The details and specifics of a venue can make or break the accessibility of an event and consequently the attendance of individuals with a disability. There are many things to consider when selecting a location. Choosing a venue presents another opportunity to partner with the disability community. One critical step you can take is to conduct an accessibility survey with people with disabilities and/or disability advocates.  This section will cover the basics when it comes to site selection both inside and out of a facility and will be divided into two sections; navigating the space and engaging in the space. 

Navigating the Space
You should expect the same standard of excellence from your vendors as you do for your own team, access and inclusion should always be a part of that standard. One of the first steps in selecting an event venue should be to note access to the event. Are individuals able to take public transportation to the event? Are there sidewalks around the event location that are accessible? Are there accessible parking spots including a van accessible spot that lead to an accessible path of travel to the main entrance? It is never acceptable to expect individuals who use a mobility device to enter a separate entrance than the rest of the guests. There should be clear accessible signage from the parking lot throughout the facility. Signage should indicate accessible paths of travel, names or numbers of buildings and rooms, the location of accessible restrooms, and the location of accessible emergency safe spaces and more. The venue must offer ADA compliant accessible restrooms on the same floor and within a reasonable distance from the meeting space. The meeting space must offer options for an individual who uses a mobility device to choose to participate. Chairs should be removed from numerous locations from different areas of the room to allow an individual who uses a mobility device to self-select where they would like to sit. There should also be extra space next to different seating spaces for an individual who uses a mobility device to be able to transfer to a stationary chair and still have space for another individual to pass by.

If your event requires the use of a stage, make sure that stage is accessible with a ramp and/or handrail for assistance. If you are hosting a panel on the stage, consider having all your panel members sit if one panel member is sitting. Make sure that there is space on a stage for a person who uses a mobility device to be able to turn around and maneuver. If a stand or podium will be used on stage or on floor level, it should have the ability to raise and lower so an individual of any stature could use it comfortably; this includes individuals who use a wheelchair. They should not be hidden by the stand or made to position themselves beside it. The use of latex balloons should be prohibited.

Engaging in a Space:

All participants should be given every opportunity to equally engage in the event space. This will require the event host to make extra considerations when preparing the space.
   
Set the Room:

As you start to design or prepare your meeting space, be sure there are more than just visual engagements. If items are displayed or available to view, make sure there are also tactile or audio descriptions as well. Items on display should also be placed at appropriate accessible heights including white boards, meeting tables, refreshments, and more. There should be little to no ambient noise. The use of a microphone should be a requirement and not a suggestion. It is never appropriate to ask the room if the speaker can be heard without a microphone. Whether someone has difficulty hearing or not is personal information, and they should not be asked in a group setting to disclose that information. If a microphone or sound system is not available at a particular venue, consider using a portable speaker system, and allow people with hearing loss to sit closest to the speaker. The use of C.A.R.T. services should be used. C.A.R.T. stands for communication access real-time translation, also known as real-time captioning to convert speech to text on a screen. The use of an American Sign Language (ASL) interpreter is also required for any individuals with a hearing impairment. Both C.A.R.T. and ASL services should be secured in advance of the event, and there should be a written policy about obtaining these services. Another accommodation that should be provided through the venue or available to rent are assistive listening devices. Consider providing access to a quiet space. This could be a room off to the side or a section of the larger room that is removed from the main action. Noise cancelling headphones, sensory stimulators, and other similar pieces may be useful to have available in this space. Be sure to check and double check that your event space is accessible to all guests including those who use a mobility device. Often a room starts out accessible, but as the space is filled, access can be limited or interfered with. A final sweep through after everything has been set can be an important last step.