson Kailes and Darrell Jones. ILRU Program, 1993.
"Rethinking Accommodation", The Disability Rag, November/December 1993,
pages 14-24 and responses, January/February 1994, pages 2 and 28.
University of Wisconsin - Madison Americans with Disabilities Act (ADA)
Conference Planning Guidelines © 1994 by the Board of Regents of
the University of Wisconsin System.
Prepared by Nancy Malz, Disability and Personnel Specialist, Office
of Affirmative Action and Compliance, and Marcia Carlson, Facilities Accessibility
Specialist, Facilities Planning and Management.
Issued April 22, 1994
Revised November 22, 1994
Revised August 22, 1995
Revised October 3, 1995
For additional copies contact:
Marcia Carlson, Facilities Accessibility Specialist
Facilities Planning and Management
9th floor, WARF Building
610 Walnut Street
Madison, WI 53705
(608) 262-8419/voice
(608) 265-5147/TTY
(608) 265-3139/FAX
email: accessibility.fpm@mail.admin.wisc.edu
Material in this publication may be copied for use by nonprofit educational or governmental institutions, provided copies are distributed at or below cost, proper notice of the copyright appears on each copy, and acknowledgement is made to the Office of Outreach Development.