Conference and Event Planning

Disability Resources for Events

Northeastern University has a commitment to members of our community and guests to ensure that all our events are accessible to individuals who are disabled, Deaf, or hard of hearing. Consistent with this commitment, all events must adhere to the guidelines specified in the University’s Communication and Physical Access Manual, which can be found on the Conference and Event Planning Web site.

The NU Office of Disability Resources has staff and services available to assist you in planning events for guests with physical disabilities. Please visit the Center’s Web site at www.access-disability-deaf.neu.edu.

Ruth Bork is the director of the Center, and can be reached at ext. 2675. For event ASL interpreting services contact the Coordinator of Interpreting Services at ext. 3525, TTY ext. 2730

THE DISABILITY RESOURCE CENTER WEB SITE INCLUDES:

A campus access map:
o Locations of wheelchair-accessible entrances to buildings
o curb cut-outs/ramps
o handicapped parking areas
o TTY pay phones
Campus TTY numbers
Access symbols for event advertising
Interpreter request form

University responsibilities for guests with physical disabilities

To provide information to guests with disabilities in accessible formats upon request
To ensure that activities, when viewed in their entirety, are available and usable in the most integrated and appropriate settings
To provide or arrange reasonable accommodations, and/or auxiliary services for guests with disabilities in programs, services, facilities, and activities;

Planning guidelines to accommodate guests with physical disabilities
When planning University events on or off campus, the following must be considered:

Is the facility (building, theatre, stadium, etc.) accessible to a person who uses a wheelchair?
Have you publicized that your event will be accessible for people who have mobility impairments?
Is the facility entered on ground level or ramped?
Are outside doors able to be used independently by persons using a wheelchair or having some other mobility impairment?
If the main entrance is not accessible, is signage showing alternate access available?
Once inside, are all the floors accessible to wheelchair users, persons with mobility impairments, or persons who are blind or have visual impairments?
Is there an elevator to all floors?
Are the elevators marked with Braille or raised letters?
Is there dispersed wheelchair seating or unobstructed view seating?
Are there men’s and women’s restrooms close to the meeting area?
Are entrance doors wide enough for wheelchair users? The proper width is 32 inches.
Are sinks, mirrors, and paper towel dispensers accessible?
Are there wheelchair accessible stalls?
Is Handicapped Parking available?
Are spaces marked with the HP symbol?
Are spaces close to the main entrance?
Have you contacted the NU Parking Office to request HP Parking passes for guests that have an HP license plate or hangtag? If not, contact them at: http://www.parking.neu.edu/welcome.html.
If transportation is being provided, have accommodations been made for wheelchair users?
Have you scheduled wheelchair accessible buses or vans?
Are food areas wheelchair accessible?
Are buffet areas, bars, and seating tables accessible to wheelchair users?

Planning tips
PLANNING UNIVERSITY EVENTS FOR PEOPLE WHO ARE DEAF AND HARD OF HEARING

Deaf and hard of hearing persons use varied modes of communication. Please be sure to make the most appropriate accommodation.

Have you arranged for an interpreter to be present at your event?
Have you completed and submitted an online Interpreter Request form at least two weeks in advance? Submit your request at: http://www.drc.neu.edu
Have you spoken with the Coordinator of Interpreting Services to determine the interpreting needs?
Have you publicized that interpreters will be provided at your event by placing the interpreting logo at the bottom right-hand corner of your advertisement? Have you informed the Coordinator of Interpreting Services of any cancellations, changes in program, rooms, or times?
You will be billed for interpreting services. There is a two-hour minimum per interpreter and a 48-hour cancellation policy.
Is your event visually accessible for Deaf and hard of hearing attendees?
Have you reserved a section at the front of the audience for Deaf and hard of hearing people?
If slides or overheads are used, will there be an alternate light source (i.e. spotlight) so that the interpreter will remain visible?
Is there an appropriate backdrop? Visually distracting patterns and backlighting must be avoided. For the background, a blue curtain would work well.
Have you provided space for the interpreter(s) on the stage next to the speaker, as well as extra seating, if necessary, as near to the presenter as possible?
Have you provided background and other preparatory information to the Coordinator of Interpreting Services to be shared with the interpreter(s)?
Have you provided texts of prepared speeches, song lyrics, script, programs, and list of presenters’ names?
Have you arranged for the interpreter(s) to meet with the presenter(s) prior to the event to ensure that the interpreting process is successful and the speaker’s message is presented accurately?
Are you familiar with the interpreting process?
At any event or meeting with multiple participants, it is important to regulate turn-taking behavior so that only one participant is speaking at a time. It is impossible to accurately interpret more than one remark at a time.
Be sure to give the Deaf participants any printed materials before the start of the presentation. It is not possible to watch the interpreter and read through distributed documents at the same time.
Have you arranged for other assistive equipment that may be required?
Have you requested an audio-loop system for hard of hearing participants from Media Services?
Are films or videotapes closed-captioned? Is the television or projector equipped to show closed captions? If needed, a decoder can be requested through Media Services.
Have you requested CART services if that is the preferred accommodation for hard of hearing participants?

PLANNING UNIVERSITY EVENTS FOR PERSONS WHO ARE BLIND OR HAVE A VISUAL IMPAIRMENT

Is your event accessible for persons with visual impairments?
Have you reserved a section at the front of the audience seating for people who are blind or have a visual impairment?
If slides or overheads are to be used, will they be made available in alternative format to people who are blind or have a visual impairment?
Have you arranged for handouts, surveys, programs, etc. to be put in alternative formats such as Braille, audio tape, large print, or computer disk.
Are you aware that blind people sometimes use a guide dog and that they must be allowed into the function? Other service dogs include hearing dogs for the Deaf and hard of hearing and assistant dogs for wheelchair users and other people with mobility impairments.
If materials/forms are to be filled out at the event, are there readers and/or scribes available?

PLANNING UNIVERSITY EVENTS FOR PERSONS WHO HAVE A LEARNING DISABILITY

Is your event accessible for persons with learning disabilities?
If slides or overheads are to be used, will they be made available in alternative formats for people who have a learning disability?
Have you arranged for handouts, surveys, programs, etc. to be put in alternative formats such as audio tape or computer disk?
If materials/forms are to be filled out at the event, are readers and/or scribes available?


Meeting Services Facilities Availability Visitor Information Planning Guide Links Contact Us	Disability Resources for Events Northeastern University has a commitment to members of our community and guests to ensure that all our events are accessible to individuals who are disabled, Deaf, or hard of hearing. Consistent with this commitment, all events must adhere to the guidelines specified in the University’s Communication and Physical Access Manual, which can be found on the Conference and Event Planning Web site. The NU Office of Disability Resources has staff and services available to assist you in planning events for guests with physical disabilities. Please visit the Center’s Web site at www.access-disability-deaf.neu.edu. Ruth Bork is the director of the Center, and can be reached at ext. 2675. For event ASL interpreting services contact the Coordinator of Interpreting Services at ext. 3525, TTY ext. 2730 THE DISABILITY RESOURCE CENTER WEB SITE INCLUDES: A campus access map: o Locations of wheelchair-accessible entrances to buildings o curb cut-outs/ramps o handicapped parking areas o TTY pay phones Campus TTY numbers Access symbols for event advertising Interpreter request form University responsibilities for guests with physical disabilities To provide information to guests with disabilities in accessible formats upon request To ensure that activities, when viewed in their entirety, are available and usable in the most integrated and appropriate settings To provide or arrange reasonable accommodations, and/or auxiliary services for guests with disabilities in programs, services, facilities, and activities; Planning guidelines to accommodate guests with physical disabilities When planning University events on or off campus, the following must be considered: Is the facility (building, theatre, stadium, etc.) accessible to a person who uses a wheelchair? Have you publicized that your event will be accessible for people who have mobility impairments? Is the facility entered on ground level or ramped? Are outside doors able to be used independently by persons using a wheelchair or having some other mobility impairment? If the main entrance is not accessible, is signage showing alternate access available? Once inside, are all the floors accessible to wheelchair users, persons with mobility impairments, or persons who are blind or have visual impairments? Is there an elevator to all floors? Are the elevators marked with Braille or raised letters? Is there dispersed wheelchair seating or unobstructed view seating? Are there men’s and women’s restrooms close to the meeting area? Are entrance doors wide enough for wheelchair users? The proper width is 32 inches. Are sinks, mirrors, and paper towel dispensers accessible? Are there wheelchair accessible stalls? Is Handicapped Parking available? Are spaces marked with the HP symbol? Are spaces close to the main entrance? Have you contacted the NU Parking Office to request HP Parking passes for guests that have an HP license plate or hangtag? If not, contact them at: http://www.parking.neu.edu/welcome.html. If transportation is being provided, have accommodations been made for wheelchair users? Have you scheduled wheelchair accessible buses or vans? Are food areas wheelchair accessible? Are buffet areas, bars, and seating tables accessible to wheelchair users? Planning tips PLANNING UNIVERSITY EVENTS FOR PEOPLE WHO ARE DEAF AND HARD OF HEARING Deaf and hard of hearing persons use varied modes of communication. Please be sure to make the most appropriate accommodation. Have you arranged for an interpreter to be present at your event? Have you completed and submitted an online Interpreter Request form at least two weeks in advance? Submit your request at: http://www.drc.neu.edu Have you spoken with the Coordinator of Interpreting Services to determine the interpreting needs? Have you publicized that interpreters will be provided at your event by placing the interpreting logo at the bottom right-hand corner of your advertisement? Have you informed the Coordinator of Interpreting Services of any cancellations, changes in program, rooms, or times? You will be billed for interpreting services. There is a two-hour minimum per interpreter and a 48-hour cancellation policy. Is your event visually accessible for Deaf and hard of hearing attendees? Have you reserved a section at the front of the audience for Deaf and hard of hearing people? If slides or overheads are used, will there be an alternate light source (i.e. spotlight) so that the interpreter will remain visible? Is there an appropriate backdrop? Visually distracting patterns and backlighting must be avoided. For the background, a blue curtain would work well. Have you provided space for the interpreter(s) on the stage next to the speaker, as well as extra seating, if necessary, as near to the presenter as possible? Have you provided background and other preparatory information to the Coordinator of Interpreting Services to be shared with the interpreter(s)? Have you provided texts of prepared speeches, song lyrics, script, programs, and list of presenters’ names? Have you arranged for the interpreter(s) to meet with the presenter(s) prior to the event to ensure that the interpreting process is successful and the speaker’s message is presented accurately? Are you familiar with the interpreting process? At any event or meeting with multiple participants, it is important to regulate turn-taking behavior so that only one participant is speaking at a time. It is impossible to accurately interpret more than one remark at a time. Be sure to give the Deaf participants any printed materials before the start of the presentation. It is not possible to watch the interpreter and read through distributed documents at the same time. Have you arranged for other assistive equipment that may be required? Have you requested an audio-loop system for hard of hearing participants from Media Services? Are films or videotapes closed-captioned? Is the television or projector equipped to show closed captions? If needed, a decoder can be requested through Media Services. Have you requested CART services if that is the preferred accommodation for hard of hearing participants? PLANNING UNIVERSITY EVENTS FOR PERSONS WHO ARE BLIND OR HAVE A VISUAL IMPAIRMENT Is your event accessible for persons with visual impairments? Have you reserved a section at the front of the audience seating for people who are blind or have a visual impairment? If slides or overheads are to be used, will they be made available in alternative format to people who are blind or have a visual impairment? Have you arranged for handouts, surveys, programs, etc. to be put in alternative formats such as Braille, audio tape, large print, or computer disk. Are you aware that blind people sometimes use a guide dog and that they must be allowed into the function? Other service dogs include hearing dogs for the Deaf and hard of hearing and assistant dogs for wheelchair users and other people with mobility impairments. If materials/forms are to be filled out at the event, are there readers and/or scribes available? PLANNING UNIVERSITY EVENTS FOR PERSONS WHO HAVE A LEARNING DISABILITY Is your event accessible for persons with learning disabilities? If slides or overheads are to be used, will they be made available in alternative formats for people who have a learning disability? Have you arranged for handouts, surveys, programs, etc. to be put in alternative formats such as audio tape or computer disk? If materials/forms are to be filled out at the event, are readers and/or scribes available?
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