ADA Public Event Checklist for SFRPD Events

It is the policy of the City & County of San Francisco that all public meetings and events that are permitted through City Departments and take place on City facilities and property, are physically and programmatically accessible to people with disabilities. This checklist has been developed to assist event planners in ensuring that the facility and event set-up comply with Federal and State disability access laws.

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Designated department staff are responsible for ensuring that this form is completed and that accessibility is checked periodically before and during the event. If upon filling out or reviewing this form, it is apparent that additional information is required, or it appears that the meeting or event cannot be made physically or programmatically accessible, please contact the Mayor's Office on Disability (415.554.6789 / mod@sfgov.org) to discuss possible alternative solutions or sites.

Items listed in bold are minimum requirements. Please do not consider holding a public event without these in place.

Items in ( ) are ADA mandated definitions about accessible features.

EVENT SET-UP: Preparing the site for the event
1. Fencing or other crowd control barriers are placed so as to isolate the work area from the main circulation path. *
2. Fencing and barricades comply with SF DPW Barricade Order. *
3. Except as provided in 5 below, an accessible route at least 48 inches wide is maintained at the perimeter of the work area and adjacent curb ramps are maintained open and clear during the event set-up. *
4. The circulation route around the work site is FREE of protruding objects.  (Objects protruding 4 or more inches into the circulation route with their leading edges between 27 inches and 80 inches above the floor). *
5. Where space considerations require that a specific area or accessible path of travel is temporarily obstructed during set-up, an alternate safe path MUST be provided along with signs alerting pedestrians of the detour AND staff assisting blind/mobility impaired individuals. *


ADVERTISING THE EVENT: Meeting Notices
1. All notices and announcements for the event or meeting include disability access information. *
2. All notices and announcements for the event or meeting include a contact person to request accessibility accommodations. *
3. If maps about the event are provided, they should include the location of accessible features, such as accessible portable toilets, accessible parking, accessible seating, etc. *


PHYSICAL ACCESSIBILITY CHECKLIST

Getting to the Event
1. An accessible route exists from the street to the event and all event activities. (An unobstructed path that connects all accessible features, is at least 36-45 inches wide, includes curb ramps and the surface is stable, firm and slip resistant.  STAIRS ARE NEVER part of an accessible route). *
2. All public events should have signage to direct the public to the location.  In the unusual situation in which the main route to the event is not accessible, the accessible route with directional signage is provided. *

Transportation
1. If the event itself includes transportation, wheelchair accessible vehicles are also available and advertised as available to the public. *
2. The meeting or event is located close to accessible public transportation. *
3. An accessible route is provided from the public transportation stop to the building or facility entrance. *
5. There is an accessible passenger loading and unloading space. *

Amenities, Facilities & Features
1. Accessible toilets are available within 200 ft of the event's location.  Where portable toilets are provided for the general public, for every bank of toilets at least one, but never <5% shall be ADA compliant.  In the event of a large event with multiple banks adjacent to each other, ADA toilets may be clustered in a single area provided they are within a reasonable distance of the other toilets and signage is provided. *
2. Accessible drinking fountains are available (if drinking fountains provided). *
3. Accessible telephones are available (if telephones are provided). *
4. Art displays or exhibits are positioned to provide an accessible route and to not be a protruding object to people who are blind. *
5. If food or beverages are provided, the service is located on an accessible route.  In the event of a large event with multiple food areas, food areas will be located to the greatest extent possible on accessible routes.  Self-service items are reachable from a seated position with accessible operating mechanisms. (Countertops are 28-34 inches high). *

Seating
1. If seating is provided, approximately 5% must be wheelchair accessible and include 1 companion seat.  Wherever possible, accessible seats must be dispersed throughout the venue. *
2. Seating is available for Deaf and hard of hearing people near the front of the space so that attendees may see the interpreter/captioner or lip read. *
3. Signs are provided indicating the accessible seating areas for both wheelchair users and deaf and hard of hearing participants. *

Platforms and Stages
1. If a stage or platform is provided, it is accessible by means of a ramp (with a maximum running slope of 8%), wheelchair lift, or portable wheelchair lift. *
2. If a dais or podium is provided for the public, an accessible dais or podium (no higher than 34 inches) is also provided. *


PROGRAMMATIC ACCESSIBILITY CHECKLIST
Communication Access
1. If a microphone is provided for public participation, the microphone cable is long enough to serve accessible seating areas or a wireless unit is provided. *
2. Film or video materials produced by the City are open captioned. *
3. Printed written materials are available upon request, in alternative formats such as large print, electronic versions, Braille or audio.  (This generally requires an electronic version of any materials or text description of the accessible features of any map.  Large print copies of 18 point, sans serif font are recommended). *
4. For meetings of 50 or more people, Assistive Listening Devices (ALDs) are available (check with MOD for resources). *
5. Signage of where to obtain ALDs is posted with ALD symbol at the site. *
6. For public events of 1,000 or more people, involving spoken word, Real-Time Captioning and American Sign Language Interpreters have been scheduled. *
7. For meetings of 500 or more people, an American Sign Language Interpreter is recommended. *
8. For a meeting of 100 or more people, Real-Time Captioning is recommended. *
9. Whenever there is a request for Real-Time Captioning or ASL interpreters, it must be provided, even if there are less than 100 people attending. *
For private events, where all participants are known and are by invitation only, please contact MOD or RPD permitting staff for a possible exemption.
10. An aural description is available, either through the presenter or through pre-recorded audiotape. *
11. The meeting is accessible by speakerphone or Bridge Line. *


For additional information, please contact:
Mayor's Office on Disability
401 Van Ness, Room 300
San Francisco, CA 94102
415.554.6789 voice
415.554.6799 TTY
415.554.6159 fax
MOD@sfgov.org      www.sfgov.org/mod

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