Planners have an obligation to consider the needs of participants with disabilities and this extends to any event sponsored by Harvard, whether held on or off campus and whether or not members of the public are invited to attend.
Event planners must consider the needs of participants with disabilities for any Harvard-sponsored event, on or off campus, whether public or private. You are responsible for providing required accommodations to ensure participants with disabilities have the same access as others. Accommodation methods vary and are individualized; advance planning and timely communication are essential.
The Accessible Education Office (for FAS students) and University Disability Resources (for faculty, staff, and community members) can help identify reasonable accommodations. Many accommodations require minimal cost, and the College provides funds for events sponsored by HoCos (contact dso@fas.harvard.edu).
Encourage participants to self-disclose access needs in advance. Respond promptly to accommodation requests, and consult the Disability Access Office or University Disability Resources before denying any request. Additional guidance is available on the University Disability Resources website.
Guidelines
These guidelines are intended to help event planners understand how to choose a physically accessible location, provide accommodation, and use effective communication to serve people with disabilities. A commonsense approach should guide you. The fundamental goal is to facilitate the participation of people with disabilities in a timely and effective manner. While the answer to every question and situation may not be simple, the key is to remain respectful, responsive, and flexible.
Choosing a physically accessible location
Whenever possible, you should hold your event in a wheelchair accessible building. Locating your event in a wheelchair accessible building will facilitate the participation of wheelchair users and people with other mobility impairments as well. Many of Harvard's buildings are wheelchair accessible. If you cannot hold your event in one of the accessible buildings, you should try to locate your event in a space in which physical barriers are kept to a minimum.
Removing communication barriers
In almost all cases, the University will be legally obligated to provide some type of auxiliary communication aids and services to enable people with visual and hearing impairments to participate in events. The cost of providing these auxiliary aids and services should be anticipated in the event budget. Participants may not be charged a fee for them.
Sign language interpreters
Sign language interpreters are usually booked weeks in advance. We suggest that event planners use pre - event communications and publicity to invite people who may need this service to notify the event planner by a specified date.
Assistive listening devices
Several Harvard auditoriums and halls are equipped for assistive listening devices (headsets which amplify and/or filter sound). Building managers can be contacted and should be able to tell you whether the selected location is equipped with assistive listening devices. If not, you can arrange to obtain them from Instructional Media Services.
Transcripts of Speeches
For events which include speakers, you might ask the speakers to prepare transcripts of their speeches in advance and to give their permission to make the transcripts available to people with disabilities prior to the event. Transcripts can be helpful to people with hearing impairments, as well as people without disabilities, such as those who are not native English speakers. They are also useful for sign language interpreters, especially when they are provided prior to the event.
Alternate formats of meeting materials and other information
Large print, Braille, audio tape, and digital versions of speeches, lectures, and general emergency information, prepared in advance of the event, can be useful for participants with visual impairments or learning disabilities. On-site readers can also be a helpful alternative.
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In the occasional circumstance when it is impossible to provide the most appropriate aid or service to remove a communication barrier, you must still make a reasonable effort to provide an accommodation that will enable the person with a visual or hearing impairment to participate in the event. If you are unclear as to how to make an accommodation, contact AEO or UDR (referenced above).
Modifying Policies, Practices, and Procedures
Event planners should also be aware that policies, practices, and procedures may need to be modified to accommodate a person with a disability. It may not always be easy to anticipate such accommodations in advance; the key is to remain responsive and flexible.
For example, a policy prohibiting animals at an event would have to be modified to allow a blind person to bring a service dog. Likewise, the practice of people serving themselves at a buffet meal might have to be modified by having a staff person available to aid people who may have difficulty in serving themselves. There may be instances where modifying a policy, practice, or procedure is not required, but if you receive a request to change a rule or practice on account of a disability you should consult with the resources available to you before denying the request.
Using Publicity and Pre-Registration for Planning
The key to making events accessible and meeting legal obligations is communication prior to the event. Pre-event publicity and pre-registration should invite potential participants to request any special accommodation that they may need. This will enable the event planner to organize many, if not most, services and accommodations in advance.
Pre-event publicity should include the name and telephone number of a person to contact for more information. Use of the International Symbol of Access (below) is helpful in highlighting accessibility information in written publicity.
For example, you may want to use the following on your pre-event publicity:
"Individuals with disabilities requiring accommodations should contact [name} at [telephone TTY] as far in advance of the event as possible."
If you have a TTY, that number should be included in your literature. If you do not have such a device, you may want to consider mentioning the availability of a telephone relay service in which an operator receives a message from a TTY and relays the message to you by voice.
Pre-registration for an event provides an opportunity for event planners to describe the event in more detail. This allows for a potential participant with disabilities to consider what accommodations he or she might need. The fullest description possible, including location, environmental conditions, services available, etc. will provide for the most effective planning.
For events involving overnight lodging, the event planner may want to investigate what accessibility features and accommodations the hotel or motel provides.
Presenters at your event may also require accommodations. As the event planner, you should communicate with all presenters so that they can inform you about any special requirements that they may have.
Staff Awareness and Sensitivity
Even with the most diligent efforts to communicate prior to the event, there will be times when unanticipated accommodations for participants with disabilities will have to be made during the event. Staff awareness and sensitivity are essential to successfully meeting these needs.
During the event
Event staff should be apprised of the general obligation to provide accommodation for people with disabilities. Staff should be prepared to offer assistance (such as with seating or using the amenities of the building, etc.). They should be well-informed about how to provide accommodations (e.g., answering "where is an accessible bathroom?")
Emergency procedures
Harvard buildings vary widely and emergency procedures in them also vary. The building manager should be able to inform you about the general emergency procedures for a specific building.
You should ensure that event attendees are informed of what to do in the event of an emergency, including any special instructions for people with disabilities (i.e., shelter in place locations). For instance, if people with hearing impairments will be attending your event, you may want to designate a staff member to be responsible for communicating with them if an emergency alarm sounds (such as in the case of fire).