Greetings STARFLEET,

Today’s IDIC topic is accessibility, specifically physical accessibility. I will cover cognitive and sensory accessibility in different posts. As an organization, having events in person is awesome, and ensuring everyone can participate without stress is a worthwhile endeavor.

When discussing physical accessibility, we are not simply talking about wheelchairs. We’re also talking about walkers, crutches, the blind, people experiencing balance issues, and more. In addition, creating truly accessible space means not overlooking people simply because they do not look like the “disabled” person seen in the media.

The first thing to know is that venues are legally required to be ADA compliant if they serve the public. However, many are not fully compliant or may believe they have an exemption. That makes it incumbent on us to ensure our venues are as compliant as they say.

Entering and Leaving the Venue

The first consideration is getting to the venue. People may not be able to drive, which means they use alternatives like the local bus or walking. Whenever possible, try to ensure your venue is close to public transport with accessible features like wheelchair ramps.

Outside the building, there should be sufficient accessible parking spaces and handicap van spaces. There should also be curb ramps in good repair. You should also check that the parking lot is well-maintained and as level as possible.

All main entries should have an automatic door swing. Preferably, the button should be set back from the door and easy to hit on the way through the entrance. Otherwise, people may need to push the buttons more often to try and get through, which is annoying and exhausting.

Additionally, it would be best if you asked about the accessibility of emergency evacuation plans during planning. You do not want to figure these out on the fly in an actual emergency.

General Considerations

All signs, including those on the outside of the building, should feature several things. The sign should be high contrast (i.e., black text on a white background), large print, and feature a braille translation. This requirement ensures that everyone can easily navigate the venue.

Doors and hallways do have minimal widths. The minimum is 32 inches for doors, and the max is 46 inches, with at least 80 inches of height. If possible, choose a venue with wider doorways. Having been in a wheelchair, I can assure you that trying to shimmy through a smaller doorway is difficult. Hallways must be at least 36 inches wide.

Bathrooms also require some considerations. Bathrooms should be proximate to your meeting rooms and feature large accessible stalls with handrails. Bathrooms should also be navigable with at least the same amount of space as a hallway.

Floors should be level, all changes in floor level should be clearly marked, and ramps should be present near any small level changes. This requirement ensures that everyone can get where they need to be. Additionally, elevators between floors should be near your meeting spaces and not tucked away on the other side of the building.

In a Meeting Room or Auditorium

While you would ensure sound travels anyway, presenter placement is also a consideration. It would be best to ask whether the venue can set up a small stage or alternative so everyone can see the presenter, even in the back. Presentations should also be viewable from all seating angles.

Accessible seating should not be separated from standard seating whenever possible. In an auditorium, you may not get a choice. However, in a meeting room with chairs, you can set up spots intermixed with typical seating so everyone can sit together.

Whenever possible, insist on high-back chairs. Many disabilities affect the spine even if the person can walk. High-back chairs provide additional support and make attending the event more pleasant overall.

Overnight Accommodations

Most hotels only offer a limited number of accessible rooms, and they may not have rooms available for the period you want to have your event. Additionally, some hotels differentiate their accessible rooms and what accommodations are planned, so the type of room you need may not be available.

In general, accessible rooms feature a more open layout for mobility, different bed heights, wider doorways, roll-in showers with benches, and visual smoke detectors/doorbells. These generally first-floor rooms make it possible to travel, even if it’s not perfect for the disabled person’s specific needs.

Next time you plan an event, consider the physical accessibility of the event in your venue and programming. The internet is a great resource, and many disabled activists put together event accessibility plans you can use to plan your next event. If we all insist on accessibility for our fellow members, we can foster a more inclusive environment in our society.

Be the Change, STARFLEET.