Successful Event Committee Structure and Resources

Guidelines for Providing Notice of Access

Providing Notice of Availability of Information in Accessible Formats

Any publication describing services, programs, or activities (e.g., brochures, handouts, position announcements) must include the following statement:

This publication will be made available in an accessible format upon request. Please call [sponsoring department’s lists phone number and contact person].

Accessible formats can include: large print, Braille, or audio taping. Departments are encouraged to state if specific formats already exist.

Note: Individuals requesting large print usually need font size 18 or greater. Braille transcription is limited on campus, but can be done with advance notice from an ASCII file. Specialized formats and tape recorders may need to be used for audio taping materials. Short passages can often be read directly to the person.
Contact Technology Access Program for more information at:

http://oregonstate.edu/dept/tap/index.html

Providing Notice of Opportunity to Request Accommodation Based on Disability

Physical access must be provided for all campus programs, conferences, and events. It is the responsibility of the coordinator of the event to make sure that the location is physically accessible and to be aware of particular limitations of the space (i.e. front and back access to a room, parking nearby). By inviting requests for accommodations by a specific deadline, needs should be met and surprise requests prevented.

Accommodations typically requested for programs, conferences, and events include:

Preferential seating
Portable amplification systems
*Sign language interpreters
Modified formats of printed materials.

*When scheduling a sign language interpreter, allow at least seven working days. When a formal lecture is given, it is helpful to provide a copy of the speech to the interpreter ahead of time. Sessions that last more than three hours will usually require at least two interpreters who share responsibilities. For interpreter services, contact Jo Frederic at (541) 737-3670.

Please note that when academic credit is being received by an OSU student, it is the student’s responsibility to request accommodations through the Services for Students with Disabilities Program (http://ssd.oregonstate.edu)

Athletic, Theater, and Music Events

Individuals attending campus events must be given the opportunity to request accommodations within a specific time period. All announcements, ticket information, brochures, posters, etc., should include the following statement:

Accommodation requests related to a disability should be made to [sponsoring department contact person and phone number].

Note: If specific equipment is available or is a sign language interpreter has already been scheduled for a specific performance, note that on printed materials.

Lodging Accommodations

To the extent possible, no University sponsored event should be held in an inaccessible location on or off campus. If an event includes arrangements for lodging, the degree of accessibility must be determined and alternatives to inaccessible meeting rooms developed. Hotels should have completed an ADA barrier survey and should be aware of the extent to which their facilities are accessible.

The event coordinator should make certain the hotel understands its responsibility for access and has a procedure for asking if customers have special needs related to a disability. If a lodging facility does not handle registration, the event sponsor needs to coordinate receiving requests for accommodations or insure that a lodging representative is named as the contact person for accommodation requests.

This publication will be made available in accessible formats upon request to the Office of Affirmative Action and Equal Opportunity. Please call Prudence Miles, (541) 737-0868

This information was provided by the office of Affirmative Action and can be found at: http://oregonstate.edu/dept/affact/AccessGuidelines.doc