Best Practices & Accessibility Standards for BikePGH Events and Meetings
BikePGH Staff will provide their pronouns when they first speak as well as an image description of themselves when appropriate.
Meeting attendees will be given a name tag on which to write their name and pronouns.
An accessibility announcement will be made at the beginning of each event/meeting. Accessibility reminders will be made throughout the event/meeting.
In virtual settings, the announcement and reminders will be made both orally and in the chat.
During discussion or question/answer periods, facilitators will allow time for attendees to process information and create space/time to allow individuals who have not spoken to speak when appropriate.
Alternative forms of providing thoughts, questions, and feedback are encouraged (ex: chat in Zoom).
Attendees will be allowed to speak slowly, pause, or communicate in their preferred communication style.
Physical Accommodations
Physical spaces will be ADA-compliant and provide space between seats and other furniture wide enough to allow wheelchairs and motorized scooters to move between them.
If seating is in rows, at least one area will be set aside to enable individuals to sit without having to transfer from wheelchairs or scooters.
Paths to event spaces, restrooms, and exits must be clearly marked.
All meetings will make a best effort to include a virtual option for attendance when requested.
Attendees will be notified and give consent to be shown on the virtual option.
Communication Accommodations
Videos will be captioned or hosted on a platform that provides captions.
At minimum, all virtual meetings and virtual small events will take place on a platform that provides auto-captions.
Any BikePGH event that expects public attendance will have either:
An accommodation survey along with registration
An email or phone number for participants to request accommodations
Clear and transparent information about the accommodations that will be provided by BikePGH
When available, microphones will be used at events and meetings. Anyone who speaks will be encouraged to use the microphone so all can hear clearly.
When hosting outdoor events, BikePGH will bring a megaphone or microphone for use by participants / speakers.
Visual Accommodations
Speakers will be asked to provide an image description of themselves, including pronouns, when first speaking. If the event/meeting is virtual, the speaker will be asked to describe what their video camera is currently showing, including noting if they are not sharing video.
Speakers will be encouraged to state their name each time they talk.
If using a flip chart or white board, the speaker will be asked to state what they are writing and describe what they are drawing.
All written material provided by BikePGH will use sans serif fonts.
Visual Accommodations Provided Upon Request:
Individuals with vision needs will be prioritized in being closer to visuals in physical locations.
Speakers will be asked to describe any slides, images, or videos being shown.
Presentations will be adapted to use large text and high contrast if possible.
If slides, images, or videos are being shown separate from a speaker, BikePGH will designate an individual to provide descriptions.
Cognitive Accommodations
In virtual meetings, links to the agenda and documents in digital format will also be shared in the chat.
In physical meetings, physical copies will be provided at the meeting, including large print copies (18 pt font).
Where possible in physical spaces, a designated quiet space will be made available to attendees
Cognitive & Sensory Accommodations provided upon request:
For meetings, agenda and any documents being presented can be sent to attendees up to three business days prior and at least one day prior upon request.
These documents will be shared in an accessible format such as Google Docs, text files, or PDFs properly formatted for screen readers.
In physical spaces, a designated quiet space with lowered lights may be provided for attendees to use at any time.
An announcement will be made before the meeting/event as to the location and attendees will be invited to use it at any time. Periodic reminders will be provided.
Meetings and events can be designated as scent-free.
Scent-free means that attendees do not wear any chemicals or fragrances.
General Accommodations:
Food and Water
All events and meetings will have access to free water for all attendees.
Plastic straws will be available upon request.
Events and meetings that are scheduled during a common meal time will have, at minimum, snacks for attendees.
Any food will include a description of ingredients, with highlighted common allergens: nuts, shellfish, gluten, and dairy.
Foods with common allergens will be placed away from foods without allergens.
Serving utensils will be used for only one food item each to prevent cross-contamination.
When providing food, vegan and allergy-free options will be provided.
A volunteer or staff member will be present at food and beverage tables to help anyone who needs assistance.
Service animals will be allowed at all meetings and events.
If the presence of a service animal impacts another person’s ability to attend (ex: allergies or past trauma), BikePGH will work with the individual and the individual with the service animal to develop a plan to ensure both can continue attending.
BikePGH will assist attendees with service animals with venue-specific needs to ensure comfortable attendance
Post-Event
BikePGH will provide an opportunity for anonymous evaluation and feedback after events.
Primarily digital, but physical (written) opportunities must be provided upon request.
BikePGH will provide ongoing opportunities for anonymous evaluation and feedback regarding meetings through our online feedback form {LINK}.
Primarily digital, but physical (written) opportunities must be provided upon request.
After each event and meeting, BikePGH will review any accommodations that were provided by request and determine whether such accommodations should be provided without request moving forward.
NEWSLETTER