Disability Access @ Stanford - Planning an Accessible Event
I. Legal Requirements
The Americans with Disabilities Act (ADA) of 1990 and Section 504 of the Rehabilitation Act of 1973 require that Stanford University ensure that its programs, services, goods and facilities are accessible to individuals with disabilities.
II. Accommodations and Services
Under Title III of the ADA, a public accommodation must provide auxiliary aids and services to disabled people if necessary for the disabled person to use the entity's goods or services. However, the auxiliary aids and services would not be required if they would "fundamentally alter" the nature of the goods or services, or if they would result in an undue burden.
Examples of auxiliary aids and services which may be required include:
- sign language interpreters
- assistive listening devices
- materials in enlarged print or Braille
Examples of auxiliary aids and services which are personal in nature, and may not be required include:
- hearing aids
- wheelchairs
- personal assistants
III. Announcement Information
Q: How do I know what kinds of disability accommodations to provide at an event?
In order to inform guests/participants about how to request a disability accommodation, it is critical that information be included in flyers, advertisements, or other materials distributed before an event. The announcement should include:
- Who the request should be made to (person or office)
- How a person can request an accommodation (phone, fax, TTY or e-mail)
- By when the request should be made (date, usually at least one week in advance of the event)
Sample:
Disability Accommodations and Services:
If you need a disability-related accommodation or wheelchair access information, please contact _________________(name or office), at ph: _________, fax:________, or e-mail ____________. Requests should be made by _____________(date, at least one week in advance of the event).
If you have any questions about requests or resources for accommodations in response to your announcement, please contact the Diversity & Access Office.
IV. Checklist for Planning an Accessible Event
______ Contact: Did you include an announcement about how to request a disability accommodation in materials printed/advertised (see Section III, above)?
_____ Path of Travel: Is there a step-free route from the parking lot (disabled parking spaces) to the building entrance? Is this pathway clear of obstructions/barriers and suitable in all weather conditions (i.e., rainy/slippery)?
_____ Entrances: Is the primary entrance wheelchair accessible? If not, see "Signage", below.
_____ Signage: If the wheelchair accessible entrance is not the primary entrance, put a sign on the primary entrance saying where the accessible entrance is.
_____ Restrooms: Be familiar with where the nearest wheelchair accessible restrooms are located.
_____ Meeting Setup:
- Rooms/Auditoriums: Are all meeting rooms wheelchair accessible (i.e., elevators available for upper levels)?
- Chair Setup: When a room does not have fixed seats, keep in mind two principles for setting up wheelchair seating locations:
- The number of chairs removed depends on the total seating (see table below); and
- Wheelchair locations should be integrated with other seating areas. (thus, chairs removed should be interspersed - front, middle, back, sides of room, etc.)
| Total Seating Capacity | Required Number of Wheelchair Locations |
|---|---|
| 4-25 | 1 |
| 26-50 | 2 |
| 51-300 | 4 |
| 301-500 | 6 |
| over 500 | 6, plus 1 additional space for each total seating capacity increase of 100 |
- Tables/Information: Tables used for registration, interviewing, information display, or other services/goods should be between 28"-34" from the floor to the top of the table. If guests will be seated at the tables, knee space should be at least 27" from the floor to the bottom of the table.
- Materials: If overhead projections, easels, or dry erase boards will be used, it's helpful to provide everyone with the same information in hard copy format. In addition, some people with visual impairments require the size of type print to be enlarged; having a few copies on hand with 16-point type is helpful.
- Food & Beverages / Info Booths / etc.: Keep the following measurements in mind if you will be providing food or drink, information, registration, use of machines/equipment, etc. at tables or booths:
-
Table height: 28"-34" from floor to top of table. If you must have some foods placed higher than 34", be sure that at least a portion of such foods are available at the lower level.
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Aisles: At least 36" wide for maneuverability, and up to 44" wide if goods/services are available on both sides of an aisle.
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Knee space: 27" from floor to bottom of table, if guests will be using tables for eating, writing, interviewing, receiving services, etc.
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Cables: Covers should be used over electrical cables or cords that must cross over aisles or pathways. Cable covers should be no more than 1/2" thick in order for wheelchairs to traverse across them.
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_____ Overnight Accommodations: If your event requires that participants find lodging overnight in the nearby vicinity, please review our list of wheelchair accessible hotels. You may want to use the International Symbol of Accessibility (see below) to identify wheelchair accessible hotels.
V. Frequently Asked Questions
Prepare your event staff so that they will be able to answer the following frequently asked questions. If you do not know the answers to any of the following questions, or have other questions about disability accommodations at your event, please contact the Diversity & Access Office.
I have a state-issued disabled parking placard.
Q: Where is the nearest parking area?
Know ahead of time where the nearest parking area is. Disabled placards can be used in ANY marked parking space on campus, including: A, C, and Z lots, metered spaces (no need to fill meter), service vehicle spaces, and disabled parking spaces. Know the step-free path from the nearest lots to your event location.
I use a wheelchair.
Q: How do I get from [point A] to [point B]?
Familiarize yourself with stair-free pathways in the vicinity of the event (e.g., parking lot to main entrance) and to notable locations around campus, especially: Bookstore, Main Quad, Hoover Tower, etc.
Q: Where is the nearest wheelchair accessible bathroom?
Know ahead of time where the accessible bathroom is, and how to get to it from your event location.
Q: Do you have a teletypewriter (TTY) or telephone device for the deaf (TDD) available?
Answer: Yes, there are several public TTYs on campus.
Q: How can I obtain an assistive listening device (ALD)?
Some campus auditoriums have permanent ALD equipment available (through the PA system): Memorial Auditorium and Annenberg. ALDs can also be ordered through Event Services for other venues; please allow one week advance notice. It's helpful to have a designated event staff member in charge of disability accommodations and equipment; this person would be responsible for knowing where the ALDs are located and how to assist someone if such a request is made.