[nfbmi-talk] does bsbp follow this?

joe harcz Comcast joeharcz at comcast.net
Sun Sep 29 15:03:20 UTC 2013


Table with 5 columns and 4 rows
Effective Date: 
09-12-2011 Policy #: 
G-01 Supersedes: 
3-31-05 Subject: 
Meeting Accessibility 
Page: 
1 of 4 Table endPURPOSE 
The Department of Licensing and Regulatory Affairs (LARA) plans and sponsors 
meetings and events attended exclusively by LARA staff as well as those attended by 
individuals and organizations outside the department. In addition, LARA plans portions 
of and co-sponsors meetings and events with other organizations and individuals 
outside the department. In keeping with federal and state disability rights laws, it is the 
intent of this policy to standardize the department’s planning of and participation in 
meetings and events to ensure accessibility for all participants. 
POLICY 
LARA sponsored Meetings and Events 
Events and meetings planned and sponsored entirely by LARA will be accessible, 
whether attended by LARA staff, individuals from outside the department, or both. This 
policy includes but is not limited to meetings open to the public, conferences, 
educational events, press conferences, staff training and retreats. “Accessible” means 
that all who are qualified to attend will be able to attend, participate in all activities, and 
have access to information in the needed alternative formats in a timely manner that 
allows full participation during the event. At a minimum, the site will be barrier-free, and 
additional accommodations will be provided upon request with advance notice. 
Event announcements should be made sufficiently in advance or at least the number of 
days necessary to receive and respond to requests for accommodations. These 
announcements should include a statement similar to the following: 
“The meeting site is accessible, including handicapped parking. Individuals 
attending the meeting are requested to refrain from using heavily scented 
personal care products, in order to enhance accessibility for everyone. 
People with disabilities requiring additional accommodations such as 
information in alternative formats in order to participate in the meeting should 
contact the LARA Office Services, Americans With Disabilities Act 
coordinator.” 
Table with 5 columns and 4 rows
Effective Date: 
09-12-2011 Policy #: 
G-01 Supersedes: 
3-31-05 Subject: 
Meeting Accessibility 
Page: 
2 of 4 Table endMeetings and events planned and sponsored by others outside LARA 
When LARA staff participates in an event planned and/or sponsored by another 
organization, the portion of the event presented by LARA staff should be accessible, 
and LARA staff will advocate for accessibility and provide technical assistance to 
increase accessibility at the entire event. 
A LARA bureau participating in the meeting or event is responsible for implementing 
this policy. Questions on this policy may be directed to LARA Office Services, 
Americans with Disabilities Act (ADA) Coordinator. 
PROCEDURES 
These procedures and resources pertain to meetings and events sponsored and 
planned in whole or in part by the Department of Licensing and Regulatory Affairs 
(LARA). These procedures will be revised and updated as approved by the LARA ADA 
Coordinator. 
Meeting/Event Planning Procedures 
1. Know your audience. Do you know all the persons (and their abilities) coming to 
the event? Is it an event only for those invited or registered, or is it an event open 
to the public without pre-registration? If you know the audience, this will help with 
planning, but remember that (for example) anyone could suddenly need to use 
crutches on a temporary basis. If people register for your event, you have the 
opportunity for them to alert you to their accommodation needs and you can 
provide precisely what is requested. Otherwise, you need to prepare for the 
unknown by having an accessible site, materials on hand in alternative formats and 
a sign language interpreter if needed. 2. Site selection. If possible, the bureau planning the meeting or event should 
conduct an onsite visit of the location or proposed location to determine 
accessibility, including factors such as parking, meeting rooms, elevators, 
restrooms, and others which may have an effect on participation in the event. If it 
is not possible for bureau staff to do an on-site visit, staff from a partner 
organization (such as one of Michigan’s Centers for Independent Living) may be Table with 5 columns and 4 rows
Effective Date: 
09-12-2011 Policy #: 
G-01 Supersedes: 
3-31-05 Subject: 
Meeting Accessibility 
Page: 
3 of 4 Table endable to provide information about the proposed location based on a visit or past 
experience. 
3. Transportation, parking and getting into and around the facility. Think about 
approaching your event or meeting from private automobiles, taxis, or public 
transportation. Any barriers in the event location? Are there enough accessible 
parking spaces for the event? Any security issues that require advance 
arrangements for guest parking? Are there accessible paths of travel (with ramps, 
curb cuts and elevators where needed) from the parking area to meeting rooms to 
restrooms to other sites for the event, including a minimum 36 inches of clearance 
through doorways for the path of travel. 4. Access statement. In press releases, advertisements, publications and other 
information about the event, include a statement such as this: “The meeting site is accessible, including handicapped 
parking. Individuals attending the meeting are requested to 
refrain from using heavily scented personal care products, in 
order to enhance accessibility for everyone. People with 
disabilities requiring additional accommodations such as 
information in alternative formats in order to participate in the 
meeting should contact the LARA Office Services, Americans 
With Disabilities Act coordinator.” 
Before sending this out, it is important to verify that the site actually is accessible 
and that there is adequate handicapped parking as estimated for your event. 
The deadline for requesting additional accommodations or alternative formats 
must allow time for participants to find out about the event and for you to respond 
to requests. If there isn’t time to receive and respond to specific requests for 
accommodations, staff need to be prepared for any accommodation need. 
Table with 5 columns and 4 rows
Effective Date: 
09-12-2011 Policy #: 
G-01 Supersedes: 
3-31-05 Subject: 
Meeting Accessibility 
Page: 
4 of 4 Table end5. Have a generous timeline. Publicize the meeting early enough (10 days in 
advance recommended) for people needing accommodations to request them, 
and for you to provide them. Know when people will actually receive the meeting 
announcement. 6. Seating. Designate barrier-free seating locations for people with disabilities 
dispersed throughout the seating area. Have adequate open spaces for 
individuals using wheelchairs, seats with a clear view of sign language 
interpreters for people who are deaf, and seating close to the podium or stage for 
individuals with limited vision. Room layout should allow full participation in 
planned activities. For example, if activities require moving from table to table, 
allow enough space between tables for people using a wheelchair or mobility 
aids. 7. Accessible information throughout the event. This includes speeches, 
PowerPoint and other presentations, flip charts, hand-outs, films, videos and 
other information. For example, accommodations may include sign language 
interpreters, assistive listening systems, and/or real-time captioning for 
individuals who are deaf or hard of hearing. People who are blind or visually 
impaired may need materials in alternative formats such as large print, Braille, 
audiotape, and/or a computer disc. The information should be available during 
the event, and not sent after the fact. 


More information about the nfbmi-talk mailing list