City event organizers shall ensure their communications with people with disabilities are as effective as their communications with others. City event organizers shall provide auxiliary aids and services for individuals with vision, hearing and/or speech impediments as required by the ADA and codified by the U.S. Department of Justice.
a) American Sign Language (ASL) Interpreters
ASL interpreters shall be routinely provided for all City special events with an expected attendance of 500 or more. Sign language interpreters shall be provided upon advance request for all City events with an expected attendance of 499 or less. All special events advertising shall announce if interpreters are prearranged or if interpreters will be provided upon request (see Item C below). Seats shall be reserved for persons who speak ASL and their companions
directly opposite the interpreter. At least 10 such seats shall be reserved for special events with an expected attendance
of 500 or more.
The ADA Programs Division administers the Auxiliary Aids and Services Program (AASP), which covers the cost of ASL interpreting and certain other accommodations for qualified individuals with disabilities seeking to participate in special meetings and events offered by the City to the general public. The AASP does not cover the cost of accommodations for special meetings and events with an expected audience of 300 or more, unless the meeting or event is offered free to the general public.
b) Assistive Listening System
An assistive listening system shall be provided upon request for all City events. An assistive listening system is a device such as a loop or FM transmitter that gives effective access to the amplification system for people with hearing impairments. New or renovated assembly areas with fixed seating where audible communications are integral to the use of the space must have a permanently installed assistive listening system if it accommodates at least 50 persons, or if it has audio-amplification systems.
c) Event Announcements
All flyers, posters and media announcements shall include;
1. a statement that the event is accessible to wheelchair users:
2. a statement indicating either that American Sign Language (ASL) interpreters will be at the event or will be provided upon request
3. a procedure for requesting additional disability related information and/or accommodations
In addition, if event materials include a contact phone number, either an e-mail address or a TDD (Telecommunications Device for the Deaf) number shall be provided to ensure effective communication with people who are deaf or have hearing or speech impairments. The Telecommunications Relay Service, 7-1-1, may also be advertised. The relay service allows people who are deaf or have hearing or speech impairments to converse with
other persons over the phone through an operator. These calls must be accepted and handled in the same manner
as any other telephone call.
Minimally, the following accessibility language should be used on all event announcements: (Location) is wheelchair accessible. ASL interpreters are provided. To request any other disability accommodations please contact
(name) at (voice number), (TTY number or 7-1-1) or (email) at least 3 business days in advance. Please refrain from
wearing scented products to this event. -OR- (Location) is wheelchair accessible. To request a sign language interpreter
or any other disability accommodation, please contact (name) at (voice number), (TTY number or 7-1-1) or (email) at
least 3 business days in advance. Please refrain from wearing scented products to this event.
d) Alternative Format Material
All printed material distributed by event staff shall be made available in alternative formats upon request. Alternative formats include large print (at least 16-point font size), audio translation (CD, cassette, etc.), Braille, and computer file (on diskette or transmitted electronically). Funding for Braille and audio translation of print materials is available through the Auxiliary Aids and Services Program.
All films and videos shown at City special events shall have English subtitles.