Accessibility at Rutgers' Public Events
for Individuals with Disabilities

Written by Nicole Mazurek, Graduate Intern, Fall 1998

Introduction

The purpose of this memorandum is to provide guidance with respect to making public events, lectures and performances accessible to persons with disabilities in accordance with the Americans with Disabilities Act (ADA). Rutgers University must comply with the provisions of Title II of the ADA. Title II of the ADA requires that public entities make their programs, services and activities accessible to individuals with disabilities. This includes performing arts events, sporting events, lectures, conferences and other programs.

Services

Among the services or "accommodations" that you might be called upon to provide are: (1) large-print or Braille versions of written materials; (2) assistive listening devices; (3) wheelchair accessible seating; (4) accessible parking; (5) a sign language interpreter; (6) open/closed captioning; and (7) audio description. Promotional literature for events should, at a minimum, identify a phone number patrons with a special needs can call for information on accessing such services. The contact person identified should be trained to handle requests for these special services.

General information about such services is as follows:

1. Large print: This is 18 point print or larger. Sans serif or modified serif print with good contrast is recommended. You should be prepared to offer print materials in "Large Print" format upon request (i.e. programs, pamphlets, brochures, guides, etc.).

2. Braille: Patrons with visual impairments may request print materials in Braille. The Campus Coordinators for the Concerns of Students with Disabilities, Cheryl Clarke (New Brunswick), James Credle (Newark) and William Edwards (Camden) have information on file regarding vendors who will Braille print materials. Turnaround time is usually 1 to 2 weeks.

3. Assistive Listening Devices: These systems transmit amplified sound via headsets. Some of our theaters are equipped with permanently installed transmitters for which portable receivers are available. Portable systems are usually available through vendors who provide equipment rental for conferences or meetings. If you decide to purchase a system for your programs, contact information for vendors is available through the Office of Compliance, Student Policy, and Judicial Affairs.

4. Wheelchair Accessible Seating: Most Rutgers performance venues are accessible to people using wheelchairs. Hosts of events should be familiar with the locations of accessible elements (i.e., entrances, routes, restrooms, seats). If you are aware of a performance venue that does not have accessible seating, please contact your College/School Coordinator for the Concerns of Students with Disabilities or the Office of Compliance, Student Policy, and Judicial Affairs. They can initiate a request to make appropriate renovations.

5. Accessible Parking: Accessible parking is likely to be the most often requested accommodation. Events for which parking is provided should also provide accessible parking spaces. Upon request, you should be able to identify the location of accessible spaces available for an event. As a general rule of thumb, there should be one accessible space per 25 total spaces. There should also be an accessible route from the accessible spaces to the entrance area for the event. Technical assistance regarding compliance with these requirements is available through the Office of Compliance, Student Policy, and Judicial Affairs. Information about existing parking options is available through the Department of Parking and Transportation Services

6. Sign language Interpreters: Lectures, tours and other spoken-word events should be prepared to offer sign language interpreters upon request. You may require reasonable advance notice (e.g.,3-5 days) and request as much notice as possible. Advance notice expectations should be noted on any promotional materials advertising the event. Theater events where multiple performances of the same shows are scheduled are strongly encouraged to provide one pre-scheduled performance that will be interpreted and to advertise this in promotional literature. The New Brunswick Office of Diverse Community Affairs maintains a list of agencies through which interpreters can be hired. Interpreters charge approximately $50.00 per hour and often work in pairs for long events.

7. Closed/Open Captioning: Persons who are deaf may request video recordings available with closed-captioned text. Videotapes and movies are often available with captioning coded into the tape/film. Newer television sets have built in decoders. At significant expense, videos without captioning can have captions added. An alternate accommodation is open captioning which translates dialogue and other sounds in print.

8. Audio Description: This is a service for people with low vision or who are blind. Its purpose is to make the performing and visual arts more accessible. A trained "Audio Describer" offers live commentary or narration (via headphones) of visual elements. The New Jersey Arts Access Task Force (973-379-3636, ext. 2623) or the State Commission for the Blind (973-648-3333) can offer assistance in hiring an Audio Describer.

Training

Event staff and ticket or box office personnel should receive periodic training with respect to serving patrons with disabilities. The Office of Compliance, Student Policy, and Judicial Affairs and the Office of Diverse Community Affairs do not provide this training. However, both offices can provide contact information for resources in the community that train people to work with individuals with disabilities. Additionally, the Office of Diverse Community Affairs has a video that is available for loan titled "The Ten Commandments of Communicating with People with Disabilities."

Signage

Each venue should have appropriate signs directing patrons to accessible entrances/exits, seating, and restrooms. You can arrange for technical assistance regarding compliance with sign requirements through the Office of Compliance, Student Policy, and Judicial Affairs.

Promotional Materials

Promotional materials must inform individuals with disabilities that they may make requests for reasonable accommodations in order to attend events and activities open to the Rutgers community and/or the public at large. Accordingly, all notices of public meetings and all invitations, brochures, pamphlets or flyers announcing public performances, lectures and programs need to contain a statement about accessibility to the event. Accompanying this memorandum are some examples of accessibility announcements integrated into public announcements. If your organization has any questions as to the appropriateness of a statement, please contact the Office of Compliance, Student Policy, and Judicial Affairs at 732-932-7312, ext.11.

Example 1: General Announcement

"If you are an individual with a disability and will need an accommodation, please call ____________ (name and number of individual or office responsible)."

Example 2: Conferences and Workshops

In the event that the activity is a conference, workshop or other event requiring advance registration, a statement such as, " If you are an individual with a disability and will need an accommodation, please call ____________ (name and number of individual appointed), at least two weeks before the conference date to request your accommodation."

Example 3: Accessibility Symbols

Universal Access Symbols such as the ones shown above are used by most establishments to indicate the accommodations provided. Most often establishments will display a symbol and then provide a written description of the services available.

Example 4: Theater Performances

In the Paper Mill Playhouse’s 1998-1999 Season brochure the wheelchair access sign is shown with the statement, "Paper Mill is fully accessible and offers audio described, open captioned & sign interpreted performances."

In the Morristown Community Theater’s 1998-1999 season brochure, the wheelchair, assistive listening device, and large print access symbols are displayed with the following statement: "The Community Theater is wheelchair accessible. If any individual needs special assistance, please call our administrative office during the day at 973-539-0345."

In its Fall 1998 newsletter, "State Theater in the SPOTLIGHT," the State Theater displays a shadow box titled Accessibility Services. In the box are four access symbols with a description of each service. The first access symbol is the person in the wheelchair and states, "The main floor is accessible to patrons using wheelchairs." The second symbol is the Large Print symbol with the following statement after it: "Large print and audio tape programs are available for most performances." The third symbol is the assistive listening device bearing this statement, "Infra-red listening devices are available for patrons who are hard of hearing." The last symbol pictured is the tele-text symbol with this statement next to it: "Deaf and hearing impaired patrons may contact the State Theater through the NJ Relay Service at (TDD) 800-852-7899."

The McCarter Theater’s 1998-1999 season booklet features a section titled "McCarter Access" along with the six accessibility symbols and an audio description symbol. The following statement follows:

"For the Theater Series, large print and Braille programs are available upon request. There are two audio described performances for each play and one American Sign Language interpreted performance (call Box Office for information). McCarter Theater is wheelchair accessible and fully equipped with a hearing enhancement system. Contact the Box Office to make special arrangements. McCarter’s TDD (no voice) telephone number is 609-252-0915."
Technical assistance for any venue involved in the Arts is available by calling the New Jersey Arts Access Task Force at (973) 379-3636, ext. 2623.

References

If you would like to be put on the ARTS TASK FORCE MAILING LIST, fax your name and address to Liz Murphy at (973) 376-0825 (fax).

Paper Mill Playhouse’s 1998-1999 Season brochure; call The Development Office at (973) 379-3636, ext. 2623.

Fall 1998 newsletter, "State Theater in the SPOTLIGHT," the State Theater; call (732) 247-7200.

McCarter Theater’s 1998-1999 season booklet; call the Box Office at (609) 683-8900.

Morristown Community Theater’s 1998-1999 season brochure; call (973) 539-0345.

National Endowment for the Arts Accessibility Office, call Paula Terry at (202) 682-5530 for information concerning accessibility symbols and other accessibility information.

Useful Web Sites

National Arts & Disability Center
NJ State Council on the Arts
National Endowment for the Arts
New Jersey Theatre Group (for accessible performances)
Advocates for Better Communication
Hands-On (cultural calendar)
Deaf Entertainment Online
Theatre Access Project
National Theatre of the Deaf

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