Making Outdoor Events Accessible

8/8/2019 Making Outdoor Events Accessible

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Making Outdoor EventsAccessible for Disabled

People

The Automobile PalaceTemple Street

Llandrindod WellsPowys

LD1 5HL01597 824059

[email protected]

Introduction
mailto:[email protected]:[email protected]


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The treatment given to disabled people defines the innermost characteristicsof a society and highlights the cultural values that sustain it.There are approximately 10 million disabled people in the United Kingdom. Manydisabled people are still unsure of their rights and service providers are oftenunsure how to implement best practice to make it easier for disabled people touse their services. This includes people with mobility disabilities, sensoryimpairments, learning disabilities, mental health issues and people with epilepsyand other impairments.None of us are getting younger. As we age its likely that we will require some formof accommodation to allow us to take part in events within our community.

Visible disabilities are obvious and readily seen. Examples are physical disabilitiesthat require use of a wheelchair, crutches, cane or other mobility aids, amputation,etc.

Invisible disabilities are not obvious and cant be readily seen. Examples are aperson who is blind, deaf, deafened or hard of hearing, or with a visual impairment,speech impediment, developmental disability, mental health or psychiatricdisability, intellectual disability, learning disability and cardiac disability.An accessible event is one in which everyone can participate fully regardless oftheir ability. Accessibility is not only for persons with disabilities but also for parentswith young children pushing strollers and for seniors. Everyone

benefits when disabled people participate as citizens, customers and employees so we have set ourselves the goal of a society where all disabled people canparticipate fully as equal citizens.Become aware of the features that make your venue accessible. Hold your event atan accessible location or modify the location so that all persons can participatewithout assistance or with minimal help. Use this guide when planning outdoorevents such as festivals, concerts, picnics, receptions, etc.

Making Outdoor Events Accessible for Disabled People

Events are big business and an important part of the lives of very many people.The Disability Discrimination Act (DDA) 1995 has given disabled people equalrights to attend, to participate in and to enjoy these events.

Making events accessible for disabled people is not just a legal requirement. Witharound 10 million disabled people in the UK and a combined spending power of50 billion each year it is an important commercial decision too.


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Yet organisations wanting to make an event more accessible often have difficultyfinding out about the adjustments they can make; these are often simple butimportant as they open up the event for disabled people.

Event organisers could face legal challenges from disabled people unable toaccess an event.Key points for event organisers :-

Understand the implications of Part 3 of the Disability DiscriminationAct 1995 (DDA: Access to Goods, Facilities & Services) & the Disability EqualityDuty for Public Bodies 2005 (DED: Disability Discrimination Amendment Act) Think about access and inclusion when you plan an event Identify features which make it impossible or difficult for disabledpeople to access your event

Understand reasonable adjustments and what you can do

Who is disabled?The DDA defines a disabled person as someone who has a physical or mentalimpairment which has an effect on his or her ability to carry out normal day-to-dayactivities. That effect must be :-

substantial (that is, more than minor or trivial), and adverse, and long term (that is, it has lasted or is likely to last for at least a year orfor the rest of the life of the person affected).

This definition covers :- people who are blind or visually impaired people who are deaf or hard of hearing people who have heart conditions people with learning disabilities people with mobility and manual dexterity problems people who have experienced mental health problems people who have dyslexia


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people who have epilepsy people who have incontinence

What do we mean by access?Access can mean many things. Many people only think about access in terms ofphysical access for people with mobility impairments and about things like ramps,lifts and how people get into buildings.

Access for disabled people is not only about physical access to buildings forwheelchair users, but also includes things like how someone with learningdifficulties can access a ticket booking system, or access to written information forpeople with visual impairments. This takes into account how all disabled peopleaccess goods, services and facilities.

There are many reasons why you should think about access and how you plan tomeet the requirements of disabled people :-

50 billion is the estimated annual spending power of disabledpeople. Making your event accessible and welcoming to disabled people is animportant commercial consideration.

There are around 10 million disabled people in the UK representinga considerable proportion of your target audience.

Disabled people can also influence the choices of their families andfriends if they choose not to go somewhere inaccessible or where they havehad a previous bad experience.

Everyone benefits when access is better. Adjustments you make fordisabled people like providing clear signage will also make your event more

accessible for people who are not disabled.

When events are not accessible disabled people can miss out onopportunities for leisure, learning, entertainment, work and as consumers orbusiness owners.


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As a service provider you have a legal duty to think about access fordisabled people. Failing to make reasonable adjustments and taking steps toavoid discriminating against disabled people could result in a court ordering youto pay compensation.

What the Law saysThe DDA aims to ensure that disabled people are not treated less favourably thanpeople who are not disabled. The DDA covers employment, access to goods,services and facilities, education and transport. Access to goods, services andfacilities at events is covered by Part 3 of the DDA.The overarching goal of the DED for is the promotion of equality of opportunity fordisabled people, placing the responsibility with public bodies in work they carry out,services they provide and in recruitment and employment. The DED would also

include events organised by public bodies.

What are the duties?You have a legal duty to anticipate that disabled people will want to use yourservices and you should plan to make changes so that they are able to do so. Youshould not wait until a disabled person tells you they want to use your servicebefore you consider making any changes.

Part 3 of the DDA Goods, Services and Facilities places legalduties on service providers. These are :-

a duty not to treat disabled people less favourably than people who arenot disabled a duty to make reasonable adjustments a duty to make reasonable adjustments in relation to physical featuresof premises.

The DED places a legal duty on public bodies to ensure it promotesequality of opportunity for disabled people in employment and service deliveryand allows for the more favourable treatment of disabled people.


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What do these duties mean?Duty not to treat a disabled person less favourablySince 1996 it has been unlawful for service providers to provide less favourabletreatment to a disabled person than they would to a person who is not disabled.This might include charging the disabled person more money for the same service,refusing or failing to serve a disabled person, providing a lower standard of serviceto a disabled person or providing a service in a worse manner because they havefailed to make reasonable adjustments.

Example: Door stewards at a rock concert refuse entry to a ticket holder becausehe has cerebral palsy and has difficulty controlling and co-ordinating hismovements. No other ticket holder is refused entry.This would amount to less favourable treatment for a reason related to disability

and, unless the concert venue can justify its actions, would be an unlawful refusalof service.

Duty to make reasonable adjustmentsSince 1999 service providers have had a duty to make reasonable adjustments fordisabled people. Each situation will be different but will be likely to includeidentifying and making any changes necessary to policies, practices andprocedures, providing auxiliary aids and services and looking at how services are

delivered.Example: An event has a policy of only providing a self-service buffet at lunchtimefor participants. Some disabled people with mobility impairments or visualimpairments may find it difficult or impossible to carry or hold food from a buffetselection and to eat without placing their plate on a table.It would be a reasonable adjustment for the venue to provide staff to serve peopleat the buffet and to carry food to tables. It would be good practice to reserve some

places at tables for disabled people who need this service.

Reasonable adjustments in relation to physical features

Since October 2004 service providers have had a duty to make reasonableadjustments in relation to the physical features of premises to overcome physicalbarriers to access.


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Physical features include features arising from the design or construction,including the approach, entrances and exits and any fixtures, fittings, furniture,equipment and materials.There are 4 ways in which reasonable adjustments to physical features can beachieved :-

remove the feature alter the feature provide a reasonable alternative means of avoiding it; or provide the service by reasonable alternative means

More favourable treatment.The DED requires the duty to take steps to take account of disabled peoplesdisabilities, even where that involves treating disabled people more favourably thanother people.

This rests firmly within an accepted equalities ideology that to treat people equally,you simply cannot treat them the same, and at times, this may require treatingsome people more favourably.Example: Providing designated disabled car-parking spaces for disabled studentsat a college is more favourable treatment. Without a car parking space, disabled

students may not be able to attend the college due to mobility difficulties. It may bea minor inconvenience for other students that cannot guarantee a car parkingspace outside their college every day, but it is vital for the student that has mobilitydifficulties to attend both can now attend.

This is more favourable treatment to achieve equal outcomes.Who is responsible for meeting the duties?If you provide a service to the public you are the service provider and you will bethe person responsible for meeting the duties in the DDA.An event organiser will be the service provider for the event which they areorganising. This is reasonably straightforward where, for example, an eventorganiser holds an event in their own premises and provides all the services suchas information, catering, staff and entertainment themselves, directly to the public.


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However, in other cases, there will be a number of service providers involved in asingle event. The responsible service provider will be the person providing theservice to the public.

Example: Food is available to buy from a burger van at an agricultural show. Theburger van was asked to attend by the organisers and to provide hot food services

at the event. The service provider is the owner of the burger van and he or she willhave duties under the DDA to ensure that disabled people can access the fast foodservice they are providing.

How can I make sure that services supplied to me as an event organiser areaccessible?If you contract services for an event you are organising, you could ask suppliers fordetails of how they make their services accessible for disabled people. If they are

providing a service to the public then they should already be aware that they haveduties under the DDA and know how they plan to meet these duties.Example: An exhibition organiser rents out exhibition stand space to companieswishing to be represented at the exhibition. The exhibition organiser will beresponsible for ensuring that the exhibition stand spaces are accessible fordisabled people. The exhibitors will be responsible for ensuring that the services

provided in the stand space are accessible.

Services supplied to you by others might include things like venues for hire, sound

systems and catering services. Other services include those supplied byprofessional conference, event or exhibition organisers you hire to help you deliveryour event.

Remember - it is good practice to work beyond the DDA and plan to ensure thatdisabled people have equal access to all the features of events.

Can I justify not making any changes?In some circumstances the law allows service providers to justify not making

certain changes. Justifications can include where : -

a health and safety regulation is applicable at that venue whichprevents a particular change to the premises from being made

the cost of making a particular adjustment is unreasonable for theservice provider, or


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the adjustment will change the nature of the service or make itimpossible for you to provide that service for other people.

You will need to consider carefully any decision you take not to make a particular

adjustment and ensure that you have undertaken appropriate research.

Remember - having a justification not to make a reasonable adjustment does notmean you can do nothing. The reasonable adjustment duties in the DDA will stillapply and you should concentrate on the changes which you can make includingconsidering alternative ways of making your event accessible.

What happens if I dont meet my duties?If you discriminate against a disabled person a court can order you to paycompensation to that person. A court can also order you to stop the discriminationand to make changes to avoid discriminating again in the future. As a business,you may also attract unfavourable publicity as a result of this.

If a disabled person tells you they feel they have been discriminated against whenthey have tried to access your service, you should consider what you can do to putthings right. It will be important that you treat the complaint seriously and undertaketo resolve the issue.

Thinking inclusivelyThinking inclusively means thinking about everybody each time you plan a featureof your event such as publicity or the venue. This means thinking about attendees,staff, chairpersons, speakers, performers and exhibitors who may be disabledpeople.

Thinking inclusively will form part of your event planning for everyone rather thanbe something you have to find a solution for when you have finished planningeverything else.Remember - it will often be more expensive and more difficult to address therequirements of disabled people and meet your legal duties if you treat access assomething to bolt on at a later stage.

What do we mean by inclusion?


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Inclusion is more than creating access solutions. It means providing accesssolutions that are suitable for everyone and that disabled people are consideredautomatically rather than treated as separate or different.Example: The main entrance of an event venue is not accessible for wheelchairusers. A separate entrance is provided for wheelchair users at the side of the

venue. This is an accessible entrance but it is not an inclusive entrance. Aninclusive entrance is an entrance which is suitable for everyone. This might be asingle entrance which is level, close to parking, easy to use and clearly signed.Thinking inclusively will not just benefit disabled people. In the above exampleeveryone who uses that venue will benefit including other attendees, peoplemaking deliveries, people with heavy baggage, young children, those with pramsand many older people. First time visitors and non-English speakers will benefitfrom clear signage.

Planning inclusively will help you to create a conference or event thatworks well foreveryone not just for some people. Aim to be inclusivewhen you start planningyour event. By doing this you will be morelikely to provide single solutions ratherthan making lots of differentarrangements for different people.

Planning outdoor eventsOutdoor events can pose considerable access barriers for disabled people - bothas performers and audience members. The process of identifying and removing

barriers can be exactly the same as for indoor events. In fact, it can be morepositive, as any issues should be able to be quickly addressed thanks to thetemporary nature of many of the performance and exhibition spaces created out ofdoors.The following issues are for consideration for differing events :-Festival events

Whatever access provisions are provided for outdoor festivals, the impact is limited,unless all event publicity clearly mentions them - and unless all those involved instewarding events are properly briefed. Access provisions might include :-

on-site accessible parking provision on-site accessible toilets site managers briefed around access (for example, about the importanceof keeping site clear for mobility, to support artists who might need help on andoff stage, to look out for groups that may be visiting and might need additionalsupport/guidance with navigation etc)


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having some form of transport on-site (for large sites) - possibly usingshopmobility wheelchairs, scooters and/or buggies, three-wheeled bicycles, orhaving vehicle access available signage in symbols and words - and lots of it correctly placed staffed information points, clearly identifiable, in addition to a first aid areaand a welfare meeting point (lost people etc) good litter clearing systems, especially to deal with waste food (manywheelchair users will pick up whatever is on the ground and get it on theirhands!) good layout for marquees/stalls enabling wheelchair users or those withlimited mobility to enter and access all site rest provision - seating areas not linked to food/drink provision, ideallyshaded and/or covered.

Street arts

The nature of street arts means that they are accessible to a wide range ofdisabled people, although not everything can ever be accessible to everyone.Disability specific street art is not well developed in the UK and so finding suitabledisability related products may require considerable research or commissions,including utilising international work.Many event bookers of product assume that access will be considered byperformers in relation to their own product, and will therefore form part of theirtechnical specification if required. Depending on the companies involved, and theirexperience, this may not be an established part of their practice and so it may be

useful to make it part of your contract with them.The location for street arts activity needs to provide basic access - within areasonable distance of accessible toilets, accessible parking and with lots ofseating. Having stewards in place to be responsible for ensuring access fordisabled audience members can be useful (for example, to ensure disabled peoplewho need to be at the front would be moved forward). Depending on the products,sign language interpretation or audio description could also be added to enhanceaccess.The ad hoc nature of many street arts festivals can be problematic. Without a fixedprogramme of events some disabled people with mobility impairments can find ithard to know where to go to get to see what they wanted to see.From an access perspective it is better to set specific spaces for activity, ratherthan allowing all performers to choose their own spaces at will. This can alsoensure that spaces are chosen which are good for access - beside trackways, nearnatural amphitheatre spaces; rather than performers choosing, for example, sloping


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grass banks that wheelchair users/people with mobility impairments could notaccess.Carnivals

Where carnivals involve procession routes, consideration needs to be given as to

the length of route. A long route is not in itself discriminatory, if consideration isgiven to how different people might respond and travel along it. Access toinformation is key here, so that people are sure what they are committing to, whenagreeing to take part.It is essential for groups to have knowledge about the route in advance, and thepotential for different ways of covering it - before they commit to the process.Knowing that solutions are possible might encourage people and groups to attend,who would have previously felt that it simply wasnt for them. Better pre-eventinformation might also encourage schools/groups who are involved to includedisabled people within their classes/selections.In order to determine who within any possible pre-selected group might have amobility problem for in regard to a route, the exact length and nature of the routeneeds to be confirmed. A conversation along these lines can then take place thatstates the nature of the routes :-The route is XXX long, and includes [gradients, surfaces etc]. We estimate that itshould take approximately XXX minutes to walk in the carnival procession. Canyou tell us who, within your group might find that route difficult?Language should be focused around the barrier to access (the problem with theroute), and not the individuals (the problem with their mobility) (see Appendix 2:Social v Medical models of Disability!)Solutions could include :-

pedestrian mobility solutions within the procession itself (use of decoratedwheelchairs, walking frames, sticks)

additional individual mobile solutions might be possible (use of trikes,bikes, scooters, electric wheelchairs)

mobile solutions which involve others (ricshaws, mobile platforms/trailerspulled by bikes/people) might be possible (but may need pullers)

allowing people the choice of dropping out at pre-determinedcheckpoints, and rejoining the procession at another point (placing checkpointsbefore and after the steeper inclines, for example). It could be planned to havethree such points on the procession route that could be used in this way. When


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necessary, vehicles would need to be used to transport people between thesecheckpoints.

A vehicle-based solution could be implemented within a procession, but this needsto be considered carefully for some carnivals, as it would change the nature of theevent and single out disabled people in an unhelpful way.

A clear initial statement about the nature of the event and the access that ispossible, makes it easier to state what is not possible. Not every person canaccess every event. The DDA asks organisations to consider what is reasonable.You might produce something like:-Our carnival parade is a mobile pedestrian promenade in the African Caribbeancarnival tradition with music, dancing and costume creating a spectacular

procession. The route planned is XXX [see previous page]. Participants will beexpected to follow the route - on foot, by wheelchair, on bikes, trikes, scooters - butit is not anticipated that vehicles will be used...Where groups are invited to take part in creative workshops to produce their owncarnival costumes, it is important to remember that it is logistically hard for somedisability organisations/groups to commit to participating, due to issues withstaffing, transport and resources. Additional resources may be required to enabledisability-specific groups to meet the additional costs they face in becominginvolved - or some peripatetic work may be needed at venues used by the groups,to ensure that they can take part fully in the process.To provide access to a carnival audience, a number of developments have been

tried at events across Europe, including the use of audio description forcostumes/features (also enjoyed by many people with restricted views), use ofviewing platforms and no crowd zones (areas marshalled by stewards where onlya limited number of people can attend at any one time to avoid crushes andthereby enable access for a wide variety of disabled people who may have poorbalance, pain issues or issues with crowds).It is important for carnival routes to be clearly signalled to audiences in advance, sothat people can find a suitable vantage point along the route that meets their ownrequirements.Large-scale outdoor performance workFew disability-specific companies in the UK are producing outdoor work althoughinternationally work is available. The main access issues relate to :-

sightlines provision of seating, particularly to promenade work


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timings of evening events (which can be programmed very late - andthis can be a barrier for people affected by tiredness).

Sightlines can be improved by raised viewing platforms and also by the use ofvideo footage being relayed onto screens by the side of performance areas.Depending on the product, sign language interpretation and or audio descriptionmay be advisable.Getting there and getting awayGetting there and getting away is just as important as what you do there! If youplan to give out information about how to reach the venue and about publictransport then you should think inclusively about disabled people who want toattend and about their transport requirements.Public transportIf you plan to provide details of public transport such as bus services running nearthe venue you should also find out about how accessible they are for disabledpeople and pass this information onto your attendees. You could ask transportoperating companies about accessibility of bus and train stations and whetherbuses on the route are low floor buses or think about alternatives.You could also provide contact telephone numbers for taxis and minicabs. Youcould find out about local companies who provide taxis which have been adaptedfor wheelchair users. Some disabled people prefer to travel in saloon style cars or

minicabs. You could source details of companies providing this service even whereblack cab taxis are available locally.If you know that there are only a small number of accessible vehicles available forhire in the area you could let taxi and minicab companies know about your eventand that there will be disabled people attending who may require their services.Remember -to ask transport providers for information about other forms ofassistance they offer such astext telephonenumbers for deaf and hard of hearing

people contacting their company.Setting down

You should consider putting in place arrangements for cars, taxis and coaches toset down passengers as close as possible to the entrance of the event. Find out ifthis is possible at your event and remember to let people know about it.Car parking


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Does your event have a car park? If so, some of the car parking spaces should bereserved as parking for disabled people. There are standards applicable to carparks for provision of disabled car parking bays but these are not always rigorouslyapplied. This could make it very difficult or impossible for some disabled people toattend your event even though they may have already travelled a long way or paidto do so.The following list highlights some of the things you should look out for inthe car park :-

Check that the car park is clearly signed and disabled car parkingbays are clearly identified. Are disabled car parking bays on firm level ground? For example,the car parking facilities should not be covered in gravel or be on a hill. Are disabled car parking bays close to the entrance? Forty fivemetres is the maximum recommended distance from the main entrance. Disabled car parking bays should ideally have 1.2 metres betweencar bays and have a 1.2 metre safety zone at the end of the bay to allow peopleto access car boots or to operate hoists. Is there a dropped kerb if a pavement or walkway needs to beaccessed? Check that event management monitor the use of disabled carparking bays. It is not uncommon for disabled car parking bays to be used bypeople who do not need them. Ask what the policy is when people abuse thesystem. If there are no parking facilities at your event find out about local on-street and car park facilities. It may be possible to reserve spaces for disabledpeople attending your event. You will need to let people know about thedistance from the car park to the venue and the conditions en-route such asground cover, gradients and road crossings.

If there is an intercom system at the entrance of the car park, thinkabout how this will impact on people with hearing impairments and how this canbe overcome. Accessing the intercom button may also be hard for people withreduced limb function.

Transport provided by youIf you are providing transport as part of your event you should aim to providetransport for everyone.


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You could find out what disabled peoples transport needs are and plan to meetthese requirements.

You could find out about coach hire companies who can provide accessiblecoaches and any local services such as dial-a-ride services.

The local Council for Voluntary Council may be able to help you find suppliers inyour area.Remember-to ask suppliers about what disability awareness training their staffmay have had and what their policies are.Dont forget about going home. Think about arrangements for leavingespecially ifthere are likely to be crowds and long queues. It might not be possible for somedisabled people to stand for long periods of time or to call for a taxi if there are notext telephones available.

There may be arrangements you could put in place such as seating or usingstewards to let people know when their transport is at the front door.

Making your promotion accessibleHow you promote your event needs to be accessible too. Disabled people includingpeople who are blind or visually impaired, deaf or hard of hearing or who havelearning disabilities will benefit from accessible information.If you promote your event on a website check it is accessible and compatible withthe range of specialist hardware and software which disabled people use to accesscomputers. RNIB have an online Web Access Centre where you can find out moreabout [email protected] you do not already have a contact point, consider providing one. It is unlikely youwill be able to give all the information you have in your promotional material. If yougive a telephone number as your contact point you could also give an email

address, fax number and a postal address as well. Some disabled people have apreference for one or another of these. Offering more than one choice as areasonable adjustment for disabled people will mean more choice for everyone.Use a large font size in a clear style such as Arial and use a good contrast for textand background on all your printed material.
mailto:[email protected]:[email protected]


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Remember - make sure that staff at the contact point can answer questions aboutaccess.

Tickets, booking and reservationsDifferent types of events will have different ticket or booking systems in place.Some events sell out very quickly months in advance whereas others are marketedonly to a particular group of people who may need to apply for a limited number ofplaces. This section looks at some of the features of ticketing and booking andmakes suggestions on how to make these more accessible for disabled people.Selling ticketsIf you sell tickets for your event you will need to look at how disabled people canbuy them. It will be important for disabled people to know what adjustments havealready been made so that they can acquire tickets. You can let them know this in

your promotional information. This is especially important for events such as musicconcerts which may sell out quickly.Box offices and the services of any ticket agencies you use should be accessiblefor disabled people. You can ask independent ticket agencies you use to reviewtheir services to ensure that they are accessible. If you use a ticket agency whichis not accessible to some disabled people you could consider requesting that theticket agency makes changes, use another ticket agency or provide an alternativesuch as postal tickets and website box offices.Seat allocation

If seats are allocated at the time of booking you will need to consider how to makesure that disabled people are not discriminated against in this service.Concert venues and stadiums may have allocated seating forwheelchair users.This might be in an area designed specifically for wheelchair users or it might be anadaptable area where seating is removed as necessary. It will be important toensure that audience members who are wheelchair users are still able to leave thearea and return, for example for toilet breaks.If you are issuing seats on a first come, first served basis you could allocate theseseats last if they have not been requested by a disabled person who needs them.Deaf and hard of hearing people are likely to prefer seats where they have a goodview of what is happening on stage, and where any communication support suchaslipspeakersare not obscured.Application and reply forms


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Asking people to complete and return application or reply forms is a commonfeature of events such as conferences and seminars. You can use the form to letpeople know what adjustments are already in place such as sign languageinterpreters, deaf-blind communicators and large font text and give a description ofany physical features.

Example: if a chair lift is in place but requires people to transfer from a wheelchairyou should let people know about this. You should offer to speak to them aboutalternatives if it is not possible for them to transfer to a chairlift.You can also use the form to ask disabled people aboutany further requirementsthey have. A suggested wording for this is:-To help us ensure that all delegates attending the conference are able to

participate fully please let us know about any requirements you have.You could aim to welcome contact from attendees who are disabled and aim to find

solutions for requests which you have not planned for. You could ask for a contacttelephone number, email or address so that you can discuss any requests.It will be important to give people a choice of how to complete forms. Somedisabled people may prefer to do this on computer and return it to you by email andothers will prefer to complete the form by hand. Some disabled people maywelcome the opportunity to pass on information over the telephone for you toregister their interest and other details.

If you require people to sign a form to acknowledge any legal responsibilities, you

could consider making alternative arrangements for this when attendees register onthe day of the event. This would be a reasonable adjustment to make for disabledpeople who cannot complete the form by hand.Remember - treat all information you receive confidentially and take into accountthe requirements of the Data Protection Act.Support workersSome disabled people are accompanied by support workers who are alsosometimes called carers or personal assistants. Support workers are there to

enable a disabled person to fulfil their own choices and will only attend to therequirements of the person they are there to support.

You will need to think in advance how you will accommodate support workers.Each situation will be different but you could consider not charging admission,charging a reduced ticket rate for support workers or just charging to cover basiccosts such as catering.


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You should also consider the capacity of the venue you will use for the event if youexpect a number of disabled people to be accompanied by their support workers.Assistance dogsDisabled people who use assistance dogs quite often experience discrimination indoing everyday things other people take for granted. It will usually be against thelaw to discriminate in this way. Many disabled people rely on an assistance dog asan aid to their mobility, and would find it extremely difficult to manage gettingaround without it.

It is entirely understandable that some businesses have a general policy of notallowing pets into their premises for health and safety reasons. However, evenwhere hygiene is particularly important (in food shops and restaurants, forexample) it should be possible to make exceptions for assistance dogs despiteconcerns over health and safety.

Most food businesses will have a no admission policy for dogs in order tomaintain food safety requirements. However, the Food Standards Agency advisesthat an exception is usually made for assistance dogs as a result of the followingqualities:-

Assistance dogs are highly trained working dogs, not pets. An assistance dog will not wander freely around the premises. An assistance dog will sit or lie quietly on the floor next to its owner. Assistance dogs are trained to go to the toilet on command and so areunlikely to foul in a public place. It is easy to distinguish between an assistance dog and a pet. Anassistance dog is instantly recognisable by the harness it wears and thespecial tag on its collar.

Assistance dogs are also excluded as a result of no dogs" policies. The DDArequires service providers to make reasonable adjustments to policies and onesuch adjustment could be to waive "no dogs" policies in respect of assistance dogs,or amend a no pets policy so that assistance dogs are not refused access.Because assistance dog owners rely on their dogs to get around safely, refusing toallow an assistance dog on to the premises means refusing to provide a service tothe owner for a reason relating to their disability.


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Religious or cultural beliefs have often been cited as a reason for non-admittanceof assistance dogs. However, it should be noted that there is a legal requirement topermit access to assistance dogs and such beliefs are not a defence against non-compliance.

Plan toileting arrangements for assistance dogs for longer events Ensure fresh water is available If in doubt about arranging suitable facilities, check with the dogsowner

Making information accessibleThis section looks at making information accessible for disabledpeople. It looks atinformation that is written down and information that is spoken.It also looks atthings like videos you might use at your event.Written InformationWhen you produce written information for your event such as website pages,programmes, promotional material, hand outs, agendas, tickets, posters andapplication forms you will need to think how you will make these accessible fordisabled people by considering producing information in alternative formats.There are a number of different formats which people may have a preference for.For people who are visually impaired these include large print, Braille and audio

tape. Braille is used by over 20,000 people in UK.

Font sizeUse font 12 point size minimum, 14 point font best practice and sans serif typefacefor your printed information as standard;Arial is a good font to use. This is morelegible for people with a visual impairment, including people who need readingglasses. For those who ask for written information in large font size use font size18as minimum or size 20 - 22 as best practiceAs well as using these size fonts you could use contrasting colours for the

background and text. You do not have to compromise on eye catching design; youcould leave part of the page free of colourful design so that the text is clearer.

Example:Look at the examples below. This will make the information moreaccessible for everyone.

Access Conference1st October 2009


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Town HallTown Hall

Access Conference1st

October 2009Town Hall

If you are running a conference or seminar you may be planning to give attendeesreading material which has not been produced by your own organisation. This

could be material produced by sponsors or exhibitors and inserted into delegatepacks. You could ask these organisations to ensure they provide you withaccessible information including information in alternative formats. If they areservice providers they are likely to have duties under the DDA and should beprepared to meet any requests or to offer an alternative means of making theinformation accessible.Many visually impaired people will welcome receiving copies of papers before theevent as this gives them an opportunity to read them and to be able to concentrateon what is being said once they are at the event.You could also consider producing written information in Easy Readformat forpeople with learning disabilities.This is a way of writingthings down clearly usingshort sentences and avoiding difficult wordsand acronyms. Easy Read publicationsmay also use pictures toillustrate points.

Information for deaf, hard of hearing and deaf blind peopleDeaf and hard of hearing people can be supported by LanguageSupportProfessionals (LSP). These are professional services and include:-

British or Irish Sign Language interpreters Deaf blind communicators and guides Lipspeakers Note takers Speech To Text Reporters (palentypists) Speed Text operators


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Remember - one of the most important things to know about LSPs is that there arenot enough of them in the UK. This means forward planning. You could considermaking a provisional booking for communication support workers as soon as youhave a date and a venue. The more notice you give the more likely you are to getthe support you need for your attendees.In some areas you will find a local deaf society or organisation which will be in thetelephone book or on the internet. They may be able to supply LSP services ordetails of local agencies who can. LSPs can help at all kinds of events. Some signlanguage interpreters specialise in signing lyrics to songs but they will need to workwith the performers beforehand.LSPs will be able to help you to determine the best position for them to work inrelation to the speaker and the audience. They will also be able to advise you onenvironmental features like lighting which can affect the service they give to deafpeople. They will welcome being briefed on the content of the event including if

videos are to be shown or unusual words such as medical or legal jargon isexpected to be used.Remember - to ask LSPs what their needs are and to let them know about thecontent of the event beforehand.In some cases it may be unreasonable for the service provider to pay forcommunication support, for example a local fundraising group, or there may be nosupport available on the day of your conference.

There are other steps you can take to ensure that deaf and hard of hearing people

can access your event. You could discuss with disabled people what alternativesteps can be taken if no communication support is available on that day.

VideosVideos and clips of films can make interesting additions at some events. It ispossible to arrange for videos to be audio describedfor people who are visuallyimpaired and to be subtitledand overlaid with British or Irish Sign Languageinterpretation for people who are deaf or hard of hearing. You should checkavailability of these facilities on any videos that you are going to show.Remember -to think inclusively if you commission any video or film to be shown atyour event and plan for this to be audio described and subtitled.

The Team


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Everybody in the team including venue staff, performers, exhibitors, conferencechairpersons, booking staff, suppliers and speakers can contribute to making yourevent more accessible for disabled people.This section looks at the different people involved in delivering your event as it willbe important to make sure that everyone knows about changes you have made

and about any changes they will be responsible for.Your teamYour own team will know that making your event accessible is a priority and theycan help you put in place all the changes you have made. If they are well preparedand trained they will be able to deal with any problems and to make furtherchanges on the day as the need arises.You should think about training for you and your staff. Disability equality orawareness training is available and can be tailored to meet yourneeds. You canexpect training to include an introduction to the DDA, an awareness of disabilityand how to meet some of the requirements of disabled people.

Other training to consider is training on operating auxiliary aids such as evacuationchairs and loop systems and infrared systemswhich may be provided by theproduct manufacturer or distributor.Housekeeping is important. Remind staff to be on the look out forthings goingwrong; this might be bags on floors and portable display stands creating hazardsfor visually impaired people. It could be that groups of people are gathering in

areas and preventing access for wheelchair users.

Venue staffIf you are using a hired venue for your event you may find that the venue willsupply staff. Their duties may cover roles such as management, security, catering,reception, operating car park facilities or setting up exhibition areas. They may alsobe responsible for technical roles such as operating lighting and PA systems wherethese are available.You could ask the venue if you can brief all staff including anytemporary andcontract staff before the event, or ask the venue to do so. This might take the formof a briefing session on the day of the event or information in writing.You will need to tell venue staff about any adjustments you have made andchanges that you want them to make. Changes you might highlight in your briefingcould be that you want the furniture laid out in a certain way to accommodatewheelchair users and to allow more room for everyone to move around. It will beimportant that venue staff do not rearrange your changes. You will also need tomake sure staff are aware of any roles they have been given specifically to assist


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disabled people such as serving food at the self-service buffet and carrying trays totables.Speakers and presentersSpeakers and presenters need to be aware of the requirements of disabled people

in the audience before the event. For example they will need to supply copies ofpower point slides so that you can produce them in alternative formats for visuallyimpaired people.You could set aside time for a briefing session to explain to them how to work withLanguage Service Professionals who are supporting deaf people in the audienceand any other arrangements in place. It is also important for speakers to describeany slides or visual material they use during a presentation for audience memberswho are visuallyimpaired.Some people may have additional responsibilities like explainingevacuationprocedures and need to be aware that they should describe exits in terms of left,right and north south rather than pointing or saying over there.AttitudeIn a survey for the Disability Rights Commission 41% ofdisabled people valued apositive attitude above value for money. A positive attitude by staff can make all thedifference on the day. How your team respond to requests for assistance and howthey put things right if they go wrong will count for a lot.

Sound, lighting and other technologyMany events use technology and special effects to add to impact or to overcomeissues such as the large size of the venue. This section shows how you canconsider the impact for disabled people of any technology you use. You may findthat some of the technology you use will provide a reasonable adjustment for somedisabled people.Flash lighting, strobes and other special effectsSome special effects can have a detrimental effect for disabled people such asthose with epilepsy or tinnitus. If part of your event involves flash lighting, strobesand other special effects you will need to consider how you let people know aboutthis. You should let people know about the special effects before they buy a ticketas well as at the event before the effect takes place.


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Remember - to give enough notice for people to leave the area if they wish to andto let them know when the special effect stops so that they can return to theaudience. Your crowd control staff should allow them to do so.Dimming lightsDimming the lights in a venue can prevent some disabled people

accessing events,for example, a hearing impaired person will beprevented from lipreading. At some

events the lights are dimmed as part of the entertainment value of the event. Atevents lights are sometimes dimmed when speakers are using visual aids such asslides or videos.It may be necessary to dim the lights in these circumstances because any glare onthe screen prevents many people in the audience from being able to see the texton the screen. This is something you could check when you audit the venue. Itmay be possible to overcome this by closing curtains and blinds and keepingsuitable lights on in the room.If dimming lights is absolutely necessary to allow delegates to see the slides thenyou will have to ensure that speakers and any LSPs are suitably spotlighted andthere is good light for reading. It is also a good idea to give a copy of the slides tovisually impaired people before they come to the event in their chosen format suchas large print or Braille.Public Address systemsPublic Address (PA) systems play an important role at many events helping to

ensure that people can hear what is being said in larger venues. If you expect to letmembers of the audience ask questions from the floor it will be important to havestaff equipped with portable microphones for the audience to use. This will helpdeaf and hard of hearing people to follow what is being said by helping LSPs andthose using the loop or infrared systems. You should check the quality and thevolume of the PA system for clarity and comfort.You might also want to consider using Speech To Text Report or palantypeforpublic address. This is generally is viewed on a laptop screen when only a few deafpeople are using the service but it is possible to present the text on a large screenplaced on the stage area for everyone to see. This helps everyone to keep up withwhat is being said.Multi-lingual translationAt some events infrared or radio systems may be used to provide languagetranslation services. It will be important to check that this does not affect the radioor infrared system in use for hearing aid wearers. You could ask the suppliers ofboth services to liaise with each other to make sure thisdoes not happen.


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Additional ServicesThere are many other services which might form part of your event and it will beimportant for them to be accessible too. This section gives guidance on a few of the

most common services.

CateringCatering at events can range from a cup of tea and a biscuit, to fast food outlets ora sit down banquet. It is useful to provide different catering choices wherepracticable and to ensure that catering staff are briefed on helping disabled peoplewith their selection and service.If self-service is the only option available, ensure that staff are available to assistdisabled people including people with mobility impairments and those with visual

impairments with their choice of food and carrying trays to the eating area.Make sure that there are seats and tables available.Some disabled people need tosit down or cannot hold a plate for a long period. Seating also helps those who aretalking to a wheelchair user. You could reserve seating for disabled people whoneed this.Make menus more accessible by printing them in large fonts using contrastingpaper and ink covers and avoid presenting them in shiny covers. Make surecatering staff are prepared to talk through the menu on offer.Deaf and hard of hearing people may appreciate having clear sight of the checkout

screen so they know how much they have to pay. Things like credit card signs,confectionary stands or sugar containers sometimes obscure this.

Provide a choice of cutlery and crockery. A mug may be easier for some disabledpeople to use than cups and saucers or plastic cups that do not have handles.Dont overlook the small things. Sachets of condiments and milk in very smallcontainers can be difficult to open. You could consider offering these in jugs anddishes too or ensure help is on hand for people experiencing difficulty. Offerdrinking straws as standard.

Make sure there is room for everybody to manoeuvre safely between tables. Whenyou audit the venue think about what it will be like when lots of people are movingaround and sitting at tables. Consider having a number of food and beverageservice areas spread around the venue. This is helpful for disabled people as thereis likely to be a service point closer to where they are. Everyone will benefit fromthe shorter queues if you only have a short period for a break before continuing theevent programme.


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When you draft your event programme include enough refreshment breaks andensure that they are long enough. Some disabled people may need more time toeat a meal and visit the toilet. You may also need to allow time for assistance dogsto be exercised. Once you have published the programme try to stick to thetimings given.AccommodationSome events may include accommodation or the event organiser may offer aservice to book accommodation on behalf of people attending or working at theevent. These information or booking services should be accessible for disabledpeople and it will be good practice to ensure that you are able to provideinformation about hotels that are accessible.Quiet RoomIt is a good idea to provide a quite room for rest especially if your event is going tobe long and crowded. Some people with mental health issues or fatigue willparticularly welcome this.A quiet room may also be particularly welcomed by others who are attending yourevent such as those wishing to pray during the day. A calendar of religious festivalsis available fromAccess for artists and staff

Access to backstage and stage should be available

A level backstage crossover route A direct route that could be used by a wheelchair user from stage toauditorium and backstage to front of house

Dressing room areas should incorporate accessible toilets, showerand changing facilities

Some form of visual sign to alert deaf performers to curtain calls Workspaces should have some wheelchair access available Portable access provisions such as heaters, lighting, soft furnishing

Research specialist equipment that may be needed to support adisabled artist

All rooms should be accessible including rehearsal, green room,sound control, orchestra pit and under stage areas, lighting galleries, storageand wardrobe areas


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Toilet facilitiesAt least five per cent of toilet facilities should be fully accessible. However if extraare necessary, temporary toilets can be hired for this purpose. Where possible thedoor should open outwards. Rail supports should be next to the toilet on both sidesand 70cm above the ground. Toilet rolls should be near the toilet. Make sure there

is an accessible hook for coats but avoid putting it at head height, as this can be ahazard.

The following Appendices could provide further guidance and support for eventorganisers :-

Appendix 1:Where can I get more advice and help?

Appendix 2:

Models of Disability

Appendix 3:Example statements for use in promotional literature

Appendix 4:Access Checklist for use as a guide in event planning

Appendix 5:

Use of appropriate and non-offensive disability related language


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Appendix 1: Where can I get more advice and help?Do you know how to book a Speech To Text Reporter (STTR), get documentstranscribed into Brailleor onto tape or how to choose a venue which is accessibleand meets the criteria for your event? Do you worry about how to ask if someoneneeds help? The good news is that most disabled people are quite happy toprovide you with information about how to meet their own needs in an appropriateway. By asking someone what works best for them, you can often avoid any un-necessary worry.You could look at how you can involve disabled people in the planning your event.If you have a steering group or committee you could include the views of disabledpeople by inviting disabled people to join the group. You could speak to localgroups or contact voluntary organisations for information and advice. You can findout about organisations of and for disabled people through groups such as yourlocal Community Voluntary Council.Staff or members of your own organisation may have personal experience ofdisability that they are willing to share with you. You can continue to develop betterpractice by learning from your experiences and asking attendees what worked and

what needs to be different. You could consider sharing your experiences andexamples of good practice with other people organising events throughmembership bodies.Remember - to make sure that all your planning meetings are accessible formembers who are disabled.A good starting point is to look for information about things like :-

access audits* physical adjustments technology designed to assist disabled people that you can buy or hire disability awareness training services such as British Sign Language (BSL)

* An access audit is ideally an independent, professional survey of your conferenceor event venue and may include an assessment of procedures and practices. Theaudit results in a report outlining existing access provision and recommending


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improvements. There are also audit toolkits available if you are not able to arrangefor a professional access auditor but these are less likely to provide you witheverything you need to know. The audit report will identify any changes you needto make. As well as looking at physical features an access audit could include thepolicies and practices associated with the operation of the premises.Sources of guidance :-The National Register of Access Consultants (NRAC) has details of registeredaccess auditors and access consultants.70 South Lambeth Road, London. SW8 1RLTelephone: 020 7735 7845Textphone: 020 7840 0125Fax: 020 7840 5811Email: [email protected]: www.nrac.org.ukThe Centre for Accessible Environments (CAE)at the same address as NRACprovides technical information and other services in relation to access to buildingsand the environment.Email: [email protected]: www.cae.org.ukThe Joint Mobility Unit (JMU)provides technical information and other services inrelation to access to buildings and the environment.105 Judd Street, London. WC1H 9NE

Telephone: 020 7391 2002Fax: 020 7387 7109Email: [email protected]: www.jmuaccess.org.ukVenues Live are able to rate accessibility of a venue and provide a bookingservice to help you find accessible venues.Thames Chambers, 2 Clarence Street, Kingston upon Thames. KT1 1NGTelephone: 020 8481 2000Fax: 020 8481 2020Email: [email protected]: www.venueslive.co.uk

Tourism for All provides information about accessible accommodation andothertourism services and supports the tourism and hospitality sector toprovide
http://www.nrac.org.uk/http://www.venueslive.co.uk/http://www.nrac.org.uk/http://www.venueslive.co.uk/


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accessible services for all.Tourism For All can also supply an Access SolutionsPack with a self audit toolkit.Tourism for All UK, The Hawkins Suite, Enham Place, Enham Alamein, Andover,Hampshire. SP11 6JSTelephone: 0845 124 9971Fax: 0845 124 9972Textphone: 0845 124 9976Email: [email protected]: www.tourismforall.infoUnited Kingdoms Disabled Peoples Council is the national association of disabilitygroups in the UK.Litchurch Plaza, Litchurch Lane, Derby.DE23 8AATelephone: 01332 295 551Fax: 01332 295 580Email: [email protected]: www.ukdpc.netAnabledd Cymru/Disability Walesis the national association of disability groups inWales.Disability Wales, Bridge House, Caerphilly Business Park, Van Road, Caerphilly.CF83 3GWTel: 029 20887325Fax: 029 20888702Email: [email protected]: www.

disabilitywales.org

Capability Scotlandprovides an advice service about disability and disabilityservices in Scotland plus specialist advice on cerebral palsy.ASCS - Advice Service Capability Scotland, 11 Ellersly Road, Edinburgh. EH126HYTelephone: 0131 313 5510Fax: 0131 346 1681Textphone: 0131 346 2529Email: [email protected]: www.capability-scotland.org.ukThe Council for the Advancement of Communication with Deaf People (CACDP) isthe UK accreditation body for qualifications in communication methods. Theyprovide a directory of registered Interpreters and other Language SupportProfessionals.Durham University Science Park, Block 4, Stockton Road,Durham. DH1 3UZTelephone: 0191 383 1155
http://www.tourismforall.info/mailto:[email protected]://www.tourismforall.info/mailto:[email protected]


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Fax: 0191 383 7914Textphone: 0191 383 7915Email: [email protected]: www.cacdp.org.ukDIAL UKcan put you in touch with local disability information and advice centresand services providers.St Catherines, Tickhill Road, Doncaster, South Yorkshire. DN14 8QNTelephone: 01302 310 123Textphone: 01302 310 123Fax: 01302 310 404Email: [email protected]: www.dialuk.org.ukEnableprovides support and advice for people with learning disabilities in Scotland.Enable, 6th Floor,7 Buchanan Street, Glasgow. G1 3HL.Telephone: 0141 226 4541Fax: 0141 204 4398Email: [email protected]: www.enable.org.ukMENCAP provides services and advice on the needs of people with learningdisabilities in England, Wales and Northern Ireland.123 Golden Lane, London. EC1Y 0RTTelephone: 020 7454 0454Fax: 020 7696 5540

Email: [email protected]: www.mencap.org.ukNational Association of Councils for Voluntary Service (NACVS)is a network ofover 300 local Councils for Voluntary Services (CVS).NACVS, 177 Arundel Street, Sheffield S1 2NUTelephone: 0114 278 6636Fax: 0114 278 7004Textphone: 0114 278 7025Email: [email protected]: www.nacvs.org.ukRoyal National Institute of the Blind (RNIB)provides advice and support for peoplewith visual impairments.105 Judd Street, London. WC1H 9NETelephone: 020 7388 1266Fax: 020 7388 2034
http://www.dialuk.org.uk/http://www.dialuk.org.uk/


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Helpline: 0845 766 9999Email: [email protected]: www.rnib.org.ukRNIB Transcription Service Business Liaison TeamPO Box 173, Peterborough. PE2 6WSTelephone: 01733 37 53 70Fax:01733 37 53 79Email: [email protected] Guide Dogs for the Blind Association (Guide DogsTelephone : 08000 131717Royal National Institute of the Deaf (RNID)provides information, advice andservices for disabled people who are deaf, or hard of hearing.19-23 Featherstone Street, London. EC1Y 8SLTelephone: 0808 808 0123Textphone: 0808 808 9000Fax: 020 7296 8199E-mail: [email protected]: www.rnid.org.ukScopeis a disability organisation covering England and Wales and focusingon cerebral palsy.PO Box 833, Milton Keynes. MK12 5NYFreephone: 0808 800 33 33

Email: [email protected]:www.scope.org.ukDisabled Persons Transport Advisory Committee (DPTAC)advise UK Governmenton access for disabled people to transportand on the built environment.Zone 1/14, Great Minister House, 76 Marsham Street, London SW1P 4DRTelephone: 020 7944 8011Textphone: 020 7944 3277Fax: 020 7944 6998Email: [email protected]: www.dptac.gov.ukMobility and Access Committee for Scotland (MACS)advise Scottish ExecutiveMinisters on access for disabled people totransport in Scotland.Evans Business Centre, 15 Pitreavie Business Park, Dunfermline KY11 8UUTelep hone: 01383 749548Textphone: 01383 749501Fax: 01383 749501
http://www.scope.org.uk/http://www.scope.org.uk/


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Email: [email protected]: www.macs-mobility.orgHealth and Safety Executiveare responsible for the regulation of the risks to healthand safety arising from work activity in Britain.HSE Infoline, Caerphilly Business Park, Caerphilly. CF83 3GGTelephone: 08701 545500Textphone: 02920 808537Fax: 02920 859260Email: [email protected]: www.hse.gov.ukThe Information Commissioner is a source of information for the Data ProtectionAct.Data Protection Help Line, Information Commissioner's Office, Wycliffe House,Water Lane, Wilmslow, Cheshire SK9 5AFTelephone: 01625 545 745Fax: 01625 524 510Email: [email protected]: www.informationcommissioner.gov.uk

Appendix 2: Models of Disability

`The Social Model breaks the old links betweenDisability and Impairment, so thatDisability is seen notas the Impairment itself, nor as being caused by Impairment.Disability is redefined as the outcome of social arrangements and practices, whichwork to exclude and disadvantage people with impairment; social barriersplacerestrictions on what they can do and how they can live. In this way, Disabilitybecomes a new form of Social Oppression`.(Ref: Thomas C. Female forms-Experiencing and understanding Disability OpenUniversity press 1999).In todays society we often consider disability to be a tragedy for the individuals anda burden for their familys and society. This is always based on the Medicalapproach towards disability which always focuses on the lack of physical, sensory

or mental functioning, and uses a clinical way of describing an individualsdisability.

There are certain norms in development and in functioning against which theperson is judged. This model leads to a dehumanising view, where only the natureand severity of the impairment is important, together with the extent to which thedifference can be put right or minimised. It defines and categorises disabled peopleby their impairment, and it casts the individual as the victim.
http://www.macs-mobility.org/http://www.macs-mobility.org/


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Many disabled people have fully rejected the Medical Model of Disability. Manydisabled say that it leads to low self-esteem, undeveloped life skills, poor educationand consequently very high unemployment levels. It has also resulted in thesegregation of disabled people, thus breaking natural relationships with theirfamilies, communities and society as a whole. Since the Medical approach resultsin emotions such as fear of pity, society has traditionally not recognised fully thatdisabled peoples needs as rights. Where disabled peoples needs have been met,it has often been through charitable giving reinforcing the idea of disabled peopleas passive recipients.The Social Model of Disability makes the important distinction between impairmentand disability.

Impairment: An injury, illness, or congenital condition that causes or is likely tocause a long term effect on physical appearance and/or limitation of function withinthe individual that differs from the commonplace.

Disability: The loss or limitation of opportunities to take part in society, on an equallevel with others, due to social and environmental barriers. Disability is shown asbeing caused by 'barriers' or elements of social organisation which take no or littleaccount of people who have impairments.People with impairments are disabledby social structures and attitudes (as barriersto equality of opportunity)rather than their impairment (or medical condition)The Social Model was created by disabled people based on our own positiveexperiences in opposition to the Medical Model. The key difference between the

two models is the location of the problem.Medical model

regards disablement as the problem and fault of the individual disabled people are unable to participate in society as a direct resultof their impairment looks at impairment as something that needs to be cured and thedisabled person made well and normal emphasis is put on a persons ability to be the same as everybodyelse or the effort needed to get them back to as normal as possible

The Social Model a persons medical condition is irrelevant disablement is caused by the physical and emotional barriers erected andenforced by society the inaccessible environment and negative images and words we use todepict disabled people are key barriers


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words like equal, colleague, opportunity, support and rights are at thecentre of the Social Model of Disability

Example: (Disabling World). The problem in the Medical Model of Disability is thedisabled person themselves (therefore they need to be changed to help them fitin). For example, from the medical model perspective, people might makestatements such as shes too short to reach the light switch, he cant take part inthe meeting because he cant hear or she cant use public transport. Theobsession with finding medically based cures distracts us from looking at causes ofexclusion and disablement.Example: (Enabling World). The Social Model identifies the central problem asbeing the disabling world. Using the Social Model, the above statement would beturned around to the light switches are too high, there were no sign languageinterpreters provided (or no induction loop), which prevented him from taking partin the meeting or public transport is inaccessible.The Social Model of Disability demonstrates that removing barriers for disabledpeople benefits everyone. This happens for example, by making the builtenvironment more accessible (thus assisting parents with buggies, people withheavy luggage, older people etc); or providing more accessible information (plain,

jargon-free language clear typefaces and layouts or other methods ofcommunicating information). This assists a wide variety of people.Some benefits of adopting a Social Model approach to understanding disabilityequality :-The Social Model locates the problem outside the disabled person and thereforeoffers a more positive approach because :-

It doesnt blame the individual or turn them into the problem It involves everyone in identifying solutions It encourages co-operative problem solving It removes barriers for others as well as disabled people, that is, it is anequal opportunities model It acknowledges disabled peoples rights to full participation as citizens


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Appendix 3: Example statements for use in promotional literatureAn example of an equality and diversity statementWe are working towards being fully inclusive. We endeavour to arrange events in

fully accessible locations. However, we would appreciate your co-operation inmeeting specific requirements and ask that you inform us immediately if yourequire additional facilities (for example a loop system, BSL interpretation) or anyother personal requirements.

Data protection statement to assist with providing support at eventsIf a booking form is included with a request for disclosure of individual disability orsupport arrangements then it may be useful to add a statement, for example:To make the event as inclusive as possible we may need to pass on information toa third party about your support requirements. If we are not able to reveal thesedetails this may affect the accessibility arrangements we are able to provide. If youdo not want us to pass on this information please tick this box o"

Appendix 4: Access ChecklistUse this as a guide in your event planning


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Venue Comments Access

DDA awareness. Accessibility audit. Entrances, toilets, lifts, cateringand other areas. Proximity of facilities to eventareas. Disability awareness of venuestaff. Car parking

Accessible designatedspaces. Car park to venueroute accessible.

Event planning and administration Comments Planning theprogramme

Time to move betweensessions. Rest breaks for interpreters andSupport Workers. Regular refreshment breaks. Speakers, facilitators andexhibitors

Guidance provided regardingexpectations. Fully briefed regarding venueand delegates. Presentation techniquesadvised. Speaker requirements checked. Budget

Allowances considered forsupport arrangements.


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Pre-event information Comments Publicity

Clear eventdescription including outcomes. Range offormats used. Disabledpeople a specifically targetedgroup. Equalitiesstatement included. Earlyinformation provided about thevenue. Registrationarrangements Individual requirementinformation requested. Alternative registration options. Individual requirementsclarified. Difficulties with arrangementscommunicated. Advance requests for eventchoices. Alternative format information. Venue details

Reserved accessible parking. Clear maps, directions andbuilding plans or access routes. Local transport information. Assistance dog toileting. Booking confirmation

Confirmation in advance inappropriate format. Opportunity to request furtheradditional requirements. Confirm additionalarrangements made.


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Supply of additional supportrequirements Comments

Personal assistants andsupport workers

Suppliers of specialist servicesidentified. Support workers booked. Copies of presentationsprovided to support workers. Event badges and informationfor support workers. Timings take working practicesand support worker role intoaccount. Seating reserved, and powersockets and tables provided. Support workers briefed. Assistance dogprovision

Toiletingarrangements confirmed. Drinking waterprovided.

Alternative formats Electronic copies ofpresentations. Alternative format provided. After event information providedaccessibly. Hire of extra equipment

Booked in advanceand costed.


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Induction loop systemand Public Address Availability checked or hirearranged. Signage indicates inductionloop availability.

Loop system checked forelectronic interference. Public address and loop systemfunctioning checked. Microphones work. Roving microphone booked andstaff allocated to role. Height adjustable microphonefor presenters. Information andComputer Technologies Publicity clearly states expectedusage of ICT. Delegates invited to bring ownequipment. Copies of workshop softwareprovided if required.

Planning support during the event Comments Signage you provide

Clearly printed in appropriatesize, font and colour. Display height appropriate. Registration staff

Staff aware of disability equalityissues. Staff briefed about their dutiesin relation to disabled delegates.

System in place to hand outalternative format delegate packs. Seating

Choice of seating location andspace in gangways etc.


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Stewards and TechnicalSupport

Stewards andtechnicians arranged. Stewards are trainedand briefed.

First Aid or medicalsupport

First aid contact details. Medical requirements ofdelegates checked. Refreshment areas

Layouts are wheelchairnavigable.

Furniture moveable.

Table heights appropriate. Seating available for buffet stylerefreshments. Serving points accessible. Menu information accessible. Food and drink

Food choices accessible. Dietary dishes labelled andpresented separately. Range of beverage options andcup types. Assistance available if required. Emergency evacuation

Arrangementsclarified.

Travel Post event travel arranged.

Printed material Comments Text style and format

Font should be easily readable,use ARIAL. Text no smaller than 12 point. Avoid underlining text. Avoid writing in capitals. Avoid italics; consider using


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bold instead.

Colour and contrast Ensure contrast between fontcolour and background. Cream paper increasesreadability. Coloured backgrounds shouldbe a single solid colour. For white text on darkbackground increase font depth. Avoid red, green or pinkcoloured paper.

Layout and structure Ensure left aligned text. Use sub headings and shortparagraphs. Use bullet points and lists. Do not underline URLs. Use short, concise single ideasentences. Structure paragraphscoherently. Language

Use clear, straightforwardlanguage. Avoid unnecessary or complexwords. Ensure consistency ofterminology. Avoid slashed constructions ega and/or b.

Alternative formats Comments Electronic formatmaterials

Obtain all relevant documentselectronically. Schedule time for production ofalternative formats in organisationalplan.


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Other alternativeformats Ensure capacity to provide pre-event information in alternativeformats.

State availability of alternativeformats. Ensure opportunity duringregistration to request alternativerequirements. Know alternative formatsuppliers and their productiontimescale.

Using Web technologies to supportan event Comments

Adherence toGuidelines For example, W3C(www.w3c.org/wai). Ensure online forms areaccessible. Text only is not accessible to allusers. Accessibility Statementand user testing

Inform users of the level ofaccessibility you are aiming for inan accessibility statement (linkedfrom the home page). Test the appropriate eventpages with disabled users. Ask disabled users tocontinually give feedback on theaccessibility of the site. Contact details

Provide a prominent contactpoint (eg e-mail, telephone ortextphone) for users unable toaccess information.


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Appendix 5:Use of appropriate and non-offensive disability related languageLanguage changes over time what was once considered acceptable can change.Understanding the Social Model of Disability is demonstrated through the languageyou use. If you are not sure about how to refer to someone ask them what termthey prefer. If the person uses a bad term then avoid challenging but in theconversation you should use the preferred term.Only ask someone about their impairment or health condition if you need to know.In your role, either as an employee or volunteer you only need to know how itaffects them regarding any access requirements they may have, so these can bemet.Handicapped (Avoid using)This comes from the saying cap-in-hand referring to a time when disabled peoplesurvived by begging on the streets of Britain. Use instead disabled person.Disabled person (Good term)Using this term demonstrates that you recognise that a person is disabled byinequalities and barriers in society.Person with disabilities (Avoid using)Using this term suggests that you understand disability from a medical modelapproach. Disability means barriers not medical issues. Use instead,disabledperson.Deaf and dumb (Never use)It is wrong to assume that someone who is deaf has no speech. The person maybe a sign language user. The correct term isDeaf person.


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Special Needs (Avoid using)Asking if someone has special needs does not give you any useful informationregarding access requirements. What is so special about needing access tobuildings or information in large fonts? Using the term special implies separateservice provision rather than making all services accessible to all. The correct termis access requirements.

Learning difficulties(Good term)This term is favoured by People First, a national disabled peoples organisation,run by and for people with learning difficulties.

Mentally ill (Avoid using)It is true that some people have episodes of mental illness, but it is not for us tolabel someone as ill so it is better to use the term mental health issue.Wheelchair bound (Never use)Wheelchair bound implies that the wheelchair is the problem, but in reality, manydisabled people view their wheelchair as the device that helps them becomeindependent, in the same way non-disabled people, might view their car. Whatstops wheelchair users from being fully independent is not the wheelchair butrather the inaccessible environment. The correct term is wheelchair user.

Sufferer or victim (Avoid using)Thesebothreinforce negative stereotypes. It is not for you to label people assuffering or as a victim. It is not our impairments that cause suffering but barriers in

society, lack of services, being excluded.

Disabled toilet & disabled car parking space (avoid using)Neither the toilet or the car parking space are disabled, the correct terms areaccessible toilet and accessible car parking space.

This document was produced utilising information from various sources.

We would like to thank the following for the work that has contributed to theguidance contained in this document:-

The Disability Rights Commission Powys County Council Cheshire County Council TechDis National Disability Team The Get A Plan Project


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The City of London Accessibility Advisory Committee49

Documents

Making Outdoor Events Accessible