ADA Temporary Event Checklist
A few weeks ago, we talked about the importance of ADA compliance for a temporary event. Meeting U.S. government standards for a public area can be challenging in general, but a temporary event that is open to the public provides its own hurdles to overcome. ADA compliance at a temporary event can be difficult, but compliance is worth the work to create a more accessible world.
Some of the larger areas that need to be analyzed for ADA compliance include event parking, entryways, walkways, and bathroom facilities. The best way to ensure that every detail is covered for your event is to have a checklist.
We’ve provided a basic checklist for an ADA compliant temporary event here, but be sure to look up your city’s ADA requirements as well. While the federal government has a certain set of standards for ADA compliance, every city and local government may have additional standards.
ADA Compliant Temporary Event Checklist
When planning your temporary event with ADA compliance in mind, consider how to best set up exhibits or displays so that people with impairments or who use wheelchairs still have a view. These small details make a difference in creating a temporary event that is truly accessible to all. Taking the extra steps toward ADA compliance described below will only benefit your event.
Survey the Event Location
While this can be a one-person job, it’s best done with two people. One person can measure areas, walkways, grates, and entryways while the other person takes notes and photos. This information will be the guideline for what needs to be done. During your survey, you’ll want to:
- Check the site’s arrival points
- Study the public sidewalks
- Look for accessible parking spaces
- Analyze seating options
- Scrutinize surfaces for smoothness
- Scope out the bathroom facilities
Request Event Space Floor Plans
Having a floor plan of the temporary event space can be helpful for planning out the use of the area. If a floor plan is not available, sketch the layout yourself for future reference.
Label Your Detailed Notes
Some event spaces have multiple bathroom areas as well as entrances. Having notes that label each area specifically means that you won’t need to go back again. Write down every measurement, even when it’s ADA compliant already. That way you won’t need to double check them. Be sure to measure the following areas:
- Parking spaces, from the inside edge of the paint lines
- Door width, from the face of the open door to the door stop
- Accessible slopes, using a 24-inch level and a tape measure
Provide Help for Individuals Who Cannot Hear
Depending on the event, you may want to provide sign language interpretation or Communication Access Real-time Translation (CART). Both options ensure that attendees are more likely to understand and enjoy the event.
Offer Wheelchair Options
Consider what type of wheelchair options make sense for your event. In some cases, you may want to provide wheelchair-accessible shuttles. It might make sense for your event to work with a third-party wheelchair vendor who will provide the option of loaning wheelchairs or scooters to event guests.
Outline Problems Discovered
Once the temporary event space has been surveyed, create a list of all the areas that need to be modified to promote ADA accessibility to all event attendees. You may want to consult different building contractors and suppliers to find out the cost of the changes.
Develop a Plan of Action
Creating a plan for modifying the space for your temporary event will help ensure everything gets accomplished. You may have to work with resources that can only be set up within hours of the actual event so be sure to plan accordingly. Be sure to prioritize, make a timeline, and consider the cost.
Create an Accessibility Team
From your team of workers, designate people who will be in charge of taking care of attendees with impairments. This team will take care of accessibility issues that might happen before, during, and after the event. For the actual event, outfit this team of people in recognizable paraphernalia so they can be easily spotted.
Questions to Consider for an ADA Temporary Event
- Are you providing a service animal relief area?
- Should seating be designated for people with impairments?
- Would it be smart to provide a quiet space or sensory room?
- Do you have any people with impairments on your planning team?
- What would it take to provide disability orientation to volunteers and staff?
- What steps can you take to document your event accessibility and make it public?
- How can you best gather feedback from attendees with disabilities?
An ADA-compliant temporary event may require extra work to meet the government standards, but the pay out of creating an accessible event is worth it for individuals who often are unable to attend special events due to their mobility. With resources more readily available, designing an ADA-compliant event is easier than ever.
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