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A Guide for
FREE
Professional
Associations
Foreword by Margaret Mead
Preface by John Gavin
Office of Opportunities in Science — Project on the Handicapped
as
American Association for the Advancement of Science
BARRIER-FREE MEETINGS:
A GUIDE FOR PROFESSIONAL ASSOCIATIONS
by
Martha Ross Redden
Wayne Fortunato-Schwandt
Janet Welsh Brown
American Association for the Advancement of Science
1515 Massachusetts Avenue, N.W.
Washington, D.C. 20005
AAAS Publication No. 76-7
Copyright © 1976 by the
American Association for the Advancement of Science
Washington, DC 20005
Library of Congress Catalog Number 76-54431
Printed in the United States of America
Second Printing, 1977
Third Printing, 1979
International Standard Book Number 0-87168-229-X
AAAS Publication 76-7
The accessibility effort at the 1976 AAAS Annual Meeting
in Boston was supported, in part, by grants from Exxon and
the Du Pont Company. The initial phase of the Project on
the Handicapped in Science, during which the 1976 Boston
Meeting was held, was funded by Grant No. 16-P-54803/3-09
from the Rehabilitation Services Administration, DHEW.
Cover design based on the cover of Barrier Free Design,
published by Rehabilitation International.
Orders for this publication should be sent to:
American Association for the Advancement of Science
1515 Massachusetts Avenue, N.W.
Washington, DC 20005
TABLE OF CONTENTS
FOREWORD by Dr. Margaret Mead
V
PREFACE by Dr. John Gavin
vii
ACKNOWLEDGMENTS
ix
INTRODUCTION
xi
CHAPTER 1: INITIAL PREPARATION
1
Essential Activities
Organization of the Accessibility Effort
2
Assessment and Modification of the Meeting Site
3
Assessment of Transportation
5
Determination of Services for the Deaf
7
Provision of Services for the Blind
8
Coordination with the Local Committee
9
Decisions on the Extent of Services to be Provided
10
Organization of Volunteer Services
12
Adaptation of Pre-Meeting Procedures
14
News Releases 14
Meeting Forms 14
Meeting Program 14
Resource Center and Hotline 14
Supplemental Activities
Municipal Accessibility Guide
15
Inclusion in the Substance of the Meeting
16
Resource Group of Disabled Individuals
18
Meeting of Disabled Individuals
19
Placement Services
19
Exhibits
20
CHAPTER 2: PRE-MEETING PREPARATION
21
Essential Activities
Site Arrangements--Public and Private Rooms
22
Transportation Arrangements
24
Interpretation Services for the Deaf
25
Information for Preregistrants
27
Training for Volunteers
28
Public Information
29
Resource Center
29
Responsibilities of Session Chairpersons
30
Supplemental Activities
Consultation with Tour Planners
30
Planning for Meeting of Disabled Participants
30
-iii-
-iv-
CHAPTER 3: THE MEETING
32
Essential Activities
Registration
32
Resource Center
32
Volunteer Services
33
Interpretation Services
34
Public Information Arrangements
35
Supplemental Activities
Disabled Members' Evaluation Meeting
36
CHAPTER 4: FOLLOW-UP
37
Evaluation
37
Establishing a Task Force
38
Planning for Future Meetings
39
Reporting the Meeting
39
Smaller Meetings
40
Conclusions
40
TIME LINE TO BARRIER-FREE MEETINGS
42
APPENDIX A: Initial Announcement of Accessibility Effort
44
APPENDIX B:
Meeting Facilities' Accessibility Form
45
APPENDIX C:
Organizations of and for the Handicapped
47
APPENDIX D:
Specifications for Accessibility
48
APPENDIX E:
Publications of Special Interest to Disabled
Persons
54
APPENDIX F:
Announcements in Publications
57
APPENDIX G:
Sample Registration and Reservation Forms
58
APPENDIX H:
Meeting Information from Annual Meeting Program
60
APPENDIX I: News Release Requesting Identification of
Handicapped Scientists
61
APPENDIX J:
Handicapped in Science Questionnaire
62
APPENDIX K:
Transportation Assistance Questionnaire
64
APPENDIX L:
Volunteer Scheduling Information
65
APPENDIX M:
News Release to Area Media
66
APPENDIX N:
Letter to Boston Area Groups and Individuals
68
APPENDIX 0:
Letter to Session Chairpersons
69
APPENDIX P:
Volunteer Service Report
70
APPENDIX Q:
Reprint of The Washington Star Article
71
APPENDIX R:
Evaluation Form
72
APPENDIX S: Science Article, "AAAS Initiates Barrier-Free
Meetings"
73
Photo Credits
74
FOREWORD
For the 1976 Bicentennial
Annual Meeting in Boston, the
American Association for the
Advancement of Science inaug-
urated a special effort to make
the meeting accessible to handi-
capped scientists. The impetus
for this activity came from two
sources: the work of our Office
of Opportunities in Science,
where we have been concerned
with opportunities for ethnic
minorities and women, and also
from a recognition that many
handicapped persons have, by
virtue of their handicap, a
special contribution to make
to science and to society.
Exploration of the situation of handicapped scientists re-
vealed the special problems of accessibility of professional
meetings and paved the way for the experiment, which in turn
provided material for this guide. Some 200 handicapped scien-
tists--the deaf, the blind, and those with limited mobility--
attended the meeting with varying degrees of special assistance
needed to ensure their full participation. Only a combination
of actual experience and collaboration between the meeting plan-
ners, hosts and handicapped participants could give us the in-
sights detailed here. We hope that other professional meetings
will be able to start at the point we reached by the end of the
Boston meeting, which will also be our point of departure for
the future.
But inclusion of the handicapped is not a one-way operation
in which the sighted, hearing and free moving people help those
who are not. There is another side to the operation. Those who
have lost one sense of one capacity usually develop compensatory
acuities and unusual perceptions. Seeing, hearing, sensing the
world from a different angle, they can give to others the unique
results of their investigations. By including them in our scien-
tific work force, our vision is enlarged, and we ourselves have
a wider approach to experience. Recent work on perception has
emphasized the importance of sensory modalities that are seldom
used, and the way in which the use of one modality reinforces
another. The very presence of a blind person, or of a deaf per-
son, in a group of sighted and hearing persons, stresses the var-
iety of the human gifts that these others are using in their work.
-v-
-vi-
In arranging to have my presidential address simultaneously
interpreted through sign language I wanted to dramatize the
possibilities of human communication based on sight rather than
on the spoken or written word. Signing, the special language
of the deaf, which has its own logic and syntax, was ready made
for this purpose. Sign language has also been used as a basis
for teaching chimpanzees to communicate with their human teach-
ers, compensating for their lack of vocal apparatus suitable
for human speech. It widens the possibilities for cross-national
communication in the future, when satellites, using visual im-
agery become an important component of establishing a planetary
community. So, while it is true that commitment to inclusion
of the handicapped calls for an expansion of civil rights and
compassionate imagination, it is equally true that our own
professions can be enriched by the inclusion of the handicapped
in our endeavors.
Margaret Mead, Chairman
Board of Directors
American Association for
the Advancement of Science
July 20, 1976
PREFACE
One of the least desirable traits of the human condition
is our propensity to avoid those among us who are afflicted with
overt physical disabilities. While this may be an inherent psy-
chological carryover from those days of survival of the fittest,
it is more likely we do not wish to have a reminder that we are
potentially and continually eligible to join them. As a result,
we hide our disabled veterans, our accident victims and those
suffering from birth defects in institutions of one sort or
another depending upon the severity and/or aesthetic nature
of the defect. The consciences of many seemingly healthy per-
sons are eased and indeed reinforced as credit is taken for
monetary support of the handicapped whether through taxes, in-
dividual donations or contributions to the disease of the month
drives. Such gifts are assumed to be an obvious indication of
"we care."
But do we? In general this process is patronizing and may
reduce potential and valuable human resources to social burdens
even though modern training methods have increased the probabil-
ity of successful rehabilitation. A real indication of "we
care" would be the provision of entry level positions to the
qualified handicapped and advancement to higher positions as
work skills, wisdom and knowledge increase. At present, many
of the disabled are underemployed at low pay without any real
possibility of promotion.
For the past few years, I have been concerned about how the
overt physically disabled person fares in industry. Even though
profoundly deaf I have reached a relatively high level of man-
agement, but I don't see many others at any level. As a scien-
tist, a so-called knowledge worker, I find this somewhat strange
for physical capability, no matter how desirable it may be, is
relatively unimportant in the business of science. The govern-
ing factor in the employment and utilization of scientific per-
sonnel should not be the appearance of the package, but the qual-
ity of the contents.
Because of these impressions, I began to promote the cause
for the employment and advancement of the handicapped scientist.
Fortuitously and fortunately, two events occurred which insure
the eventual success of the venture.
The first was the passage of The Vocational Rehabilitation
Act of 1973 by Congress. This bill, introduced by my district
Congressman, John Brademas (D, Ind.) included provisions for
equal opportunity and affirmative action programs for the handi-
capped. The second was the active involvement of the Office of
Opportunities in Science of the American Association for the
-vii-
-viii-
Advancement of Science (AAAS) in the crusade.
Dr. Janet Brown, the head of that office, was quick to un-
derstand the magnitude of the problem and the need for a central-
ized effort to combat the prejudices. She helped arrange our
first presentation, "The Physically Disabled Scientist: Potential
and Problems," at the 1975 Annual Meeting of the AAAS in New York
City. The program was designed to increase the level of sensi-
tivity within the technical community to the needs of the physi-
cally disabled. She followed this up by the assignment of a
staff member, Dr. Martha Redden, to develop and administer a
program for the physically disabled scientist.
Dr. Redden promptly organized an Advisory Group of handi-
capped individuals, rehabilitation experts, interested scien-
tists and Dr. Brown. Now, attendance at scientific meetings is
one of the more important mechanisms through which scientists
advance their careers. Such meetings provide for scientific,
social and political contacts which can contribute much to one's
personal success. The committee believed that the majority
of the physically disabled scientists were unable to take advan-
tage of this opportunity for professional advancement because
of the difficulty in overcoming formidable environmental ob-
stacles. Dr. Redden was given the challenge to make the 1976
meeting accessible to all.
This volume provides concrete evidence that she and her
staff were successful. But it does not really give a true pic-
ture of the combined effort and energy expended by the dedicated
individuals, including many of the handicapped, who assisted on
this project. To put that into words would take many volumes.
It is a start; we do hope to accomplish much more and it is
easy to predict success when you have people like Dr. Redden,
Mr. Schwandt and Dr. Brown on your team! Because of their con-
cern, we have this manual which eliminates most excuses for not
involving handicapped scientists in the mainstream of continuing
scientific education.
John J. Gavin, Ph. D.
July 26, 1976
ACKNOWLEDGMENTS
The staff of the AAAS Project on the Handicapped in Science
wishes to acknowledge the contributions of the many individuals
who helped make the 1976 AAAS Annual Meeting in Boston the first
accessible annual meeting of a professional association and those
who assisted in the preparation of this manuscript.
Our appreciation must first go to Dr. Joseph Fenton,
Rehabilitation Services Administration, who served as project
officer during the initial phase of the Project on the Handicapped
in Science, during which time the planning, preparation and im-
plementation for the first AAAS barrier-free meeting took place.
We acknowledge the members of the Boston Committee for the Project
on the Handicapped in Science: Elmer Bartels, Cheryl Davis, Cynthia
Eaton, Fred Fay, Stephen Juknis, Bruce Marquis, Hal Remmes,
Doris Sarkisian, Andrea Schein, Vivienne Thomson, and Maureen Winn.
The assistance of these individuals, before, during and after the
meeting, was essential to the smooth operation of the accessibility
effort. A special thanks is due to Kay Moore who served as
coordinator of interpreting services for the deaf; Andrea Schein who
organized the volunteer services and reviewed the early drafts of
the guide; and Cheryl Davis who reviewed the early and final drafts.
We acknowledge the contributions of those other individuals
who reviewed the early drafts of the guide and offered their valu-
able comments and revisions: D. Curtis and Doris Willoughby, John
Gavin, James Gashel, S. Phyllis Stearner, and Hank Beasley.
The volunteers deserve more recognition than we can provide
in written word. They truly formed the foundation of the acces-
sibility effort during the meeting and we offer a heartfelt thanks
to them for their time, hard work, and sensitivity. Among the
many volunteers, we thank especially: Paul Bagnall, Helen Baldi,
Joan Becker, Mark Bresler, Steven Brody, Tom Cunningham, Duke
Dufresne, Cindy Eaton, John Fitzpatrick, Darcie Flanigan, Ruth
Freedman, Elinor Gollay, Marsha Goodman, Helen Holm, Priscilla
Hopkins, Amy Hyman, Lynda Honour, Muriel Karter, Paul LaPlante,
Annette Logins, Gina Marmelzat, Laura Moore, Paul Moore, Rose-
marie Munsey, Carolyn Olsen, Ann O'Sullivan, Kathie Poore,
Shelley Present, Cathy Rankin, Karen Reichlin, Lillian Ross,
Cindi Rossi, Doris Sarkisian, Melinda Shapiro, Leslie Taylor,
Bill Tupper, Amy Weisberg, Alita Williams, and George Wood.
We thank members of the AAAS staff for their patience,
guidance and assistance. Especially recognized are Arthur
Herschman, Elisabeth Zeutschel, and Jim Mears of the Meetings
Office; Anne Holdsworth for her assistance in designing and pro-
ducing the cover; Arlene Rogan for her guidance; Kathryn Wolff
for her editing of the manuscript. A sincere thanks to the
other Office of Opportunities staff, Rayna Green and Shirley
Malcom, for their patient guidance and support and Jean Kaplan
for her assistance in the final layout and production of the
-ix-
-x-
guide. We thank also the AAAS Board of Directors, especially
Margaret Mead, Roger Revelle, and Richard Bolt, and William Carey,
Executive Officer, for their continuing support of the accessibil-
ity effort. A special thank you goes to the members of the Boston
Committee for their support.
PROJECT ON THE
HANDICAPPED IN SCI
RESOURCE Room
Sheraton
OPEN 8in
Services
INTRODUCTION
HOTLINE
NUMBER
Professional associations and societies have tended, unin-
tentionally, to exclude their physically disabled members from
full participation in their professional meetings. The AAAS
was made aware of this exclusion when, in late 1973, one of its
members, a deaf biologist, raised the issue of his own inability
to participate in the activities of the Association. Additional
contacts during the next year with other physically disabled
members caused the staff and Board of Directors of AAAS to be-
come aware of the needs of a part of the scientific community
which had been prevented from usefully interacting with its
colleagues at past AAAS Annual Meetings. Making our own meeting
fully accessible to all scientists seemed a logical place to
begin a new program for and with physically disabled scientists.
Thus, meeting accessibility became the first goal of the AAAS
Project on the Handicapped in Science, a program whose larger
purpose was the elimination of all structural and other extra-
neous barriers facing physically disabled persons pursuing ed-
ucation and/or careers in science.
The AAAS made a special effort to make its 1976 Annual
Meeting in Boston accessible and sought to include individuals
with disabilities in the planning, on the program and as parti-
cipants at the meeting. Further, it is the AAAS's intention to
institutionalize such procedures so that those of its members
who have need for special services can be included in all future
meetings. We feel that the methods and lessons of the AAAS's
initial effort can be applied by all professional associations,
and we are convinced that ensuring the full participation of
disabled persons in all future scientific meetings will be of
substantial benefit, both for disabled scientists themselves
and for the scientific community as a whole.
From our first effort to make our meetings as accessible
as possible, we have learned that
(1) With only minor structural adjustments and changes in
arrangements, most disabled persons are able to attend
most meetings.
-xi-
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(2) The rewards to both the able-bodied and the disabled
far outweigh the effort required to make a meeting
fully accessible.
(3) Disabled association members and other disabled per-
sons who live near the meeting site are available and
eager to assist in planning, advising, and implementing
the entire effort.
The quantity and type of work needed for an accessibility
effort depends, of course, on the size and location of the
meeting and the number of disabled persons expected to attend.
The AAAS worked within the context of an annual meeting which
had an expected 5500 participants, but whatever the size, scope
or nature of the professional meeting, the procedures outlined
here will help any association convince their physically disabled
members that they are wanted participants in the association's
activities by creating a barrier-free environment.
Even if initially a great deal of time and effort is put
into helping a few disabled individuals at a particular meeting,
the same amount of work need not be done in subsequent years.
Site selection criteria for future meetings can include the
needs of the disabled as a matter of course, and when the same
location is used again, only a quick review of the original an-
alysis of architectural barriers will be necessary. Further,
needs for other services may also decrease somewhat as time
goes on, since a disabled individual who is encouraged to parti-
cipate and who is given special help at one meeting may find that
he or she can get along with much less help the second time
around.
We offer Barrier-Free Meetings as a step-by-step system for
achieving accessibility at professional meetings. We feel that
it provides a basic plan which can be modified and adapted to
all the meetings of each association, so that even the smallest
of meetings, such as a committee meeting, can be planned to be
accessible to all.
As specific handicaps vary, so do the special services re-
quired to provide the "perfectly accessible" professional meet-
ing. Some services are essential for inclusion of persons with
certain types of disabilities; for instance, interpreters for
the deaf; doors and facilities which permit the passage of a
wheelchair. Other services are normally of a supplemental na--
ture for small meetings, but are essential for large meetings
or for associations having large numbers of disabled members.
We hope, however, that all associations with enough resources
and staff (or volunteers) will undertake such supplemental ac-
tivities as the preparation and early mailing of a packet of
materials describing special services for the handicapped at the
meeting site, organization of a caucus of the handitapped at the
meeting, and provision of placement services and special exhibits.
-xiii-
Genuinely barrier-free
meetings will be assured if,
throughout the entire process
of planning, implementation and
evaluation, the concerns of
physically disabled members are
kept consciously and consistently
in mind by the meeting planners.
This can only be achieved if
meetings planners are contin-
uously in contact with members
of the various disability groups.
The disabled members know what
they need, and if their detailed
recommendations are followed,
accessibility can be readily
arranged. It cannot be said
too often: Disabled individuals
must be involved in the planning
and implementation of accessibil-
ity efforts. Ask. Listen.
Then act. Making a professional
meeting accessible is not that
difficult. It does require work, but the benefits to both handi-
capped and non-handicapped far outweigh the burdens, and increas-
ing accessibility of a meeting to handicapped persons will result
in an enriched experience for all.
Organization of the Guide
This guide is organized chronologically within the four
basic stages of meeting planning. The first stage, "Initial
Preparation," is described in Chapter 1. It includes activ-
ities which need to begin six months to a year (or even longer)
before the meeting takes place, activities which are the
foundation for all the work which is to follow. The first
and most essential initial step is a firm commitment to
include all members in the activities of the meeting. Without
this commitment by an association's governing board and executive
staff there can be no realistic effort toward accessibility.
Activities at this stage include the initial organization for
the accessibility effort; assessment of the meeting facilities
and transportation; coordination with the local on-site committee;
and decisions about services to be provided, publicity needed
for the accessibility efforts, changes required in pre-meeting
procedures, and organizational procedures for volunteer services.
The second stage, "Pre-Meeting Preparation" (Chapter 2),
includes the last six to eight weeks before the meeting during
which specific details of the effort are finalized. In this
-xiv-
stage, the final arrangements for services needed by persons
with various disabilities will be made; for example, inter-
preters for the deaf will be hired and transportation for the
wheelchair users will be arranged. The chapter also includes
advice on briefing the hotel staff and training volunteers.
In the third stage, "During the Meeting," the benefits
of all the prior work are realized. The third stage's major
task, coordination of the various services available, is
explored in Chapter 3. Registration, special events, and pub-
licity are also discussed in that chapter.
The fourth stage, "Follow-Up," begins during the meeting
and ends only when the cycle begins anew for the next meeting.
In Chapter 4, we discuss important aspects of this continuing
activity, such as evaluation, establishment of a task force
to integrate accessibility services for the disabled into fu-
ture meetings arrangements, and communication with members of
the association to determine any needed improvements in the
accessibility programs.
We have included in the appendices materials that we
developed or collected in the course of our accessibility
effort. We hope the forms, news releases, resource lists,
and architectural drawings will be helpful to other meeting
planners.
In writing this guide we have sought to be sensitive to
the needs, feelings and opinions of persons with varying mo-
bility and communication needs. Even people with similar
physical disabilities have different ways of accomodating
themselves to their disabilities--for example, not everyone
in a wheelchair needs a push. Some wheelchair users have
strong muscles and the determination to be independent;
some have wheelchairs with motors; and some do need assistance.
The blind and the deaf may or may not need special provisions
or aids. This diversity requires a variety of services which
may seem confusing to meetings arrangers at first, but with
advice from handicapped persons these needs are easily sorted
out.
We hope this guide will encourage sensitive people in all
professions to build an environment--both physical and psycho-
logical--which will meet the basic needs of physically disabled
meeting participants. And we also hope that, through barrier-
free meetings, disabled persons will be offered many new
opportunities and experiences which have not previously been
available to them.
CHAPTER 1
INITIAL PREPARATION
Essential Activities
There appear to be widely held misconceptions about the
numbers, nature, and needs of disabled persons. The number
and the abilities of disabled people are often underestimated
while their needs are overestimated, with the result that they
are often excluded from association activities. When the AAAS
first announced its accessibility effort, there were questions
posed as to the need for this special effort. We were asked,
are there that many disabled scientists? We still don't know
how many there are, but over two hundred disabled persons
attended the AAAS Boston meeting. Most had not attended AAAS
or other professional meetings previously because, as several
of the disabled scientists told the AAAS staff, "I would not
have asked for ramps to be built for me," or, "I did not expect
the Association to provide interpretation services for the deaf.
However, since it has happened, I now feel that the AAAS wel-
comes me to its meetings." The enthusiastic participation of
disabled persons at the AAAS annual meeting suggests that all
professional societies could profitably commit themselves to
removing the physical, communications, and attitudinal barriers
that exclude any of their members.
A commitment to include all the members of an association
or society in the general meetings of the organization must be
made by the governing board or by the office or committee re-
sponsible for the meeting arrangements, and the cost and limits
of services must be balanced against available resources.
However, once those who determine the nature, structure, scope,
tone and inclusiveness of an association's meeting are sensi-
tized to the needs of the handicapped, they will find a way to
provide at least the minimum essential services. We hope this
guide can serve both a sensitizing and an operational function.
A vital part of the association's basic commitment is to
determine to what extent the meeting facilities (housing and
meeting rooms) are accessible to wheelchairs. Since meetings
-1-
-2-
sites are selected and facilities are reserved up to 10 years
in advance, real commitment to include wheelchair users requires
early and thorough assessment of physical facilities. If for
10 years, doors continue to be too narrow or there are stairs
but no ramps, wheelchair users will not feel welcome no matter
how deep the association's commitment is to include the handi-
capped. As we discuss in "Assessment and Modification of the
seting Site" the determination of wheelchair requirements
hould be a part of the original site selection. In many cases,
if already selected sites fail to meet minimum criteria, adjust-
ments can be requested far in advance of the meeting. Further,
if many associations request these site modifications, structural
barriers should become much less of a problem for all associations.
Information on long-term efforts to achieve wheelchair acces-
sibility should, of course, be sent to both disabled members
and to all organizations for the handicapped, so that hotel and
auditorium managers will be encouraged to provide truly barrier-
free facilities as soon as possible.
Organization of the Accessibility Effort
Once an association has committed itself to providing
barrier-free meetings, the next step is assignment of specific
responsibilities to appropriate staff members. The person or
group that holds major responsibility for the meeting should
logically direct the accessibility effort in order to assure
that it remain an integral part of the planning for subsequent
meetings. Depending on the resources of the association and
the number of disabled persons expected to attend the meeting,
particular tasks can be delegated to a local (on site) meeting
committee or to one or more association staff persons as part
of their regular responsibilities.
As a first step in the initial organization, the staff
should study the time schedule of the meeting and begin early
to fit the accessibility effort into the normal meeting planning.
The first announcements of the meeting schedule and dates should
include an announcement of the intention to make the meeting
completely accessible. (A sample announcement is included in
Appendix A.) Each step in the accessibility effort must dove-
tail with the overall meeting schedule in order to assure suc-
cessful, and ultimately routine, integration.
There are three broad categories of disabilities (mobility,
auditory, visual), and there are certain basic services that
should be planned for persons with each of these disabilities.
Even though needs within categories will vary, plans should
include, at a minimum, some interpretation services for the
deaf and accommodation for persons in wheelchairs. For the blind,
special arrangements may not be essential, but here are services
that can be useful. The following guidelines are for the initial
-3-
preparation for the basic services we suggest for each category
of disability. As these steps are carried out, decisions can
be made well in advance about exactly which activities can or
cannot be made fully accessible to individuals with different
physical disabilities.
Assessment and Modification of the Meeting Site
A systematic survey of the physical meeting site--elevators,
hotel rooms, restrooms on meeting floors, individual meeting
rooms, and nearby restaurants--in terms of its accessibility is
the first task. One must gather data concerning the number
of wheelchair-accessible rooms in hotels or other meeting
locations, the ease with which wheelchairs can be accommodated
at area eating and entertainment facilities, and the avail-
ability of accessible transportation. One should also deter-
mine, for the blind, the availability of raised lettering on
elevator buttons, floor numbers and room numbers. (Suggested
survey forms are provided in Appendix B.)
The meeting organizers should schedule a "wheel-through"
of the meeting site with at least one person in a wheelchair
in the group surveying the facilities to distinguish clearly
between barrier-laden and barrier-free accommodations. In our
experience, local organizations of disabled persons are most
willing to provide volunteers for this service. Information
for contacting such groups is given in Appendix C. At a mini-
mum, however, someone conversant with the general requirements
for architectural accessibility must be involved in the survey.
A word of caution: Do not simply accept a hotel or con-
vention manager's assurance that a site is accessible. Often,
hotel managers fail to understand what is required for barrier-
free design. Each hotel and other meeting facility must be
carefully and personally measured and evaluated, preferably by
a person in a wheelchair, but certainly by the association
staff responsible for the meeting. We cannot stress this matter
of direct observation too strongly, and we have found hotel staff
quite willing to cooperate.
-4-
In checking the meeting site, one must look for stairs with-
out ramps and escalators without adequate back-up elevators.
One must check for narrow doorways into bathrooms and toilet
stalls which may be frustrating and embarrassingly unusable
for those in wheelchairs. Look for raised numerals, readable
by touch, just outside the elevator on each floor which indicate
to the blind the number of the floor and raised numerals on room
doors. Labels on elevator buttons should also be tactilely rec-
ognizable. Check to see if some people will be unable to direct
the elevator to the desired floor because some elevator buttons
are heat activated or too high to reach from a wheelchair.
All possible areas of the facility to be used by meeting
attendees should be checked, and a list of needed modifications
prepared. For example, it is not unreasonable to request that,
before the meeting date, one public restroom on each floor be
made accessible by widening doors and moving stall partitions
and that ramps be constructed between all levels not accessible
by level access routes or by elevator.
A report of the survey with recommendations for necessary
modifications should be given to the manager of the meeting
facilities. Appendix D includes several drawings that can be
used to illustrate acceptable facilities, and in preparing
the recommendations for facility changes, it is helpful to
include copies of these illustrations. The facility management
should be requested to specify in writing which modifications
could be made in time for the meeting.
Fortunately, recent changes in building codes for public
facilities will alleviate some problems. Further, because of
code changes and efforts by various groups interested in pro-
viding a barrier-free environment, persons responsible for
management of meeting facilities are prepared to accede to
many requests for modification of their facilities. Although
major modifications in existing facilities are costly, AAAS
staff found hotel and other facility management personnel
willing to make a surprising number of changes.
When the association staff has assembled the information,
on suggested modifications to the hotel management, and received
written commitments for necessary modifications for meeting
site facilities, they will be able to answer the following
questions:
(1) Is a given facility accessible or can it be made
accessible to people in wheelchairs?
(2) Which hotels are most accessible and will thus provide
the best accommodations for the largest number of dis-
abled persons?
-5-
(3) Are there modifications that the facilities manage-
ment personnel are not able to make that could be
made by other interested groups or even by the asso-
ciation itself? (For example, at the AAAS meeting in
Boston, Symphony Hall, site of one of the evening
social functions, was inaccessible because of stairs.
The management of the facility refused to provide a
ramp, but the AAAS Local Committee paid to have a
ramp constructed, and a contract tour service provided
accessible transportation to the function.)
Despite one's best efforts, there may be occasions when,
after the survey of accommodations, the association staff decides
that certain facilities are extremely inaccessible to wheelchairs
and that the necessary modifications cannot or will not be made
in time for the meeting. If this happens, the whole accessibility
effort should not be stopped, but the following actions should
be taken:
(1) The facilities must be described exactly in all meeting
news releases, making clear which areas are not acces-
sible to wheelchairs.
(2) If any alternatives exist which would allow partial
accessibility, they should be described. (For ex-
ample, housing might be found in an alternate hotel.)
(3) If the major problems are with the meeting areas (for
example, lack of accessible restrooms), the exact prob-
lem should be described. Often wheelchair users have
encountered similar problems and discovered acceptable
solutions.
Many disabled persons are willing to endure extreme
inconvenience in order to participate in an activity, but an
association should not take this willingness for granted. Dis-
abled persons should be told exactly what to expect and be al-
lowed to decide the levels of inconvenience they are willing and
able to endure.
Assessment of Transportation
Several modes of transportation must be surveyed for asso-
ciation meetings. The first of these is among hotel sites and
between these sites and major transportation terminals. To
assess the transportation facilities and services available
for the handicapped, the survey should cover all forms of pub-
lic transportation: planes, buses, trains, taxis, limousines,
and the local bus system. The companies providing for the meet-
ing should be asked for a written description of their services
for disabled persons. This survey should be carried out as
-6-
CAB ASSN
546-6398
early as possible, and the findings made known to all potential
meeting attendees.
The second area of transportation relates to meeting activ-
ities. Part of what makes attending a professional association
meeting worthwhile is the opportunity for informal gatherings,
field trips, and other special events. Certainly no one wants
to be isolated in a hotel room or hotel complex for the duration
of an association meeting. Thus, if special shuttle buses and/or
tour buses are to be used at the meeting, this service should
also be available to persons in wheelchairs and others unable to
climb the steps of ordinary mass transport vehicles. Buses or
vans equipped with hydraulic lifts are available in most cities,
and companies from which bids are requested should be informed
that at least some of the vehicles must accommodate people in
wheelchairs. Again, the task is to survey and assess what is
needed and what can be done at a reasonable cost, then to dis-
seminate the information early to the membership of the whole
organization.
At the risk of being redundant, we want to stress again
the importance of including disabled members in all activities.
The meetings staff should make a special effort to include the
members with disabilities in the tours and events planned by
the association--and to make known which tours are not acces-
sible. Often, the meetings arranger need only request wheel-
chair-accessible tours when bids are let, and the needed ser-
vices will be provided at little or no extra cost. A reasonable
goal is to have at least one bus with provisions for wheelchairs
and one with interpretation services available for each type of
tour. Able-bodied persons should be encouraged to ride the
same buses SO that disabled persons are not segregated. Tour
destinations should also be checked by either a local committee
or the association staff. Even when suitable transportation
is provided, tours destinations may be more or less inaccessible.
Wheelchair users should be clearly informed of what to expect
so they can decide which tours they wish to take.
-7-
Determination of Services for the Deaf
Interpreters for deaf attendees can best be thought of as
an extension of the audio-visual services regularly available
to supplement the spoken word. Interpretation services are
usually available for $7.50 to $12.50 per hour, approximately
the cost of renting a projector.
We found that some deaf people have a very strong prefer-
ence for oral interpretation while others prefer sign language.
At the time of registration, deaf persons should be asked to
identify their needs for interpretation services, including an
indication of their preference for either oral or sign language.
Local volunteers (parents or siblings of deaf children,
teachers of the deaf, etc.) can usually be enlisted for inter-
preting at more informal occasions, such as registration, re-
ceptions, luncheons, tours and shopping trips. Volunteers
should not be expected, however, to carry the responsibility for
interpretation of regular sessions of technical association
meetings. Both training and experience are necessary to inter-
pret accurately the type of material presented at the sessions
of most professional associations. Interpreters performing this
service should be professionals and should be paid the standard
fee for the particular locality.
Interpretation services for a meeting in a particular city
are most easily arranged through a knowledgeable local contact,
preferably someone who can use sign language. A registry of
people recommended for this function can be obtained by writing
to the Executive Director, National Association of the Deaf.
It is suggested that a person from this registry be enlisted
to coordinate the services for the meeting using interpreters
available locally. The coordinator, along with deaf persons
at the meeting site, can advise association staff on all aspects
of services for the deaf persons at the meeting. It may be
necessary to pay a fee to the person arranging interpretation
services; however, the AAAS consultant in Boston received pay
only for the interpretation she personally furnished.
-8-
During this initial preparation stage, the consultant for
interpretation services and other deaf committee members should
discuss with association staff the extent and probable cost of
the services to be provided. This will depend on the resources
of the association and the interpreters available as well as the
number of deaf persons expected to attend. At a minimum the
association should try to provide interpretation of all general
sessions, during registration, and in any small sessions of
special interest to deaf participants. Meeting planners must
decide on the basis of meeting size and budget what they can
afford, SO that services to be available for the deaf can be
announced well ahead of the meeting.
We urge associations not to wait until deaf persons notify
them that they are coming before arranging for these minimum
services. Deaf persons will hesitate to ask an association to
provide a new service, especially one which will add to the
cost of the meeting. However, if deaf persons can be assured
that their associations will willingly provide the necessary
services, they will willingly contact the meetings staff to
discuss the interpretation services needed. (Coordination of
these services will be discussed more fully in Chapters 2 and 3.)
It must be noted, however, that the cost of interpretation
services can be substantial. For example, at the 8-day AAAS
Boston meeting, an average of $150.00 per day was spent for
professional interpreters who provided either sign language or
oral interpretation as requested. The demand for interpreters
may increase at future meetings, but efficient assignment and
use of interpreters can keep costs down. This expense can be
a part of the general meetings budget, or it can be charged,
as other audio-visual costs sometimes are, to each separate
symposium or panel. In addition, money is sometimes available
from outside sources; both Exxon and the Dupont Company contrib-
uted to the AAAS accessibility effort. Local educational organ-
izations of and for the handicapped may also be willing to absorb
some or all of the interpretation expenses, particularly if local
deaf persons can be invited to certain events. In the end,
however, each association must determine for itself what it can
afford, then provide services according to some announced set
of priorities, such as "first-come, first-served"; or interpre-
ters only for major sessions; or whatever.
Provision of Services for the Blind
The assistance needed by blind persons is relatively sim-
ple to provide. Some help with general orientation to the
facilities and program procedures in addition to reader services
are all that will be needed. This type of service can easily be
given by well-trained volunteers. Attention should be given to
-9-
provision of raised numerals or Braille on elevator control panels
and door jambs, and Braille copy of programs and other printed
materials should be available. However, care should be taken that
you don't go overboard and insist on unnecessary services just to
provide for the blind services equivalent to those for the deaf
or persons who use wheelchairs. Two rules that will assure the
provision of adequate services for blind meeting attendees are:
(1) consult blind persons in your meeting planning stages (see
Appendix C for names of national groups who can assist in local
planning). Groups such as the National Federation of the Blind
have chapters in every state; (2) advertise the available
services, but don't push them on anyone.
Coordination with the Local Committee
Most associations form a "Local Committee" of its members
who live near each meeting site and who serve as coordinators
of specifically local meeting activities. An extremely impor-
tant step is the involvement of this local committee in the
planning, implementation, and evaluation of the accessibility
effort. For example, for its 1976 Boston meeting, the AAAS had
the help of the Massachusetts Council of Organizations of the
Handicapped and its special advisory Committee on Accessibility,
which assited the AAAS Local Committee by providing information
on previous accessibility efforts in Boston, local resources
to aid accessibility, arrangements for tours and transportation,
suggestions on local entertainment, hotels, restaurants, and
so forth.
Physically disabled persons and others who are knowledgeable
about local resources, including people who have already been
involved in making metropolitan areas more accessible are obvious-
1y valuable assets to local meeting committees. Professional
associations, in addition to seeking the advice of their own
disabled members, should seek the advice of local organizations
of disabled individuals. Two sources of information about such
local organizations are noted above, and other organizations
(listed in Appendix C) can provide names of persons in each state
and in most major cities who would be valuable in planning an
accessible meeting (and who might also prevent the patronizing,
paternalistic attitude which can occasionally develop among the
able-bodied).
Ideally, an association's charge to its local committee
should include the accessibility requirement, to be carried out
either by the committee as a whole or by a special advisory and
working subcommittee composed of disabled persons and others in-
terested in their needs. If a subcommittee is formed, it should
keep the main committee continuously informed of its work. If
one or two people serve on both committees, communication is much
-10-
improved. The main tasks for the local committee in this initial
phase are to understand the needs of the handicapped so they can
plan for local activities with disabled members' needs clearly
in mind.
Members of the local committee or subcommittee should be
assigned specific responsibilities. Especially helpful are local
individuals who will make initial contacts and arrange for meet-
ings with association headquarters staff during their on-site
visits. Ideally, the following tasks will be assigned to the
local committee:
(1) Making all arrangements for the "wheel-through" of the
meeting site to be carried out when an association staff
person visits the site.
(2) Contacting a local person who can arrange and provide
for interpreters for the deaf. An appointment should
be made with this person for the association staff to
discuss the extent and cost of those services.
(3) Conducting the survey of local transportation services.
(4) Contacting local people who have been active in devel-
oping and providing resources for disabled individuals.
Key people from this group should be asked to serve
with the local committee.
(5) Helping arrange tours which can include disabled
persons. This involves discussions with tour direc-
tors, provision of interpretation services, and check-
ing of tour sites for wheelchair accessibility.
(6) Enlisting a local person, if possible an association
member, to be responsible for the coordination of
volunteer services for the disabled meeting attendees.
On visits to the meeting site, the association meeting per-
sonnel can assist the local committee in these tasks. However,
these activities are more efficiently accomplished by a local
person with in-depth knowledge of available resources. The
members of the Massachusetts Council of Organizations of the
Handicapped were a valuable and willing resource, and there
are similar groups in every major city and even in many smaller
towns across the country.
Decisions on the Extent of Services to Be Provided
Once the needs and resources have been assessed, the pro-
fessional association will have enough information to decide what
-11-
services can be provided for the disabled individuals. After
consideration of the resources at the meeting site and the money
available, the association must make final decisions about the
following items:
(1) What modifications at the meeting site can be made
by the local committee or by the association (in ad-
dition to those already assured by the meeting site
management)?
(2) What will be the extent of interpretation services
for the deaf and on what basis will they be allotted
if the demand is greater than the supply?
(3) What special transportation services will be offered
by the association (in addition to those available
through the local public transportation system)?
After these cost-related decisions are made, all special
services to be available at the meeting should be listed and
an announcement made to disabled members. As noted above, per-
sons needing special accommodations to attend meetings often
do not plan to attend, not do they expect the association to be
aware of their needs. If their association offers them new op-
tions, they need time to plan their trip, request expense money,
and arrange for released time and for preparation of papers to
be presented.
Ideally, information about accessibility and special ser-
vices should be announced in the first news release from the
association describing the up-coming meeting. Certainly the
information should be released before the deadline for the
"Call for Papers." It is, of course, of utmost importance that
the information being distributed to members (and the public)
provide an accurate, clear and consistent picture of the acces-
sibility effort.
There are three ways in which the accessibility effort
can be publicized. First, all members of the association should
be notified that there has been a commitment made to making the
meeting accessible. Inclusion of that announcement in all per-
iodicals, journals and newsletters of the association is a mini-
mal requirement. In addition, subsequent publicity releases about
the meeting should include a short statement on the meeting's
accessibility. (Such notices were included weekly in Science,
the official publication of AAAS.)
A second approach is through journals and other publications
of associations in related fields. For example, to reach handi-
capped scientists, the AAAS had notices included in the Chemical
and Engineering News, the Newsletter of the American Astronautical
Society, Behavior Today, the Newsletter of the School Science and
-12-
Mathematics Association, Inc., Philosophy of Science Education
Newsletter, the members' quarterly of the American Political
Science Association, PS, and many others. As a result, non-
members also learned of the AAAS meeting as a potential arena
for presentation of their professional work, a place of which
they might otherwise have remained unaware.
The third avenue, through announcement in publications of
and for disabled individuals, is an effective means of reaching
disabled individuals directly. Because the concept of accessib-
ility is not yet widely accepted by professional associations,
special efforts to contact disabled persons will be necessary
until their attendance becomes the norm. There are many pub-
lications distributed by organizations of and for the disabled
which would willingly print announcements of any professional
association's accessible meeting. A list of periodicals of
special interest to individuals with disabilities is included
in Appendix E and examples of news releases and articles in pro-
fessional journals and other publications are included in
Appendix F. Other publicity efforts (covered in the Chapters
2, 3, and 4) include press releases to the news media and
follow-up notices to all the publications contacted for the
initial announcement of the effort.
Organization of Volunteer Services
An able and eager group of volunteers is crucial to the
success of any accessibility effort, and a local coordinator
of volunteers should be appointed who will devote some time
to early organization of volunteer services, more time to final
recruitment of volunteers and scheduling during the weeks pre-
ceding the meeting, and, if at all possible, full time to
coordination of services during the meeting.
Most associations regularly use volunteers, especially
students, to assist at their meetings as pages, guides, and
in other ways. Such volunteers could also be instructed to
give assistance to the disabled, but there are advantages to
having separate volunteers for services to the disabled. For
the purpose of this guide, we will assume that the volunteer
services for the disabled will be carried out by a group of
people not otherwise involved in the regular meeting program.
As a first step the coordinator of volunteer services
should determine local sources of volunteers and publicize
the up-coming meeting and the need for certain types of services.
(Actual commitment of individuals should be secured about six
weeks to one month prior to the meeting date.) Volunteers may
be students, parents of disabled individuals, persons themselves
disabled, rehabilitation personnel, members of organizations
serving the disabled, or church or civic groups. The local
-13-
availability of volunteers and
the experience and preference
of the coordinator will deter-
mine the sources.
Probably the best all
around source of volunteers
is students from local colleges
who have an interest in the sub-
ject of the meeting and who are
willing to give some of their
time to help someone else attend
the meeting. These students
can be contacted through univ-
ersity offices which are asso-
ciated with curriculum related
to persons with physical dis-
abilities, through offices
of student services for disabled
individuals, or through depart-
ments of the university respon-
sible for teaching courses most
closely related to the general
meeting topic. Campuswide an-
nouncements via the student radio station or newspaper may pro-
duce additional volunteers. Often there already exists at a
college or university a core of people willing to assist, such
as special education teachers, medical rehabilitation personnel
and counselors, or personnel of a handicapped students resource
center. Students preparing to teach or counsel disabled people
will benefit by interacting with disabled professionals who will
attend association meetings. University students majoring or
engaged in graduate study in areas covered by the meeting pro-
gram may also be happy to assist a disabled person to partici-
pate in a session in which they also would like to attend.
Students who assisted the AAAS at the Boston meeting were
enthusiastic and eager to offer whatever assistance was needed.
Also assisting were a few volunteers employed by rehabilitation
related agencies and the disabled persons who served on the local
committee on accessibility. A third source of volunteers was
organizations which served the needs of handicapped individuals,
and the civic and religious organizations which provide continuing
volunteer assistance (such as: Spinal Cord Injury Foundation,
Easter Seal Society, Protestant Guild for the Blind, and others).
In return for their time and assistance, the volunteers were
provided free registration for the meeting symposia and other
special events. Many of those working with the handicapped project
attended meeting sessions in addition to offering assistance
to participants. The best situation, in terms of the relation-
ship between volunteer staff and participants, occurred when they
-14-
could go together to a symposium of mutual interest. The
announcement that compensation for the volunteers is admit-
tance to events at the professional meeting should, of course,
be included in all publicity for volunteer staff recruitment.
(The AAAS also paid for some local transportation and occasional
lunches for volunteers.)
Adaptation of Pre-Meeting Procedures
News Releases. All news releases giving early pre-meeting
information should refer to the efforts being made by the
association to make the meeting accessible, as should the an-
nouncements in all association journals and newsletters and
the routine mailings that mention the meeting in any way. At
this early stage when all decisions have not yet been made,
the reference can be a simple promise of more details to follow.
Meeting Forms. The Association's regular pre-registration
and hotel reservation forms can be of great help in planning
for any needs of disabled meeting attendees. On the pre-regis-
tration form a statement can be added, such as, "Please check
here if you need special services due to a disability. We will
contact you prior to the meeting." On the hotel reservation
form, a question can be added, such as, "Do you need any special
accommodations because of a disability? If so, please specify."
(See Appendix G for copies of the AAAS forms.) Exact information
is vital to the latter stages of planning for accessible accom-
modations, interpreters, special transportation, volunteer aid
and other services and facilities.
Meeting Program. It is important that information about
the accessibility effort and other services available to disabled
persons be included in the printed program. At a minimum, the
meetings program should include a general statement concerning
the effort to make the meeting accessible, notation of inacces-
sible events, and location of the resource center at the meeting.
A request for input and feedback on the effort may also be in-
cluded in the meeting program. Copy for the program of a major
meeting must be sent to the printer at least eight weeks before
the meeting date, and the coordinator of the accessibility effort
must be prepared to meet all copy deadlines for printing the
meeting program. (See Appendix H for sample program information.)
Resource Center and Hotline. A resource center, staffed
with volunteers ready to assist where needed, and a 24-hour
hotline phone help to promote well-being among all meeting
participants--able-bodied as well as disabled. For example,
a speaker arriving late for an important session may appreci-
ate a guide to a distant meeting room whether or not he happens
to be blind, or an able-bodied person may be very thankful for
the hotline in the event of a sudden illness. In our experience,
-15-
however, the major function
of the resource room and hot-
line was the coordination of all
volunteer and interpretation
services. In Boston, there were
no dramatic emergencies, but
several people, both able-bodied
as well as disabled, used and
expressed appreciation for the
service.
In the initial planning
phase, a decision must be
made concerning the space to be
allotted for the resource center.
If a room is available in the
center of the activities, that
is ideal. However, it is better
to share space with another func-
tion, such as registration or
hospitality, which takes place
at the center of the action,
than to have the resource center
out of the mainstream of activity.
The assignment of this space should receive the same careful con-
sideration as that of any other event.
The order for the hotline phone will be a part of the reg-
ular meeting phone order, but serious thought should be given
during the initial planning phase to who will answer the phone
during the off hours. (The line can be installed to ring in
a staff member's hotel room after the resource center is closed,
or volunteers can be recruited to staff this service.)
Supplemental Activities
Municipal Accessibility Guide
In major metropolitan areas, the local Easter Seal Society
(or some other organization) may have already prepared an acces-
sibility guide to the city. For example, Access Boston is dis-
tributed free by the Boston Easter Seal Society. Such guides
usually provide information concerning the physical accessibility
of hotels, restaurants, historic and cultural sites, transporta-
tion and special services, and other data helpful to both meetings
planners and disabled members. Not every guide is complete,
and, in any case, facilities are constantly changing. The local
planners should at least check the most important facilities,
such as the restaurants closest to the meeting place and perhaps
the city's most distinctive eating or entertainment places. If
the local committee (or subcommittee), finds the evaluative cate-
-16-
gories used within the guide helpful, accurate, and appropriate
for the meeting attendees, the committee should request enough
copies to send in advance to disabled persons who identify them-
selves on the pre-registration form, with extra copies available
at the Resource Center.
Inclusion in the Substance of the Meeting
In addition to the essential activities that encourage and
enable disabled individuals to attend a meeting, there are two
additional aspects to inclusion of the physically disabled in
the substance of the meeting. One is a session (or sessions)
which focuses on the professional needs of handicapped persons;
the other is to include disabled individuals in the meeting
leadership. Planning for these aspects must also begin in the
initial planning phase.
The focusing on professional needs can be through a sym-
posium or workshop on "Disabled Persons in " (i.e., "Disabled
Persons in Science," or education, or basic research). At its
1975 Annual Meeting, the AAAS held a symposium entitled, "The
Physically Disabled Scientist: Potential and Problems, in
which a panel of disabled scientists examined the problems and
needs of the disabled in reaching their individual goals. This
symposium, arranged by the AAAS Office of Opportunities in Science,
occurred at the annual meeting prior to the one at which the
major accessibility effort was made and provided part of the
education within the Association for sensitivity to the needs of
disabled individuals; although the attendance was modest, the
repurcussions were great in terms of influence on the Association.
Through similar symposia at other professional society meetings,
disabled individuals can both begin the educational process
within a professional society and disseminate information about
the work being done with and for individuals with disabilities
working in the particular field, discipline or issue of the
meeting.
-17-
The symposium, "Science, Technology and the Handicapped,"
held at the following (1976) AAAS Annual Meeting explored the
technological advances being made for the handicapped, the ways
in which architectural, transportation, and career barriers are
being overcome for the disabled scientist, the implications for
action by professional associations, and the overall policy
implications. This symposium again presented issues to those in
attendance at the annual meeting to help sensitize members to the
presence and needs of the handicapped in science, and it drew
attention both to dramatic new technological advances and to the
needs for further research and development. (The proceedings of
this symposium, Science, Technology and the Handicapped, have
been published by the AAAS and my be obtained from the Office of
Opportunities in Science.) Future symposia may focus on the
politics, law, psychology, and sociology of handicapping conditions.
As sensitivity to the abilities and accomplishments of
persons with physical disabilities increases and as disabled
persons themselves become accustomed to attending meetings, we
expect the physically disabled to be included more frequently
in the AAAS meetings as workshop leaders, symposia discussants,
and participants. This second aspect of inclusion of physically
disabled individuals in the substance of the meeting gets at
the real intention of the accessibility effort: meaningful
inclusion. The sole concern of the disabled scientist is not
his or her handicapping condition. On the contrary, the major
concern is professional growth in the sciences or other professions.
To be limited as a professional because of disability is what
is to be avoided, as is exclusion from participation as a leader
in a meeting of a professional association because of the same
irrelevant handicapping condition.
At the present time, a special effort is necessary to
assure physically disabled individuals some meaningful and
visible role in their professional associations' meetings.
Visibility is so often denied disabled persons in our society
that, to overcome the norm of unintentional exclusion, special
attempts must often be made to ensure inclusion. Inclusion in
the leadership of the association meeting must, of course, be
on the basis of professional competence, but competent disabled
professionals are not hard to find if one expends just a little
effort on the seeking.
The professional needs of disabled individuals may also
be fulfilled by planning special events which are designed to
bring disabled and able-bodied members of the association
together in a variety of settings. The sense of isolation among
physically disabled members of an association may be lessened by
receptions, luncheon or dinner meetings, and hospitality rooms
which encourage informal, meaningful dialogue, exchange of in-
formation, and development of professional and personal relation-
ships. Such activities encourage and facilitate lively interactions
-18-
among all association members. Successful special events at
the AAAS Annual Meeting in Boston included a luncheon featuring
a speech on the perspectives in education for the handicapped,
an evening reception with refreshments and music, and a breakfast
meeting with a speech on new horizons in rehabilitation research
on disabilities. Disabled scientists were also among those in-
vited to special events such as the opening night VIP reception
hosted by the Boston Local Committee
Resource Group of Disabled Individuals
The AAAS has developed a roster of disabled individuals
who will serve as resource persons for a variety of activities,
and other associations may find it worthwhile to carry out a
similar project. To develop the roster, throughout 1975 the
AAAS Project on the Handicapped in Science sought to reach
disabled scientists through Science magazine, news releases to
public media and professional journals (See Appendix I), and
announcements in the publications of and for the disabled. The
AAAS Project requested disabled scientists to identify themselves,
and through a questionnaire sent to those who responded (See
Appendix J), the AAAS obtained detailed information on education,
professional standing, experience, etc., from approximately 500
scientists. The data gathered from this survey is being used
to develop and implement specific projects aimed at meeting the
needs of disabled scientists. Part of the continuing effort is
increased accessibility at the annual meeting of the Association,
but beyond that are specific projects aimed at improving science
education and career opportunities in science for the physically
disabled.
-19-
The AAAS Project on the Handicapped in Science has a
growing list of disabled persons willing to serve as equal
opportunity and accessibility consultants to other professional
associations and to employers. The roster is a good source of
resource persons who can help meeting planners of any association
and with whom meeting planners could consult on the special
needs of an association's physically disabled members. (Information
necessary to contact these consultants is available upon request
from the AAAS Office of Opportunities in Science.) Other pro-
fessional associations can easily adapt the AAAS design to their
own situation, beginning with the request, in their own publications,
that their disabled members identify themselves. The reasons for
requesting self-identification must be made clear. If the request
seems frivolous or ill-conceived, many disabled will not respond.
Meeting of Disabled Members
The physically disabled members of any association form a
special subset within the organization, and some will see benefit
in organizing themselves as a sort of "special interest" group.
Disabled members, in addition to working for and being present
at regularly organized sectional and regional issue-oriented
sessions, may welcome an opportunity to meet in a business/
discussion session which would focus on their specific concerns.
Such an opportunity could be helpful both to them and to their
professional colleagues if the latter can learn from the exper-
iences of the former as they address issues related to education,
employment and professional fulfillment. Practical ideas on how
the meeting can be made more accessible would naturally come
from such a meeting.
The planning and direction of a meeting to form a caucus
of disabled members should be the responsibility of a committee
of disabled individuals who plan on attending the association's
regular meeting. Even if the early arrangements must be made by
an association staff member, that person should consult with
disabled members of the association and turn the responsibility
for conducting the meeting over to the disabled members as soon
as possible.
Placement Services
When arranging for employment or placement services which
may be held at the meeting, meetings staff should, of course,
attempt to involve persons with physical disabilities, both in
the process of gaining employment and in making the job place-
ment area accessible to disabled people. The association might
emphasize in its employment literature that it abides by the
affirmative action regulations, including nondiscrimination on
the basis of disabilities. Publicity releases about a meeting's
job replacement service should also announce to persons with
-20-
disabilities that their employment needs will be addressed.
Such releases will also let employers know that disabled persons
will be present seeking employment and will be available to con-
sult about and discuss equal opportunity programs.
Exhibits
If the association's meeting includes an exhibit of books,
products, or services, the committee planning the barrier-free
meeting should encourage the allocation of space for display of
outstanding projects, programs, and resoruces for the disabled
which are within the scope and interest of all the persons atten-
ing the meeting. Individuals dealing in rehabilitation and train-
ing, educators from universities, secondary and elementary schools,
and local members of organizations of and for the handicapped
can be encouraged to have an exhibit and to talk with other meet-
ing participants. Publicity to determine the extent to which in-
dividuals and organizations are interested in exhibit space for
their products or work must be undertaken during the early prep-
aration phase of planning for the meeting. At the AAAS Boston
meeting space was provided for seventeen such exhibitors. The
exhibits included the work of rehabilitation and research and
training centers, local organizations which serve handicapped
individuals, demonstrations of technological applications, and
teacher-training programs. They created lively interest among
scientists attending the meeting.
THE
CHAPTER 2
PRE-MEETING PREPARATION
A meeting planner considering all the various functions and
activities of a professional association's meeting may find the
idea of making them all accessible staggering, but the essential
requirements for making a meeting barrier-free are really few.
The key factors are (1) an early start, (2) a reliable assessment
of needs and resources, (3) a realistic design to meet deficiencies
in needed services, and (4) a local committee which works effect--
ively and which can recruit needed volunteers. The activities
outlined in the previous chapter are the necessary foundation.
Then, during the last six to eight weeks before the meeting, the
final pre-meeting arrangements are made to facilitate the full
participation of the physically disabled. Each of the activities
in this planning phase are continuations of those originating
during the initial planning phases.
During the period immediately preceding the meeting, the
momentum of planning for the handicapped increases, as do all
other pre-meeting activities. At this point, those responsible
for the accessibility effort check each task begun during the
initial planning phase to see if it has been accomplished or is
moving on schedule. Then the schedule of activities and tasks
to be accomplished at the meeting are reviewed and detailed plans
and assignments are made to assure that everything will go
smoothly at the meeting. We found it helpful to have a full-day
meeting at the meeting site of the key people responsible for
assignments from this point through the actual meeting. The
group included a AAAS staff person, the coordinators of volunteers
and interpreters and members of the AAAS local committee, including
a disabled professional. This meeting gave the group a chance
to discuss the relationships among tasks and between these tasks
and the meeting as a whole. In the discussions, many opportuni-
ties were provided for the development of mutual assistance
and support.
-21-
-22-
Essential Activities
Site Arrangements--Public
and Private Rooms
Most of the work to assure
that all facilities, meeting rooms,
restrooms, and hotel rooms are
accessible to wheelchairs should
have been accomplished in the
initial preparation phase.
However, it is imperative that
checks be made to see if promised
modifications or other arrange-
ments have actually been carried
out on schedule. This check should
be made at least two months prior
to the meeting date, to give time
for any unmet commitments to be
fulfilled. Meetings planners
should always remember that even
one forgotten ramp could make the
entire meeting inaccessible.
Use of meeting facilities by wheelchair occupants can be
made easier by signs which include the International Sign of
Accessibility that point to the accessible restrooms and phones
and to the elevator or ramp which provide bypasses for stairs
or escalators. Other signs should be plentifully provided at
branch points of all major corridors and in lobbies to point out
special accommodations or services (such as the resource center)
that are provided especially for the meeting. There are stan-
dard access signs available to hotels for identification of
accessible facilities. (Access signs are available from the
Vermont, Alabama, and California Commissions on Employment
of the Handicapped, and the Massachusetts Department of Cor-
rections.) However, if the hotel management has not secured and
posted these signs, the association should plan now to make a
number of signs on poster board with the standard access symbol.
These signs can be prepared or purchased with arrows pointing
in appropriate directions.
The actual assignment of hotel rooms (as members' reser-
vation forms come in) takes place during this phase. Room
assignments are usually handled by either a convention bureau,
for very large meetings, or by the hotel staff. Association
staff should make advance arrangements with convention bureau
personnel to ensure that they are aware of accessible accommoda-
tions available at the various hotels near the convention site
-23-
MEN
PROJECT ON THE
HANDICAPPED IN SCIENCE
RESOURCE Room
Sheraton, BEACON
OPEN 8 л.м. - Daily
Services AVAILABLE
never
HOTLINE NUMBER
&
and that they check each reservation form for any special
facilities required. Hotel reservation forms which request
the disabled to state in detail their special needs (wheelchair-
accessible bathroom, room in a certain hotel, near an elevator,
etc.) will facilitate room assignment. The request for special
services should be filled if at all possible, and a disabled
person who has requested special accommodations must be informed
immediately if the room assigned does not meet his or her require-
ments, so that other arrangements may be made if desired. Persons
making room assignments should be encouraged to contact associa-
tion staff or a disabled consultant if there are questions about
a particular room assignment. A check of all room assignments
should also be made before the meeting begins to make sure all
requests have been adequately filled.
-24-
Transportation Arrangements
Some people may request assistance with transportation to
and from transportation terminals. Long walks in airports are
difficult for people with mobility problems, and blind and
deaf persons not familiar with a particular transportation ter-
minal may also request assistance. Each disabled person should
be asked to specify what he or she does or does not want, and
their wishes should be respected. "Help" is only that assistance
which is perceived by the disabled person as being helpful. The
necessary individual services can be furnished by volunteers, but
meetings planners must prepare (or have a local committee person
prepare) a careful, accurate check list showing days and times
of arrivals, locations of transportation terminals, airline
and flight numbers or similar information for trains or buses,
numbers of people in each party, and type of service needed for
every disabled person or group who requests it. Transportation
can be scheduled in accordance with information supplied in a
questionnaire to send to each person who requests this service.
If time is limited or if few handicapped members are' involved,
the transportation information can be obtained by phone using
the same questionnaire. A copy of the completed questionnaire
should be given to the volunteer who will pick up each person,
and another copy of each questionnaire should be kept in the
resource center in case of need. (See Appendix K for sample
questionnaire.)
Some other transportation matters needing attention at
this point are the following:
(1) Taxis. Check with local disabled persons for rec-
ommendations about taxis. Often one company is
especially attuned to the needs of the disabled.
(2) Supplementary transportation services. Check to see
if there are local public or voluntary associations
that provide transportation for disabled or elderly
persons and which might supplement other transportation
available to disabled meeting participants.
(3) Rental cars. Inquire at car rental agencies to deter-
mine availability of cars with hand controls (if any
participant needs them). Hertz and Avis, for example,
both supply controls, but advance notice is required.
(4) Unique site problems. Define any transportation prob-
lems unique to the meeting site or time of the year.
For example, if riding shuttle buses is necessary to
attend all sessions and if accessible buses are not
available, arrangements for alternate transportation
should be made. Often local solutions to this prob-
lem already exist, for example, the school system may
have vans or school buses equipped to carry wheelchairs.
-25-
If requests are made far enough in advance, arrange-
ments to borrow these vehicles may be able to be
made.
As in all advance planning, meetings organizers who think
ahead about as many possible contingencies as possible will not
be taken by surprise. For instance, snow storms can present
serious problems for persons with mobility problems. Curbs and
normal directional guides used by the blind may vanish under
the snow. Wheelchairs will require extra pushing power. If
snow or other severe weather is a possibility, try to arrange
for extra volunteers as well as the hotel's (and the city's)
assurance of promptly cleared areas. (In Boston during our
February meeting, one of the local handicapped resource persons
called the city and received assurances in advance of prompt
snow removal in the hotel area.)
Interpretation Services for the Deaf
Based on the survey of available interpreting services
(completed in the initial preparation phase) and on the number
of deaf persons requesting these services through pre-registration
forms, an initial estimate can be made of the amount of inter-
preting which will be required for the meeting. The person
arranging the interpretation services should remember that many
deaf professionals work in a hearing world and prefer to lip-
read rather than use sign language. Interpreters should be
enlisted who are able to perform both manual and oral interpre-
tation and, fortunately, most interpreters do both equally well.
In all general sessions, both types of interpretation should
be provided.
Costs for these services should be estimated and reported
to the local committee. The association can expect to pay a
minimum of $7.50 and hour for professional interpreting services
or $50 for an 8-hour day. As the meeting time approaches, a
definite commitment must be made to some number of interpreters
-26-
in order to reserve their
services. Even with good
planning there may be a surplus
of interpreters at certain times
or events at the meeting, and
at other times there may be more
requests than can be filled.
Under ideal conditions--enough
light and a seat close to the
speaker--persons who read lips
will not need an interpreter.
They may need note takers, how-
ever, since it is impossible
to take notes while watching
sign language or reading lips.
At the AAAS meeting in Boston,
four or five interpreters were
available each day for sympo-
sium sessions, public and special
lectures and special events.
The daily program included up
to twenty simultaneous sessions.
Note takers were recruited as
needed from the volunteer staff. Requests for interpreters
at sessions were filled on a first come, first served basis,
and it was possible, on two occasions to make last minute arrange-
ments for additional interpreters.
Interpretation services for the deaf can be extended to of-
ficial and unofficial activities of the meeting as resources per-
mit. Often people who know sign language, but are not registered
interpreters, will volunteer to sign at social functions or on an
informal basis if they know this service is needed. Parents or
others in families with deaf members often have this skill,
would be happy to help, and would enjoy the contact with deaf pro-
fessionals at the meeting. For names of likely volunteers, meet-
ings planners should contact the director of special education in
-27-
the local public school system or at any special schools for the
deaf in or near the meeting city. The National Association of the
Deaf will know whether there is a local organization of parents
of deaf children and will supply current information on whom to
contact. However, while volunteers can be a good supplementary
source of interpreting services, they cannot be expected to carry
the full load of interpreting required for a meeting.
Information for Preregistrants
A packet of materials containing all accessibility informa-
tion available should be sent to the disabled persons who identify
themselves on the preregistration forms. As noted earlier, ac-
cessibility information on the following facilities is absolutely
necessary: hotels and restaurants close to the meeting site
(including information on restrooms*), transportation terminals
and public transportation. Local groups of disabled persons, the
local and state rehabilitation agency, and Easter Seal Society are
good sources for this inforamtion and they may have already as-
sembled such a packet of information.
Along with the above materials, the association should send
a copy of the meeting program. Handicapped members will welcome
the extra planning time advance information allows, and information
regarding sessions at which read-
ing services for the blind or in-
terpretation services for the deaf
can be identified in advance.
If many blind persons are
expected, braille or recorded
copies of the meeting program
or a summary program can be very
helpful. Also for the blind,
slides, charts or chalkboard pre-
sentations need to be accompanied
by a running oral narrative.
Usually this occurs anyway, but a
note could be included in the "Call
for Papers" explaining the need for
such commentary, and chairpersons
can remind speakers at meeting time.
There are a few other spe-
cial arrangements which will be
*When surveying restaurants and hotels, list any barriers found
so that people may decide whether or not they wish to patronize
the facilities. Fully accessible establishments should be
noted as such.
-28-
helpful to the disabled individuals attending the meeting.
These require preplanning but little actual effort. For
example, at least two months before the meeting, program
participants could be asked to have extra copies of their
papers available (at the meeting) for those deaf individuals
so that they may have copies to refer to during presentations.
Training for Volunteers
Just prior to the opening day of the meeting, training
sessions should be provided for the volunteer staff. Depending
on the number of volunteers and their schedules, one training
session may be held during the day and another in the evening.
The major goals of the training sessions are (1) to develop a
good working relationship between volunteers and association
staff; (2) to demonstrate how best to offer assistance to a
blind person, a deaf person, or someone in a wheelchair;
(3) to clear up confusion and to answer questions about pro-
cedures and expectations during the meeting.
An agenda for the volunteer training session should be
developed by the association staff in cooperation with indi-
viduals who are themselves disabled. Local individuals who
have been recruiting volunteers, a professional interpreter,
and one or more members of the hotel staff should also be in-
vited both to learn and to contribute to the training session.
A form should be used during the training session to gather
information from the volunteers to aid in scheduling personnel
for the Resource Center. The form we used is included as
Appendix L.
The meeting planners may also want to invite additional
hotel representatives to the training session. There will
already have been consultations with hotel management about
accessibility problems, and some changes in the hotel facilities
may have been made. Thus, hotel personnel may be able to supply
new information, as well as learn more about how to assist phys-
ically handicapped persons.
It is essential that volunteers understand the nature of
the meeting and have a very good grasp of its basic design,
structure and flow. Overlapping or simultaneous events should
be noted, and volunteers should be able to find quickly particular
symposia, lectures, workshops, presentations, tours, public lec-
tures, film presentations, exhibits and so forth, as requested
by those they are to help. Volunteers should be told about any
plenary or business sessions at which members' attendance is ad-
visable. The volunteers might even welcome some advice on how
to enjoy and survive the meeting, since professional meetings
tend to be exhausting experiences.
-29-
The volunteers who help to make a professional meeting acces-
sible to the physically disabled should receive some recognition
for their time and energy investment. Free access to all meeting
activities is usually an appropriate and welcome compensation;
reimbursement for meeting travel and food expenses and some ad-
ditional form of recognition--party, dinner, or gift--could also
be given.
Public Information
Two months before the meeting date, a news release should
be issued that lists specifically the services which will be
available to the physically disabled at the meeting. The re-
lease should be sent to consumer publications for the handicapped,
publications of organizations and agencies of and for the handi-
capped, and radio and television stations within a 300-mile radius
of the meeting site. (See Appendix M for sample news release,
Appendix E for a list of consumer publications, and Appendix C
for Organizations of and for the Handicapped.) It is extremely
important that this news release reach the media seen by the
disabled. Since the disabled are not expecting to find meetings
accessible to them, wide publicity may be needed to draw attention
to the services to be provided. A letter was sent to educators
and physically disabled individuals in the Boston area and organ-
izations of and for the handicapped inviting them to participate
in the special activities of the AAAS Project on the Handicapped
in Science at the Association's 1976 Annual Meeting in Boston
(See Appendix N for copy).
Resource Center
As indicated in the preceding chapter, at meeting time a
place must be available for dissemination of information and
coordination of special services for the participants with
handicaps. Space for these tasks can be made at a desk in the
registration area or in a separate room. For its Resource
Center, the AAAS utilized a room adjacent to the Hospitality
Room (always provided by the Local Committee). The braille
and printed materials were there, as were the phones from which
the volunteers and association staff responded to requests for
assistance.
In this last stage of pre-meeting activity, requests for
the room, furniture, and telephone service need to be made. In
securing space for the Resource Center, remember that it is
far better to have a less than ideal space in the mainstream of
meeting activity than luxurious, but isolated, accommodations.
-30-
Responsibilities of Session
Chairpersons
About two months before
the meeting, all persons re-
sponsible for presiding over a
session should receive a letter
informing them of the extra
provisions recommended for dis-
abled persons. Session chair-
persons should be made aware
that some changes may need to
be made in seating arrangements
to provide room for wheelchairs
and for deaf persons and their
interpreters. They should also
be asked to remind speakers in
advance that slides or other
visual aides should be fully
described for the visually im-
paired (which probably includes
lots of "sighted" attendees sit-
ting in the rear!). Early infor-
mation about lighting, need for plug-ins for recording equipment,
and other arrangements can allow each chairperson to take respon-
sibility for making the necessary adjustments in the individual
sessions. (See Appendix 0 for a copy of the letter sent by AAAS.
We also had copies of this letter available at the meeting for
any chairpersons who needed them for speakers.)
Supplemental Activities
Consultation with Tour Planners
Detailed planning for accessible tours begins now. The
task of influencing tour design must accompany the added task
of dissemination of information to the meeting participants.
Because of printing deadlines, it may not be possible to include
complete notation on the accessibility of each tour in the print-
ed program. If not, an additional sheet should be prepared
which indicates for each tour the accessibility services which
are or are not provided. The tour arranger should consult with
disabled members of the on-site committee on selection, and either
trial runs of some of the tours or visits to the tour site by
the tour arranger and disabled may be useful.
Planning for Meeting of Disabled Participants
By the Pre-Meeting stage of planning, disabled individuals
should have been consulted concerning the desirability of a special
-31-
meeting of the disabled participants for the purpose of discussion,
as outlined in the previous chapter. If thought desirable, a gen-
eral plan for its design should be developed, time and space se-
cured and other arrangements made in consultation with disabled
members.
CHAPTER 3
THE MEETING
During the meeting, the major task for the association staff
working on the accessibility effort is coordination of services
in response to requests. They must also arrange for continuing
publicity and encourage inclusion of the handicapped in the
events of the meeting. If each task mentioned previously has
been completed, if the local committee is functioning well, and
if an adequate group of volunteers has been enlisted and trained,
activities during the meeting should run smoothly.
Essential Activities
Registration
No special registration procedures are needed for members
with physical handicaps, provided the registration area is wheel-
chair accessible. An interpreter could be helpful to deaf regis-
trants, and a volunteer could be asked to serve in this capacity.
A lower counter or table would also be convenient for registrants
in wheelchairs. In the registration area especially, there should
be adequate advertising of services which are available through
the resource center. Signs that list the services which the
disabled participants can expect from the resource center need
to be displayed throughout the meeting complex, along with signs
which give clear directions to the center's location.
Resource Center
The director of the resource center, usually an association
staff member, must coordinate all activities that take place there.
The duties of the resource center director include:
(1) Arranging for the center to be an inviting and comfor-
table place for the disabled attendees to come for in-
formation, assistance or relaxation.
-32-
-33-
(2) Scheduling persons to answer the hotline phone and
relay messages.
(3) Working with the coordinators of interpreters and vol-
unteers to schedule requested services.
(4) Coordinating publicity about the accessibility effort.
The resource center should be open each day of the meeting
from at least one hour before the first session until one hour
after the last. On registration day and during other days with
large night sessions it should also be open in the evening.
The hotline should be available 24 hours a day. The director
of the resource center need not provide staff to answer all
emergencies, but he or she should know where to refer people
who have problems. In addition to answering emergency requests,
coordinating volunteer services, and communicating with other
association and hotel offices.
The location of the resource center should have been print-
ed in the meeting program, along with a list of the services
available, hours of operation, and if possible, the hotline
phone number. This same information should be posted near the
meeting registration desk, at each hotel registration desk, and
should be given to bell captains in each hotel and to hotel tele-
phone operators.
Volunteer Services
The coordinator of volunteer services should be on duty in
the resource center during the entire meeting. Volunteer sched-
ules should be worked out prior to the meeting, so that a volun-
teer is present to answer requests received just before and during
the meeting. Schedules should show names and phone numbers of
volunteers and their hourly and daily assignments. (See Appendix L.)
The AAAS staff found that for a meeting with 5500 registrants, of
whom about 200 were disabled, about five volunteers should be
-34-
available in the center at all times. (A list of substitutes who
can be called as needed is highly advisable.) For maximum freedom
of movement, volunteers should be given distinctive identification
badges. Since the AAAS volunteers were given complimentary regis-
tration at the meeting, we used the regular AAAS staff registration
badge on which we typed the volunteer's name and added with a rubber
stamp the International Symbol of Access.
AMERICAN ASSOCIATION FOR
THE ADVANCEMENT OF SCIENCE
142nd Meeting
Boston
1976
&
aa
as
The coordinator of volunteers must track the flow of ser-
vices provided by volunteers. For all but the smallest meetings
a standardized form is needed which includes not only description
of the service and time given, but space for comments from the
volunteer about special problems. (See Appendix P.) In addition
to aiding coordination, use of such a form provides a record of
the kinds of handicapping conditions the staff dealt with and the
number of requests answered.
Volunteers may also assist in answering the hotline phone
after the resource center is closed. At meetings with large
numbers of handicapped persons, it may be desirable to have two
people available in case of an emergency--one to stay by the
phone and another to go to assist the person calling. Hotline
staffing is not chiefly for medical emergencies, and it should
not be assumed that disabled people are unduly prone to illness.
Interpretation Services
By the time the meeting begins, the coordinator of interpre-
tation services should have secured interpreters for all general
meetings and special functions, and instructions should have been
given to all session chairpersons on how to request interpreters
at the last minute. A chart listing every activity of the meet-
ing should be posted in the resource center, with sessions covered
by interpreters indicated on the chart. Deaf persons should be
asked to check with the resource room as soon as they arrive at
-35-
the meeting to see if their requested interpretation services have
been arranged. Additional requests may also be made at that time.
There may, of course, be more last minute requests than can be
filled, but when interpretation services are posted, the deaf
person can usually find another interpreted session to attend.
If interpreters are available, deaf meeting attendees will have
much more contact with their hearing colleagues at informal gath-
erings and on sight-seeing excursions. Any unassigned interpre-
ters can be on call in the resource room so that the deaf meeting
attendees can request them as needed.
Public Information Arrangements
To increase the participation (and visibility) of the
physically disabled in all the activities of the association,
there should be a press conference at the meeting about the
accessibility project, media and press interviews with members
of the association with physical disabilities, and a photographic
record of meeting events in which members with disabilities par-
ticipate. Arrangements for these activities should be made through
the association's usual media relations person or press room.
Maximum inclusion of the disabled members in the publicity efforts
will have greatest impact if this information can be disseminated
through radio and television stations, and all the newsletters,
journals and newspapers contacted about the accessibility effort
in the earlier publicity phase. An aggressive approach to the
media can result in widespread publicity. (See Appendix Q for
a reprint of an article which appeared in The Washington Star.)
At the AAAS meeting, one of the volunteers was equipped with
camera and film and asked to roam the meeting and photograph the
exhibit area, symposia, and lectures to document the accessibility
efforts. Some of these photographs were used in the press releases
and throughout this guide. AAAS staff and the handicapped scien-
tists granted interviews with reporters from a variety of media
and press formats, and, in addition, general press releases were
issued.
Annual Mecring
Program
-36-
A word of caution concerning publicity: The goal is to
increase the visibility of a particular group and thereby empha-
sizing the diversity within a profession, and to do so in a way
which is not exploitative or patronizing. Increasing the parti-
cipation of a minority often requires a deliberate increase in
visibility, but this increase should be considered a temporary
strategy for acheivement of the goal. Too much publicity and
"separating out" will be disrupting and may destroy all the pos-
itive intentions of the accessibility effort. A fine balance
must be maintained so that visibility will not result in aliena-
tion of disabled attendees.
Supplemental Activities
Disabled Members' Evaluation Meeting
Ideally, a gathering of attendees with disabilities should
occur sometime near the end of the association's meeting, in an
informal setting which permits free exchange of feelings and
opinions. These conditions will allow for the maximum number
of participants and for an open evaluation of the accessibility
effort.
At the gathering, the association staff should encourage
and pay careful attention to the free discussion of issues and
problems. Identification of areas of concern, appropriate goals
for association involvement, and additional activities that can
be undertaken can all be discussed. (At the AAAS Boston meeting,
this group provided an incisive evaluation of the accessibility
effort, and many of their comments have been incorporated in this
guide.)
The association members with disabilities may wish to estab-
lish a caucus or request the association to form a task force.
Additional tasks of the meeting should be to decide how best to
use the input from the group, to plan for future meetings and to
develop a strategy for the group to act as an effective resource
for future association activities for and with the disabled.
PROCED?
HANDICAPPED SCIENCE
Services
CHAPTER 4
FOLLOW-UP
An organized plan for follow-up on an initial accessibility
effort is a necessary last step to insure that future meetings
of the association will also be barrier-free. This chapter
offers suggestions on obtaining and using information from a
structured evaluation to plan future meetings.
Evaluation
Evaluation should furnish feedback on the effectiveness of
an accessibility effort and lead to suggestions for changes to
improve subsequent meetings. At the time an association first
makes a commitment to accessibility, it should list the specific
goals to be accomplished. At each stage of planning, other goals
may be added, and a systematic review of all goals and procedures
should be carried out after the meeting.
Every disabled participant should be asked for an evaluation,
and forms for the evaluation can be distributed at the meeting
or mailed at its conclusion. Staff and volunteers may also make
informal inquiries and make notes on the responses. (A sample
evaluation form is included as Appendix R.) The able-bodied
meeting participants should also be asked to evaluate the effort
to include the disabled, either informally or as a part of a stan-
dard meeting evaluation form.
However the evaluation is done, the following points should
be kept in mind:
(1) Each type of activity at the meeting should be evaluated:
business meetings, general meetings, social functions,
tours, accommodations, transportation, and substantive
sessions.
(2) All disabled persons who attended the meeting should
be invited to take part in the evaluation. If possible,
disabled members of the association who did not attend
the meeting should also be asked for their comments,
-37-
-38-
in case the reason for their not attending may be sig-
nificant to future planning.
(3) Evaluation by other meeting attendees, association
staff, local committee members, board members, and
regular association members can both yield information
and reinforce their commitment to future accessibility
efforts.
(4) Useful information can be gathered from hotel person-
nel convention bureau staff, tour managers, and res-
taurant personnel.
(5) A final, most important point is listen carefully,
especially to the people who worked directly with the
accessibility project staff: volunteers, coordinators
of interpretation services, and disabled resource
people.
(6) When all evaluation data has been collected and analyzed,
those taking part in the evaluation and those responsible
for the planning of future meetings should receive a
summary of the data and its implications for future
meetings.
(The AAAS's only formal evaluation of the accessibility
effort took place at a gathering of the disabled participants
during the 1976 Annual Meeting, but the opinions of all key
participants in the effort have been solicited in the preparation
of this guide. Spontaneous evaluations also arrived from many
sources.)
Establishing a Task Force
An obvious outcome from a
gathering of concerned individu-
als within an association is es-
tablishment of a task force or
committee to study and report on
those concerns. Such a task force
often becomes actively involved
in carrying out their own recom-
mendations, often on a wider
scale than was originally anti-
cipated. After an initial com-
mitment to making meetings ac-
cessible, associations may very
well want to look beyond the
meeting itself to the broader
questions of the status of dis-
abled persons in the profession
-39-
and their access to education and professional training. The
model task force will have some members who are chosen for their
status in the profession and others who have expertise on various
handicapping conditions. (It is preferable that some persons in
both categories have the perspective that a personal disability
can provide.)
Planning for Future Meetings
While enthusiasm is high, it is easy to obtain a commitment
from the association for future accessibility efforts, and plan-
ning for such continuing efforts should begin as an immediate
follow-up of the initial effort. Guidelines for achieving ac-
cessibility at future meetings can readily be established on the
basis of staff experience and the evaluation mentioned above.
Once guidelines are established, responsibilities of staff,
local committees, and others can be determined and assigned, and
program development can begin.
One person on the permanent association staff should have
continuing responsibility for the effort. Normally, that person
will be--or will be selected by--the association's meetings dir-
ector. A task force, as described in the previous section, can
serve as advisory group for future accessibility efforts. In
addition, this group may be willing to assume part of the respon-
sibility for planning and implementation. If a task force is
not formed, the staff director of the accessibility effort should
enlist the assistance of association members who are disabled to
serve in an advisory capacity, and he or she should identify handi-
capped persons or organizations close to the association's head-
quarters on whom he or she can depend for technical advice.
Reporting the Meeting
Another important follow-up activity is a report to the total
association membership on the accessibility effort. Typically,
such a report will take the form of an article in the journal (s)
and/or newsletter(s) received by the membership. The article
should describe the accessibility effort and report both evalua-
tion and future plans.
In addition, a description of the accessibility effort should
be sent to each publication in which the effort was announced
initially. Physically disabled participants in the meeting
should be encouraged to write articles for publications of or-
ganizations of and for the handicapped of which they are members.
(A copy of a AAAS article which appeared in Science is included
as Appendix S.) These efforts help to reach handicapped members
who did not attend the meeting at which the initial accessibility
effort was made.
-40-
Smaller Meetings
When smaller meetings are planned, there is usually an
opportunity to select an accessible facility, rather than
having to use and adapt a less accessible one selected long in
advance. The guidelines described here can be applied to any
size facility, and additionally, answers to the following
questions will help determine if the site should be considered:
(1) Is there valet parking or a nearby lot (preferably
one with extra wide parking spaces for persons
using wheelchairs)?
(2) Is the entrance level or ramped?
(3) Is there an entrance door at least 32 inches wide?
(4) Is the route to the meeting room(s) either level or
ramped?
(5) Are there wheelchair accessible restrooms on the same
floor as the meeting or on another floor that can be
reached by elevator?
(6) If the meeting is to last through a mealtime, are
there accessible restaurants nearby?
(7) If overnight accommodations are required, are wheel-
chair accessible (including bathroom) hotel rooms
conveniently available?
If to each of these preliminary questions one can answer
"yes," the meeting place is probably sufficiently accessible.
The facility should be examined, however, before final selection
is made.
Other arrangements, such as interpretation services for
the deaf, can be made by following the same guidelines as are
recommendations for larger meetings.
Conclusions
A barrier-free meeting is really not difficult to arrange,
even for the first time, if meeting organizers plan ahead and
follow the procedures in this guide. For each subsequent meeting,
the process will become easier, and finally, provision for handi-
capped attendees will be no more onerous than any of the other
complicated arrangements that meetings committees and offices
regularly make. Accessibility will become automatic and natural,
and that will be a great step forward. Further, if the major
professional associations will all pursue the goal of barrier-free
-41-
meetings for several years, special efforts of this kind will no
longer be necessary; hotels and convention bureaus and travel
agents will expect to include the handicapped in their regular
services. Ramps, hydraulic lifts or elevators, and signs on
accessible facilities will become standard. After all, how many
times is a big convention hotel going to assemble and remove ramps
before they make their modifications permanent?
As association staff and committees develop the awareness
and the know-how that goes into making the annual meetings ac-
cessible, that experience can easily be applied to other ends.
A logical next step would be the provision of full access to
all association-sponsored events, large and small, and to the
headquarters of the society. Hiring practices should also
become more consciously positive toward the handicapped.
Consistent efforts by the professional associations in the
next couple of years can have other positive benefits as well.
The disabled will become used to the idea that they can partici-
pate in their own professional meetings, they will attend in
greater numbers, and they will require fewer special services
and events. The non-disabled will come to expect them and will
learn to interact with them as fully professional members of
their societies. Physically disabled persons will begin to be
active in the policy and program activities of the associations.
The attitudes of the "able," which in the past have barred
access as much as have the physical and communication barriers,
will gradually disappear with the physical obstacles. The pro-
fessions will have "mainstreamed" their physically disabled
members, and that is, after all, what we are all after.
TIME LINE TO BARRIER-FREE MEETINGS
42
Commitment
of Association
Begin overall
Begin planning
for
Barrier-Free Meeting
meeting planning
Procedures
Accessibility
Services
Meet with Disabled Advisors
Organize Effort
Early announcement of effort
Check meeting facilities/accommodations
Determine and list basic services
Recommend modifications
to be provided
Assess transportation facilities
Make preliminary decisions on accessibility
INITIAL PREPARATION
Announce Accessibility Effort Early
Revise meeting forms for all dis-
Enlist coordinators of volunteer and
abled to request needed assistance
interpretation services
Meet with local on-site committee
Determine sources of volunteers
Organize local committee of dis-
Check progress of modifications
Determine available interpretation
abled persons
Determine modifications to be made
services
Include provisions for disabled
by association
Determine transportation services to
in planning for tours, special
List available transportation
be provided
events, etc.
Prepare exact description of hotel
Determine services to be available for
accommodations
the blind
Coordinate Planning with Association Staff, Local Committee, Disabled Consultants
Make Decisions for Services to be Provided
Announce the Description of All Facilities and Services
Prepare all copy for meeting pro-
Develop system to assure room assignments
Contact and enlist local resources
gram before printing deadline
as required by disabled
Develop system for assigning inter-
Reserve space for resource center
Prepare packets of local accessibility
preters
Order hotline
guides and other information for
Begin enlisting volunteers
Schedule meetings of disabled at-
disabled persons
Secure tentative commitment of inter-
tendees (business, social, exhib-
preters
its, caucus, etc.)
Schedule interpreters for all general
meetings
Check Everything Especially Commitments for Modifications of Facilities
Meet at site with all key people
Make tentative schedule of volunteers
Send meeting program and packet
Check room assignments
Order braille materials
to all registrants
Schedule interpretation and transpor-
Press release to public media
Post access signs
tation services per request
Announce barrier-free meeting
Organize resource center
services available, open
Train volunteers and hotel staff
sessions
PRE-MEETING
Notify session chairpersons of
responsibilities to disabled
attendees
Define and schedule exact services
available on tours
Meet with All Key People
Provide interpreters and volunteers
AT THE MEETING
to assist with registration
Assist on problems with accessibility
Activate hotline
Enlist press coverage
Open resource center daily
Gather evaluation data
Coordinate interpretation and
volunteer services
Prepare evaluation report
Report evaluation to staff, committee
FOLLOW-UP
members and membership
Establish task force
43
Begin planning for next meeting
American
APPENDIX A
Association
for the
INITIAL ANNOUNCEMENT OF ACCESSIBILITY EFFORT
Advancement
of Science
RELEASE: September 1, 1975
1776
Massachusetts
Avenue NW
Washington DC
20036
BARRIERS TO THE DISABLED FALL AT AAAS MEETING
TELEPHONE
202/467/4400
Physically disabled scientists are encouraged to attend
the Annual Meeting of the American Association for the Advance-
ment of Science in Boston, February 18-24, 1976. The AAAS
Office of Opportunities in Science is working with the AAAS
Meetings Office, Boston hotels, Rehabilitation Agency personnel
and other interested people and groups in the Boston area to
make the meeting fully accessible to people who are in wheel-
chairs, who have visual or auditory disabilities and those who
need assistance because of other disabilities. For information
and/or suggestions, please contact:
Martha Redden, Director
Project on the Handicapped in Science
Office of Opportunities in Science
AAAS, 1776 Massachusetts Avenue, N.W.
Washington, D.C. 20036
(202) 467-4497
-44-
APPENDIX B
MEETING FACILITIES' ACCESSIBILITY FORM
HOTEL
ADDRESS
PHONE
CONVENTION MANAGER
PHONE
1. Is at least one entrance ramped or at ground level with no
steps?
2. Are doors at least 32" wide?
3. Are the doors easy to open?
4. Are thresholds to the building and rooms no greater than
1/2 inch in height?
5. Are sloping ramps provided where there are stairs?
6. Are all ramps built to slope no more steeply than at the
ratio of one inch rise for each 12 inches of length?
7. Are walks leading to the hotel level, or nearly so?
8. Are there curb cuts (ramps) at crossways?
9. Are there elevators connecting each different level?
10. Are all elevator buttons in easy reach of a person in a
wheelchair?
11. Are all elevators marked in braille or with raised notation?
12. Are public restroom doors at least 32" wide?
13. Are restroom stalls at least 32" wide and equipped with
grab bars?
14. Are lower hand-activated drinking fountains provided for
wheelchair users?
15. How many wheelchair-accessible public restrooms are available
on each floor? Men's
Women's
16. Are lower public telephones provided for wheelchair users?
17. How many rooms are especially designed for wheelchair users?
18. Number of rooms with entry door and bathroom door at least
32" wide:
19. What sort of parking is provided for hotel guests?
20. Is entrance to the hotel from the parking facilities acces-
sible to wheelchairs?
21. Are there any steps or other interruptions in level between
parking facilities and entrance which interfere with wheel-
chair access?
22. Is there ground level parking available for wheelchair
users?
23. List names and check accomodations of dining rooms, lounges,
cafes, etc. on reverse side.
-45-
23. (from preceeding page)
WILL RESTAURANT
CAN HEIGHT AND
PERSONNEL GIVE
CAN FURNITURE
DESIGN OF TABLES /
SPECIAL ATTENTION
IS ENTRANCE
BE MOVED TO
BOOTHS ACCOMODATE
TO NEEDS OF THE
LEVEL OR IS
ACCOMODATE WHEEL-
WHEELCHAIR SEATING?
NAME OF ESTABLISHMENT
DISABLED?
RAMP PROVIDED?
CHAIRS AT TABLES?
BOOTHS
TABLES
-46-
APPENDIX C
ORGANIZATIONS OF AND FOR THE HANDICAPPED
Alexander Graham Bell
Indoor Sports Club
Association for the Deaf
1145 Highland Street
3417 Volta Place, NW
Napoleon, OH 43545
Washington, DC 20007
National Association for the Deaf
American Coalition of Citizens
814 Thayer Avenue
with Disabilities
Silver Spring, MD 10910
1200 15th Street, NW - Suite 201
Washington, DC 20005
National Congress of Organizations
of the Physically Handicapped, Inc.
American Council of the Blind
1627 Deborah Avenue
1211 Connecticut Avenue, NW
Rockford, IL 61103
Suite 506
Washington, DC 20036
National Federation of the Blind
1800 Johnson Street
American Professional Society
Baltimore, MD 21230
of the Deaf
c/o Dr. Donald L. Ballantyne
National Multiple Sclerosis Society
NYU Medical Center
205 East 42nd Street
560 First Avenue
New York, NY 10017
New York, NY 10034
National Spinal Cord Injury
Blinded Veterans Association
Foundation
1735 DeSales Street, NW
369 Elliot Street
Washington, DC 20036
Newton, MA 02164
Disabled American Veterans
Paralyzed Veterans of America
3725 Alexandria Pike
4330 East-West Highway
Cold Spring, KY 41076
Bethesda, MD 20014
Disabled in Action
Spina Bifida Association of America
175 Willoughby Street
209 Shiloh Drive
Brooklyn, NY 11201
P. 0. Box 5568
Madison, WI 53705
Epilepsy Foundation of America
1828 L Street, NW
United Cerebral Palsy Association
Washington, DC 20036
Inc.
66 East 34th Street
Foundation for Science and the
New York, NY 10016
Handicapped
c/o Dr. John J. Gavin
United Ostomy Association, Inc.
26827 Sturdy Oak Drive
1111 Wilshire Blvd.
Elkhart, IN 46514
Los Angeles, CA 90017
Gallaudet College Alumni Assn.
N.B. See Appendix E for publica-
Gallaudet College
tions and directory of additional
7th and Florida Avenue, NE
organizations.
Washington, DC 20002
-47-
APPENDIX D
SPECIFICATIONS FOR ACCESSIBILITY
A RAMP IS DEFINED AS A
SLOPING IVALKIVAY WHICH IS
ATTACHED TO A BUILDING AS
A MEANS OF MOVING FROM
ONE FLOOR ELEVATION TO
ANOTHER WITHOUT
ENCOUNTERING ANY
MAX. SLOPE 8.33%
OBSTRUCTION.
SLOPE MUMIMUM IN
Existing curbs can be removed and new con-
crete poured for curb ramps. Maximum slope
on any surface should not exceed 1 in 12 or
1 in 20 if possible.
Ofor 6 curb
6
existing curb
yew side 21 ull u! oz will
Ramps, such as the one shown here, pourec
out into the street are less desirable due tc
interference with traffic and gutter drainage
problems but may be less costly and could be
used in areas where little or no traffic flows
and where slope of street eliminates need for
continuous gutter.
existing curb
1 in in 12 max slope
1 in 12 max
new concrete ramp
The drawings and text of this appendix are reprinted from An Illustrated Handbook
of the Handicapped Section of the North Carolina State Building Code (1974), and
Accessibility Modifications; Guidelines for Modifications to Existing Buildings
(1976) Both published by North Carolina, Department of Insurance. Drawings by
Ronald L. Mace, A.I.A. Reprinted with permission. Layout of this appendix by
Irene Papas.
-48-
-49-
27"AVG-29"MAX
II"
DESK ARMREST
fl
20
STD. ARMREST
34"
29
,2/161.
CASTER WHEELS
42"
WHEELCHAIR DIMENSIONS
AN ADULT WHEELCHAIR
AVERAGES 27" WIDE. THE
31.5R
REQUIRED 32" CLEAR
DOOR WIDTH ALLOWS 21/2"
CLEARANCE ON EACH
SIDE FOR HANDS.
19"R
TRACK OF CASTER
WHEELS.
AVERAGE TURNING SPACE 63"
HANDICAPPED
&
PARKING
ONLY
parking lots
GOOD LOCATION
FOR CURB CUT
SEE 11X3.2 (b)
2% OF TOTAL NUMBER
OF SPACES OR A
MINIMUM OF ONE
SHALL BE SET ASIDE
& DE SIGNATED FOR
USE OF PHYSICALLY
DISABLED.
SUCH PARKING
SPACES SHALL BE
CLEARLY MARKED
WHEELCHAIRS
BY SIGNS FOR USE
CANNOT FIT
REGULAR SPACE
HANDICAPPED SPACE
OF HANDICAPPED.
BETWEEN CARS
12'-6"
IN REGULAR SPACES
-50-
THERMOSTAT
FIRE ALARM
o
T
PULL CORDS
HELP!
IVINDOIV
OPERATORS
SWITCHES
4'-0" MAX.
ALL CONTROL DEVICES
FIRE ALARMS&
FOR LIGHT, POWER, HEAT,
THERMOSTATS ARE
VENTILATION, IVINDOWS,
ESSENTIAL TO THE HEALTH
DRAPERIES, DOOR, &
& SAFETY OF ALL PEOPLE.
THE INDIVIDUAL FUNCTIONING
54"- 74.5" 64.5 AVG.
IN A WHEELCHAIR.
28"-33"
30.8"AVG
48"
54" 78" 54" TO 78" 60" AVERAGE
THE AVERAGE UNILATERAL
THE BILATERAL HORIZONTAL
VERTICAL REACH IS 60".
THE DIAGONAL REACH, AS
REACH (BOTH ARMS
FOR WALL MOUNTED
THE AVERAGE HORIZONTAL
EXTENDED TO SIDE
PHONE, IS 48" FROM THE
WORKING REACH IS 30.8".
SHOULDER HIGH) AVERAGES
FLOOR.
64.5".
TOWELS
SANITARY
NAPKIN
COIN SLOT
CUPS
TOWELS
%1
TRASH
40"
WASTE
x
THIS TYPE NOT ACCEPTABLE
UNLESS SEPARATE TOWEL DISPENSER IS ALSO INSTALLED AT 40"
-51-
I. STALL SHALL BE 3'-O"WIDE.
DISPENSERS ACCESSORIES MUST
BE LOCATED WITHIN REACH OF
2. STALL SHALL BE 6'-O"DEEP
SEATED PERSON. ALL OPERATING
WHEN FLOOR MOUNTED
MECHANISMS SHOULD BE NO HIGHER
IVATER CLOSET IS
THAN 40" ABOVE FLOOR. DISPENSERS
USED, OR 5'-0" DEEP IF
SHOULD NOT PROTRUDE MORE THAN
WALL MOUNTED FIXTURE
2"-3".
IS USED.
3. .DOORS SHALL HAVE A
CLEAR OPENING OF
32" MINIMUM AND
SHALL SIVING OUT OR
SLIDE.
4. TOILET SEAT, NOT RIM,
SHALL BE 20" FROM
FLOOR. STANDARD 18"
FLOOR MOUNTED IV.C.
MAY BE USED IF 2"
SPACER RING IS
INSTALLED UNDER SEAT
TO RAISE IT TO 20"HEIGHT.
TOILETS FOR SMALL
33"
C.
N.W.
CHILDREN IVILL MEET
THEIR REQUIREMENTS.
MIN.CLEAR FLOOR SPACE
FLOOR IVALL HUNG MOUNTED IV. IV.C.
IN FRONT OF STALL.
2'-8" MIN. CLEAR
TOILET STALLS
5. HANDRAILS 11/2" IN OUTSIDE
DIAMETER AND 54" LONG
SHALL BE INSTALLED ON
EACH WALL PARALLEL
TO FLOOR AND 11/2"
FROM WALL, 33" FROM
FLOOR. RAILS SHALL BE
"OiE
STAINLESS STEEL OR CHROME HANDRAIL
3'-6" MIN.
STAINLESS STEEL OR
POLISHED CHROME AND
MOUNTED AT ENDS AND
CENTER TO SUPPORT A
250 POUND LOAD.
11/2" DIA., 11/2" FROM WALL, 54" LONG.
6. THERE SHALL BE A MIN. CLEAR
SPACE 42" DEEPAND 36" WIDE IN
FRONT OF THE STALL DOOR.
2'-8" MIN. CLEAR
3'-0" MIN. MAX.
2'-9"
5'-0" WITH IVALL HUNG IV.C.
6'-0" WITH FLOOR MOUNTED IV.C.
ELEVATION FIXTURE HEIGHTS
1'-8"
54"
PLAN
-52-
TELEPHONES
TO
WALL MOUNTED UNIT
WITH SPACE FOR CHAIR
4'-0" MAX.
TO APPROACH PARALLEL
4'-0" MAX
TO FRONT.
42"
VISUAL & TACTILE LABELS WITH
ROOM
131
RAISED OR RECESSED LETTERS
.........................
& NUMERALS, SHALL BE USEDTO
IDENTIFY ROOM & OFFICES.
BLIND PERSONS CAN READ TACTILE
O
4:6'
5'-6"
NON- BRAILLE LETTERS& NUMBERS,
HOWEVER BRAILLE LETTERS&
NUMERALS ARE AVAILABLE IF DESIRED. THEY
SHOULD ONLY BE USED IN ADDITION
TO VISUAL & TACTILE LETTERS
NORMAL, INACCESS IBLE
LOCATION OF
EMERGENCY CALL BOX.
00000
00000
BOTTOM OF CONTROL
PANELS MUST BE NO
HIGHER THAN 4'-0".
TOP OF CONTROL PANEL
00
SHOULD BE NO HIGHER
5'-0" PREFERRED *
THAN 5'-0" AS AVERAGE
UNILATERAL REACH FROM
4'.0" MAX.
WHEELCHAIR IS 60."
ALL BUTTONS SHOULD
HAVE TACTILE
IDENTIFICATION
BESIDE THEM.
ELEVATOR CALL BUTTONS
ELEVATOR CONTROLS
IN LOBBIES SHALL BE
EMERGENCY CALL BOX & CONTROLS
MOUNTED NO HIGHER
ARE PREFERRED* TO BE LOCATED
THAN 4'-0" ABOVE THE
LESS THAN 4'-0" HIGH TO BE WITHIN
FLOOR. SEE 11x4.10
REACH OF SEATED PERSON.
CONTROLS.
AUDIBLE, PREFERABLY VERBAL SIGNALS
ARE PREFERRED TO IDENTIFY EACH FLOOR
LEVEL SERVED TO FACILITATE USE BY THE BLIND
-53-
5'-0"
ONE FULL BATHROOM IN EACH
UNIT OR SUITE SHALL MEET
OR BE ADJUSTABLE TO THE
FOLLOWING REQUIREMENTS:
1.)DOORS SHALL HAVE A
32" CLEAR OPENING &
SWING OUT OR SLIDE.
"REQUIRED BETWEEN
WALLS EXCEPT AT END
OF TUB WALL.
3) WHERE 5'-0"x5-0" CLEAR
"19
FLOOR SPACE IS NOT
PROVIDED, A WALL HUNG
LAVATORY MUST BE USED.
4) WALL ADJACENT TO
TOILETS AND TUBS
SHALL BE CAPABLE OF
SUPPORTING HANDRAILS
32"CLEAR
WHICH CAN SUPPORT A
250 POUND LOAD.
6'-0" BETWEEN WALLS
5) WHERE PROVIDED AT LEAST
ONE MIRROR SHALL BE
PLACED ABOVE LAVATORY
WALLS ADJACENT TO TUBS
NO HIGHER THAN 40"
SHALL BE REINFORCED FOR
ABOVE FLOOR.
GRAB BARS CAPABLE OF
SUPPORTING A 250 # LOAD.
6.) WHERE PROVIDED AT
PREFERRED
STAINLESS
LEAST ONE TOWEL RACK
STEEL OR CHROME HANDRAIL,
SHALL BE NOT MORE
11/2"1 IN DIAMETER, SHOULD BE
MOUNTED 2'-0" ABOVE BOTTOM
THAN 40" ABOVE FLOOR.
OF TUB & ALONG ONESIDE
7.) MAXIMUM WATER
ONE END OF TUB WALL.
TEMPERATURE SHALL NOT
EXCEED 120°, OR EXPOSED
UNLESS 5'-0"X 5'-0" CLEAR
HOT WATER LINES&
FLOOR SPACE IS PROVIDED,
DRAINS SHALL BE
IVALL HUNG LAVATORY MUST
FULLY INSULATED.
BE USED.
IF LAVATORY VANITY CABINET
IS USED, 11x4.6 (a) APPLIES
(SEE PAGE 55)
HANDRAIL 1½" IN DIAMETER
33" ABOVE FLOOR
PREFERRED
*
HORIZONTAL
WALL REINF. TO
SUPPORT A
3'-4"
250# LOAD.
2'-0"
2'-5"
2'-9"
3'-4"
APPENDIX E
PUBLICATIONS OF SPECIAL INTEREST TO DISABLED CONSUMERS
Accent on Living
The Challenge
P.O. Box 700
Veterans Administration Department/
Gillum Road and High Drive
Vocational Rehabilitation
Bloomington, IL 61701
P. 0. Box 11045
Richmond, VA 23230
ACCD Newsletter
American Coalition of Citizens
Closer Look
with Disabilities, Inc.
National Information Center for the
1346 Connecticut Avenue, NW
Handicapped
Room 817
Box 1492
Washington, DC 20036
Washington, DC 220013
American Rehabilitation
COPH Bulletin
Rehabilitation Services
National Congress of Organizations
Administration
of the Physically Handicapped, Inc.
330 C Street, SW
1627 Deborah Avenue
Washington, DC 20201
Rockford, IL 61103
Amicus
Crusader
National Center for Law and the
UCP Associations, Inc.
Handicapped
(United Cerebral Palsy)
1235 North Eddy Street
66 East 34th Street
South Bend, IN 46617
New York, NY 10016
Association for Education of
DAV Magazine
the Visually Handicapped
Disabled American Veterans
Mary K. Bauman
3725 Alexandria Pike
919 Walnut Street
Cold Spring, KY 41076
Association of Rehabilitation
Disabled USA
Facilities Newsletter
The President's Committee on
5530 Wisconsin Avenue, NW
Employment of the Handicapped
Washington, DC 20015
Washington, DC 20210
Braille Forum
The Deaf American
American Council of the Blind
814 Thayer Avenue
c/o Mary T. Ballard
Silver Spring, MD 20910
190 Lattimore Road
Rochester, NY 14620
Easter Seal Bulletin
National Easter Seal Society
Braille Monitor
2023 West Ogden Avenue
National Federation of the Blind
Chicago, IL 60612
1346 Connecticut Avenue
Washington, DC 20036
Exceptional Children
1920 Association Drive
Reston, VA 22091
-54-
-55-
The Exceptional Parent
New Outlook for the Blind
262 Beacon Street
American Foundation for the Blind
Boston, MA 02116
15 West 16th Street
New York, NY 10011
Gallaudet Alumni Newsletter
Gallaudet College
NAPH National Newsletter
7th and Florida Avenue, NE
National Association of the
Washington, DC 20002
Physically Handicapped
76 Elm Street
The Independent
London, OH 43140
Center for Independent Living
2539 Telegraph Avenue
Newsletter
Berkeley, CA 94704
Committee for the Handicapped
People-to-People Program
International Stroke
1028 Connecticut Avenue, NW #610
Club Bulletin
Washington, DC 20036
805 12th Street
Galveston, TX 77550
Newsletter (and other publications)
Division of the Blind and
Journal of Rehabilitation
Physically Handicapped
National Rehabilitation Assn.
Library of Congress
1522 K Street, NW
Washington, DC 20542
Washington, DC 20005
NTID Focus
Mobility on Wheels
National Technical Institute for
Pat White
the Deaf
1712 Glendon Avenue
One Lomb Memorial Drive
Norfolk, VA 23518
Rochester, NY 14623
Muscular Dystrophy News
Paraplegia Life
MD Association of America, Inc.
Spinal Cord Injury Foundation
1790 Broadway
369 Elliott Street
New York, NY 10010
Newton Upper Falls, MA 02164
NARIC
Paraplegia News
National Rehabilitation
935 Coastline Drive
Information Center
Seal Beach, CA 90740
Eighth and Varnum Streets, NE
Catholic University of America
Patient Service News
Washington, DC 20064
National Multiple Sclerosis
Society
National Arts and the
257 Park Avenue South
Handicapped Information
New York, NY 10010
Mary Molloy
Capitol Arts
The Pointer
Box 2040
4000 Albemarle Street - #504
Grand Central Station
Washington, DC 20016
New York, NY 10017
-56-
Programs for the Handicapped
Office for Handicapped
Individuals
200 Independence Avenue, SW
Room 338D
Washington, DC 20201
Rehabilitation Gazette
4502 Maryland Avenue
St. Louis, MO 63108
Rehabilitation Literature
National Easter Seal Society
2023 W. Ogden Avenue
Chicago, IL 60612
Rehabilitation/World
20 West 40th Street
New York, NY 10018
Star News Letter
Katherine Kreuser
6219 N. Naper Avenue
Chicago, IL 60631
Volta Review
Alexander Graham Bell
Association
3417 Volta Place, NW
Washington, DC 20007
For additional organizations,
OR
refer to Directory of Organizations
Interested in the Handicapped, pub-
Clearinghouse on the Handi-
lished by the Committee for the
capped--Directory of
Handicapped,
National Information Sources,
People to People Program
published by Office for
1028 Connecticut Avenue, NW
Handicapped Individuals
Suite 610
DHEW, Washington, DC 20201
Washington, DC 20036
APPENDIX F
ANNOUNCEMENTS IN PUBLICATIONS
AAAS PROGRAM FOR THE HANDICAPPED
The American Association for the Advancement of Science (AAAS) has launched a
"Project for the Handicapped in Science." The purpose of this initial project
is to identify and explore barriers obstructing physically disabled persons
from full education and employment opportunities in science. Specifically,
the project will seek to examine and evaluate ways in which the scientific pro-
fessional associations and organizations for the handicapped can contribute to
equal opportunities in science careers.
In order to build an ongoing and realistic program, the AAAS needs the expert
consultation of handicapped people who have experienced difficulties in getting
an education or finding professional placement in science because of their
handicap. If you are a disabled scientist, please contact Martha Redden,
Director, Project on the Handicapped in Science, Office of Opportunities in
Science, AAAS, 1776 Massachusetts Avenue, NW, Washington, D.C. 20036. The
project will not use without permission the names of individuals who respond.
from Bulletin for Leaders, National Council of Mathematics,
1906 Association Drive, Reston, VA 22091, November 1975,
p. 2.
The American Association for the
The American Association for the Advance-
Advancement of Science has officially
ment of Science has officially launched its
launched its Project for the Handi-
purpose of this initial project, which is funded
Project for the Handicapped in Science. The
capped in Science. The purpose of this
by the Rehabilitation Services Administration
initial project, is to identify and ex-
of the Department of Health, Education, and
plore barriers obstructing the entry
Welfare through the George Washington
and full participation of physically
University Rehabilitation Research and Train-
disabled persons to education and em-
ing Center is to identify and explore barriers
obstructing the entry and full participation of
ployment opportunities in science.
physically disabled persons to education and
Specifically, the project will seek to
employment opportunities in science. Spe-
examine and evaluate ways in which
cifically, the project will seek to examine and
the scientific professional associations
evaluate ways in which the scientific profes-
and organizations of and for the han-
sional associations and organizations of and
for the handicapped can contribute to equal
dicapped can contribute to equal op-
opportunities in science careers.
portunities in science careers.
In order to build an ongoing and realistic
The AAAS needs the expert consul-
program, the AAAS needs the expert con-
tation of handicapped individuals
sultation of handicapned individuals who have
who have experienced difficulties in
experienced difficulties in receiving an edu-
education or in placement because of
cation to be a scientist or in professional
their handicap. If you are a disabled
placement because of their handicap. If you
are a disabled scientist, please identify your'
scientist, please write to Martha Red-
self to Martha Redden, Director, Project on
den, Director, Project on the Handi-
the Handicapped in Science, Office of Op-
capped in Science, Office of Oppor-
portunities in Science, AAAS, 1776 Massa
tunities in Science, AAAS, 1776 Mas-
chusetts Avenue, N.W., Washington, D. C.
20036. The project will not use, without
sachusetts Avenue, N.W., Washing-
permission, the names of individual scientists
ton, D.C. 20036.
who respond.
from ASA Footnotes,
from SIM News, Society for
American Sociological
Industrial Microbiology,
Association, November
January 1976, p. 19.
1975, p. 8.
-57-
APPENDIX G
aa
Annual Meeting
Advance
Boston
as
Registration Form
18-24 February 1976
(H)
Enclosed is:
$20 Single Registration Fee
$30 Double Registration Fee (attendee and spouse)
$10 Single Student Registration Fee
$15 Double Student Registration Fee (student and spouse)
$10 One-Day Registration Fee
(Specify Day)
Program and badge will be mailed to each registrant in late January.
Registrations received after 30 January will be held at the AAAS Information Booth.
NAME OF REGISTRANT:
(Last Name)
(First and Initial)
NAME OF SPOUSE:
(Last Name)
(First and Initial)
REGISTRANT'S
MAILING ADDRESS:
[For receipt of program(s) and badge(s)]
(Street)
(City/State)
(Zip Code)
ADDITIONAL REGISTRANTS:
(List full name and mailing address)
REGISTRANT'S
INSTITUTION OR COMPANY:
(City)
(State)
(Zip Code)
Check days
Wed
Thu
Fri
Sat
Sun
Mon
Tue
CONVENTION ADDRESS:
attending:
(Where you can be reached)
(Hotel or Street Address)
Please check here if you need special services due to handicap. We will contact you prior to the meeting.
Mail to: American Association for the Advancement of Science, Dept. R,
1515 Massachusetts Ave., NW, Washington, D.C. 20005
SURVEY OF ATTENDEES
Annual Meeting, Boston, 18-24 February 1976
Your answers to the following questions will help us in planning future AAAS Annual Meetings. Please complete the following form and either
return it with your registration form or send in separately (to the same address) if you wish to respond anonymously (in any case, the two forms
will be processed separately).
Principal Professional Interest
Principal Professional Activity
Institutional Affiliation Type
11
Physical, mathematical
21
Teaching, education
31
University, 4-year college
12
Biological, medical
22
Health practice
32
Other educational
13
Engineering
23
Other practice, consulting
33
Industrial, commercial
14
Social, behavioral
24
Research, development
34
Other private
15
Science policy
25
Administration
35
Government
16
26
36
(other)
(other)
(other)
Highest Educational Level
Age
Distance Traveled to Meeting
41
Doctoral Degree
51
Under 26 years
61
Under 51 miles
42
Master's Degree
52
26 to 35 years
62
51 to 100 miles
43
Other professional
53
36 to 45 years
63
101 to 200 miles
44
Bachelor's Degree
54
46 to 55 years
64
201 to 500 miles
45
55
56 to 65 years
65
501 to 1000 miles
(other)
56
Over 65 years
66
Over 1000 miles
Membership: in AAAS
in Affiliate
Neither
71
72
(specify)
73
-58-
-59-
Annual Meeting
aa
Reservations
Boston
Hotel Rates*
18-24 February 1976
as
The American Association for the Advancement of Science will hold its 1976 Annual Meeting in Boston, 18-24 February. The
majority of sessions will be held in the Sheraton-Boston and in the John B. Hynes Veterans Auditorium. The exhibits (Science In-
ternational) as well as AAAS registration and information desks will be located in the Hynes Auditorium. The following hotels
will be used for housing:
Hotel
Single
Double
Twin
Suites**
Parking
SHERATON-BOSTON
$25
$36
$36
$65
Free 24-hour parking
Prudential Center
29
38
38
and up
for registered guests;
(No. of rooms held: 1200)
31
40
40
$1 valet charge.
COPLEY PLAZA
$24
$32
$32
$60
Free 24-hour parking
Copley Square
28
36
36
and up
for registered guests;
(No. of rooms held: 250)
30
38
38
$1.75 valet charge.
THE LENOX
$24
$31
$31
$75
Free overnight parking
710 Boylston Street
28
35
35
(6 pm-10am); day-time
(No. of rooms held: 125)
parking $3 maximum.
MIDTOWN MOTOR INN
$24
$32
$32
-
Free parking for registered
220 Huntington Avenue
guests.
(No. of rooms held: 100)
COPLEY SQUARE
$20
$23
$26
$40
Free overnight parking
47 Huntington Avenue
22
25
28
and up
(5 pm-9 am); for day-time
(No. of rooms held: 75)
24
30
30
parking, inquire at hotel.
THE COLONNADE
$30
$38
$38
$130
Free parking for registered
120 Huntington Avenue
34
42
42
and up
guests.
(No. of rooms held: 150)
*Per day; add 5.7% for Massachusetts State Room Tax. Charges for rollaway beds and cots vary between $5 and $7. depending on hotel. Children under age 12 ac-
commodated free in same room with parents at Midtown Motor Inn and Colonnade: under age 14 at Copley Square: age limit higher at Sheraton, Copley Plaza
and Lenox.
One-bedroom parlor suites; rates for larger suites available upon request. Deluxe accommodations available at Sheraton-Boston in all categories at higher rates.
NOTE: If room rate specified is not available, the next available higher rate will be assigned. Confirmation will come to you di-
rectly from the hotel. You should notify the hotel of any change in your reservation. Assignment is delayed if any infor-
mation is omitted.
HOTEL RESERVATIONS FORM
(Reservations received after 4 February cannot be assured)
CHOICE OF HOTEL: First
Second
ROOM:
Single
Double
Twin
Suite
Preferred Rate $
Please indicate any special accommodation needs due to a handicap
ARRIVAL:
Date
;
a.m.
p.m.
Be sure to list definite arrival and
departure date and time. Hotel
DEPARTURE:
Date
a.m.
reservations will be held only until
;
p.m.
6 p.m. unless otherwise specified.
NAMES AND ADDRESSES OF ALL OCCUPANTS OF ROOM
Name
Name
Address
Address
City
State
Zip
City
State
Zip
Name
Name
Address
Address
City
State
Zip
City
State
Zip
Individual Requesting Reservations
Mail to: AAAS Housing Bureau,
900 Boylston Street, Boston, Mass. 02115
APPENDIX H
MEETING INFORMATION
11
COPLEY SQUARE HOTEL
in determining the convention location of colleagues and
47 Huntington Avenue (617/536-9000)
friends attending the meeting.
THE COLONNADE HOTEL
Ticket Sales
120 Huntington Avenue (617/261-280,0)
Tickets for tours and social functions will be avail-
able at the AAAS Ticket Desk located in the registration
AAAS Office
area (second floor exhibit hall) at the Hynes Auditorium.
The AAAS Office is located in the Kent Room (Confer-
ence Level, third floor) at the Sheraton-Boston Hotel.
Audiotapes of Sessions-Sales
Staff members are available to provide assistance.
Tapes of selected symposia will be available for pur-
Mail and telegrams addressed in care of AAAS will
chase at a sales desk in the Constitution Foyer at the
be held in the AAAS Office. For personal and telephone
Sheraton-Boston Hotel. A complete list of those sym-
messages, AAAS operates a Message Center located in
posia that will be taped can be found at the sales desk.
the Constitution Room Foyer (Plaza Level, second floor).
Tapes will be available one-half day after the symposium
AAAS assumes no responsibility for the delivery of mail,
has been held, i.e., tapes of morning sessions will be avail-
telegrams, or messages, but will make every effort to see
able that afternoon, and tapes of afternoon sessions can
that they are delivered.
be purchased the following morning. Each cassette will
be sold for $9.00; in most cases, a single half-day sympo-
AAAS Newsroom
sium is reproduced on two cassettes. Orders may be
The AAAS Newsroom is located in the Gardner Room
billed, paid for by personal check or cash, or charged to
on the third floor of the Sheraton-Boston Hotel. Repre-
your BankAmericard or Master Charge.
sentatives of newspapers, magazines, radio, television,
Child Care Services
wire services, and professional journals are registered
and can be reached there.
For meeting attendees who require babysitters for in-
Each year, more than 500 reporters, editors, photog-
fants and small children, or companion care for children 8
raphers, and radio and television representatives attend
years and up, we have obtained the services of the Inter-
the Annual Meeting. It provides them with news and fea-
national Sitting Service (Telephone: 617/566-7901). The
ture stories which are published and broadcast through-
agency is open Monday through Friday, 10:00 a.m.
out the world during the meeting and with story ideas
through 5:15 p.m.; 12 to 24 hours' notice is required. A 24-
that they often pursue over the course of the next year.
hour answering service is available to take calls and mes-
It is our experience that news media representatives
sages and, if necessary, to reach agency representatives.
are interested in preparing accurate and fair stories for
Rates are as follows: $2.25 per hour for one child;
the public. We believe that their efforts are in the best in-
$2.35 per hour for two children; $2.45 per hour for three
terest of science and scientists. In addition, extensive me-
children; plus cost of sitter's transportation. Sitters have
dia coverage of the Annual Meeting makes a major con-
been screened and have verified references; they are
tribution to one of the Association's objectives-the fur-
male or female and average age is 25.
therance of the public understanding of science.
Many of the program participants will be asked for in-
Project on the Handicapped in Science Office
terviews and to take part in press conferences. All speak-
The Office will be located in the Beacon E room on the
ers will be asked to provide copies of their remarks for the
third floor at the Sheraton-Boston Hotel and will be open
news media.
from 8:00 a.m. to 6:30 p.m. each day of the meeting to of-
Throughout the meeting, AAAS public information
fer special resources for the handicapped, including the
personnel will be available in the Newsroom to facilitate
following services:
the interaction between news representatives and scien-
tists and to offer to speakers and authors of papers profes-
1. Transportation for persons in wheelchairs to and
sional guidance in dealing with the media. We ask the pro-
from all sessions, and to and from all public trans-
portation terminals.
gram participants for their cooperation in this endeavor.
2. Interpreters for the hearing impaired.
Meeting Hospitality Room
3. Assistance for the visually handicapped.
Hospitality headquarters of the Boston Advisory
4. Repair service for wheelchairs and crutches.
Committee is located in the Beacon D room on the Con-
5. Special tour and sightseeing information for hand-
ference Level (third floor) in the new wing of the Sheraton-
icapped persons.
Boston Hotel.
6. Round-the-clock telephone service responding to
The room will be staffed from 8:00 a.m. to 5:00 p.m.
emergency needs. "Hotline" number will be posted
throughout the meeting, and will offer a wide variety of
in the Office.
information, including maps and brochures, on what to
see and do in Boston-and how to get there. The suite will
In addition, the staff welcomes questions and dis-
also be headquarters for information on the variety of
cussions concerning the AAAS Project on the Handi-
tours and events sponsored by the Committee, ranging
capped in Science.
from an evening at the Pops with Arthur Fiedler to a
tour of the Woods Hole Oceanographic Institution. What-
ever your interest: university tours, museum tours, a con-
cert, a ride into the North End to see Paul Revere's
house, or a complimentary cup of coffee, it's all there in
the Hospitality Room.
Message Center and Directory of Registrants
The AAAS Message Center is located in the Constitu-
tion Room Foyer (Plaza Level, second floor)'at the Shera-
ton-Boston Hotel and will be operated during the official
registration hours. Messages may be left by calling
617/266-2947. Callers located within the Sheraton-Boston
may ask the hotel operator for the AAAS Message Cen-
ter. Please check the message board daily.
Names of all registrants will be posted near the Mes-
sage Center. Registrants will find the Directory helpful
Reprinted from AAAS 1976 Annual Meeting
Program.
-60-
APPENDIX I
NEWS RELEASE REQUESTING IDENTIFICATION OF HANDICAPPED SCIENTISTS
American
Association
for the
Advancement
of Science
RELEASE: September 1, 1975
1776
Massachusetts
Avenue NW
Washington DC
20036
TELEPHONE
202/467/4400
AAAS LAUNCHES PROGRAM FOR THE HANDICAPPED IN SCIENCE
The American Association for the Advancement of Science
has officially launched its Project for the Handicapped in
Science. The purpose of this initial project, which is funded
by the Rehabilitation Services Administration of the Depart-
ment of Health, Education and Welfare through the George
Washington University Rehabilitation Research and Training
Center is to identify and explore barriers obstructing the
entry and full participation of physically disabled persons to
education and employment opportunities in science. Specifi-
cally, the project will seek to examine and evaluate ways in
which the scientific professional associations and organiza-
tions of and for the handicapped can contribute to equal
opportunities in science careers.
In order to build an ongoing and realistic program, the
AAAS needs the expert consultation of the handicapped individuals
who have experienced difficulties in receiving an education to
be a scientist or in professional placement because of their
handicap. If you are a disabled scientist, please identify
yourself to Martha Redden, Director, Project on the Handicapped
in Science, Office of Opportunities in Science, AAAS, 1776
Massachusetts Avenue, N.W., Washington, D. C. 20036. The
project will not use, without permission, the names of
individual scientists who respond.
-61-
APPENDIX J
HANDICAPPED IN SCIENCE QUESTIONNAIRE
PROJECT ON THE HANDICAPPED IN SCIENCE
QUESTIONNAIRE FOR RESOURCE GROUP
Please answer as many questions as you wish and as fully as you
wish. The information you give us will be used only for activ-
ities of the Project on the Handicapped in Science. Your name
will be used only with your permission.
NAME
HOME PHONE
ADDRESS
PLACE OF
BUSINESS
EMPLOYMENT
PHONE
BRIEF JOB
DESCRIPTION
SCIENTIFIC
DISCIPLINE
WHERE DID YOU
RECEIVE YOUR TRAINING? UNDERGRADUATE:
GRADUATE:
OTHER:
IN WHAT AREAS DO YOU HAVE TRAINING?
IN WHAT OTHER AREAS HAVE YOU HAD WORK EXPERIENCE?
WHAT IS YOUR DISABILITY?
AT WHAT AGE DID YOU BECOME DISABLED?
PLEASE SHARE WITH US WHAT HAS WORKED FOR YOU IN COPING WITH YOUR
DISABILITY:
-62-
-63-
At this time we are planning activities that will require assis-
tance with the following tasks. Please check those things that
you would be willing to do:
1. Participate in a survey of educational barriers to
the handicapped.
2. Participate in a survey of occupational barriers to
the handicapped.
3. Serve as a "big brother/sister" to a handicapped
student in your vicinity.
4. Consult to the White House Conference on the Handi-
capped (state and/or local level). If you check
this item, we will give your name and address to the
White House Conference Staff)
5. Give talks to groups in your community.
6. Write articles.
7. Review science/math books and/or films. (If you
check this item your name will be given to the
editorial staff of AAAS Science Books and Films)
8. Consult in the areas of:
Your scientific expertise
Education
Science careers
Professional meeting accessibility
Other areas
Is there anything else you think we should know? Just tell
us, please.
APPENDIX K
TRANSPORTATION ASSISTANCE
QUESTIONNAIRE
Greetings:
We are happy that you are planning to attend the AAAS Annual
Meeting, 19-25 February 1976 in Boston, Massachusetts. As a part
of the resources for disabled attendees AAAS offers assistance
in transportation to and from airport, train and bus stations. We
will be happy to supply such assistance as would be helpful to you.
In order that we might help you without problem or delay,
please supply us the following information and return to Martha
Redden, AAAS/OOS 1776 Massachusetts Ave., NW, Washington, DC
20036 by 13 February. If you cannot meet that deadline please
call (202) 467-4497 to supply the needed information.
We look forward to meeting you soon.
Where appropriate, please circle your responses:
DAY OF
TIME OF
am
ARRIVAL: February 18 19 20 21 22 23 24 25 ARRIVAL
pm
MODE OF
TRANSPORTATION:
Train Bus Airplane Other
NAME OF
TERMINAL
PLEASE
Number of others
MEET ME: yes
no
in your party
DATE OF
TIME OF
am
DEPARTURE: February 19 20 21 22 23 24 25 26 DEPARTURE
pm
MODE OF
TRANSPORTATION:
Train Bus Airplane Other
NAME OF
TERMINAL
DEPARTURE ASSISTANCE? yes
no
Other ways we can be helpful:
When you arrive, if there is any problem call the AAAS Hotline
Number: 266-2228. PLEASE NOTE THIS NUMBER.
-64-
APPENDIX L
VOLUNTEER SCHEDULING INFORMATION
NAME
ADDRESS
TELEPHONE
There will be training sessions on Tuesday, February 17, at
the Sheraton Hotel at 3:00 pm and at 7:00 pm. Will you be
able to attend at 3:00 pm
or at 7:00 pm
?
We will be needing people to help drive to the airport and
back on the first couple of days and the last couple of days
of the meeting. Do you have a car? yes
no
Are you willing to use your car to pick up or take people to
the airport? yes
no
What days will you be able to volunteer?
Morning
Afternoon
Evening
8am-1pm
1-6pm
6-11pm
2/18 Wednesday
2/19 Thursday
2/20 Friday
2/21 Saturday
2/22 Sunday
2/23 Monday
2/24 Tuesday
Please direct questions to the Coordinator of Volunteer
Services, (name), at (telephone numbers).
If you are unable to attend training sessions or decide you
cannot volunteer and would like to attend the meeting anyway,
the student registration is $10.
-65-
APPENDIX M
AAAS NEWS
American Association for the Advancement of Science
1776 Massachusetts Avenue, N.W., Washington, D.C. 20036-202/467/4485
FOR IMMEDIATE RELEASE
Contact: Carol L. Rogers
(Mailed 12/9/75)
202/467-4485
AAAS ANNUAL MEETING IN BOSTON TO BE ACCESSIBLE TO THE HANDICAPPED
Washington, .C.--Physically disabled scientists and other handicapped persons
interested in science will be able to participate fully in the upcoming Annual
Meeting in Boston of the American Association for the Advancement of Science (AAAS).
The event will mark the first time that any major scientific organization has attempted
to provide such a wide array of special services for people who are in wheelchairs,
who have visual or auditory disabilities, or who need assistance because of other
disabilities.
The meeting, often referred to as the "world series of science," is organized
around the theme "Science and Our Expectations: Bicentennial and Beyond." It is
scheduled for 18-24 February 1976 in the Sheraton-Boston Hotel and the adjacent
John B. Hynes Veterans Auditorium at the Prudential Center.
Professional scientific meetings have long served as a forum for reporting
and discussing the latest developments in research and technology and as a means of
making and renewing acquaintances with colleagues. In addition, they frequently
are the place where policy decisions are made affecting the specific organizations
and disciplines involved. Thus, the inaccessibility of such meetings has severely
restricted handicapped scientists from fully participating in the life of their
profession. Activities to assist the handicapped like those planned by AAAS for
its Annual Meeting will help to remedy this situation.
Efforts to make the Boston meeting accessible are being coordinated by the AAAS
Project on the Handicapped in Science. Assistance is being provided by the AAAS
Meetings Office, Boston hotels, the Massachusetts Council of Organizations of the
Handicapped, Massachusetts Rehabilitation Commission personnel, and other interested
people and groups.
The Project will operate a resource center on the third floor of the Sheraton-
Boston Hotel in Room Beacon E from 8:00 a.m. to 6:30 p.m. each day of the meeting.
Many special services will be offered there, including the following:
transportation for persons in wheelchairs to and from all sessions and to
and from all public transportation terminals
interpreters for the hearing impaired
assistance for the visually handicapped
repair service for wheelchairs and crutches
M-O-R-E
-66-
-67-
AAAS Meeting Accessible to the Handicapped, p. 2
special tour and sightseeing information for handicapped persons
round-the-clock telephone service responding to emergency needs.
In addition, the Prudential Center and surrounding area is ramped for
wheelchairs and the Sheraton-Boston Hotel has several rooms especially designed
for persons in wheelchairs. Other Boston hotels are making special arrangements
to meet the needs of the physically disabled.
Two symposia will focus the attention of the scientific community on the handi-
capped. "Sensory Prostheses for the Hearing Impaired: Current Status and Future
Directions" will be held Wednesday afternoon, 18 February, beginning at 3:00 p.m.
in Room 210 of the Hynes Auditorium. On 19 February an all-day symposium on "Science,
Technology, and the Handicapped" will be held in Room Fairfax A of the Sheraton-Boston
Hotel. Also, exhibits on the handicapped in science will be on view in the exposition
area in the Hynes Auditorium.
This unique endeavor is part of a larger AAAS program begun several months ago
by the Office of Opportunities in Science. The program plans to develop and test
methods to overcome physical and communication barriers that prevent handicapped
scientists from participating fully in professional meetings; develop and test ways
to increase the awareness of all U. S. scientific professional associations about
the education and career-related needs of their handicapped members; and explore ideas
and develop a program through which AAAS and other scientific societies may enhance
educational and occupational opportunities for the handicapped. The initial phase of
the program is being funded through a subcontract with the George Washington University,
with monies from the Rehabilitation Services Administration of the U.S. Department
of Health, Education, and Welfare.
Some 180 diverse topics will be explored during the AAAS meeting, including
extraterrestrial intelligence, energy resources, crime and violence, food production,
health and nutrition, population, and child development. Ten public lectures by
noted scientists, a major exhibition of scientific instruments and publications, a
Science Film Festival, and several tours and special events will be featured. Spe-
ciffc details can be found in the 14 and 28 November issues of Science magazine, the
12 December issue, and the 9 and 16 January 1976 issues, or can be obtained from the
AAAS Meetings Office.
All handicapped persons who plan to attend the meeting are urged to contact
Martha Redden, Director of the Project on the Handicapped in Science, as soon as
possible to ensure that adequate services will be available. Write her at the
American Association for the Advancement of Science, Office of Opportunities in
Science, 1776 Massachusetts Avenue, NW, Washington, DC 20036, or call her at
202/467-4497.
# # # # #
APPENDIX N
LETTER TO BOSTON AREA GROUPS AND INDIVIDUALS
American Association
for the Advancement of Science
1776 MASSACHUSETTS AVENUE, NW, WASHINGTON, D. C., 20036
Phone: 467-4400 (Area Code 202)
Cable Address: Advancesci, Washington, D.C.
January 29, 1976
Dear Colleague,
You are invited to participate in the special activities of the AAAS Project
on the Handicapped in Science at the Association's Annual Meeting. At this
Bicentennial meeting, February 18-24, the AAAS Office of Opportunities in Science
will sponsor a series of events aimed at facilitating the full participation of
physically disabled scientists and acquainting the scientific community with the
concerns and needs, technological and human, of the handicapped. The enclosed
schedule summarizes the special activities.
Leading persons from academic institutions, government agencies, industry
and service and professional organizations have been assembled to address several
different issues, report research findings and demonstrate technological develop-
ments. Physically disabled scientists, who generally find professional meetings
inaccessible, will be given the assistance they need to fully participate in all
meeting activities. These scientists, as well as the scheduled speakers, will be
available to discuss with the meeting attendees issues that relate to the concerns
of the handicapped. These discussions will be encouraged as a part of the
scheduled activities and on an informal basis in the Resource Room (Beacon Room E)
and at the various exhibit booths sponsored by the Project.
The year of the Bicentennial seems a fitting time for our attention to be
focused on the needs of the handicapped and on our responsibility in addressing
these needs. Therefore, we urge your participation in the activities at the AAAS
Annual Meeting of the Project on the Handicapped in Science. Your concern and
contribution is greatly needed.
Advance registration and hotel reservation forms are available on request
from the Office of Opportunities in Science. If you are unable to register in
advance, you may do so upon arrival.
Sincerely,
Martha Redden, Director
Project on the Handicapped in Science
Office of Opportunities in Science
MR/jao
Enclosures
-68-
APPENDIX 0
American Association
for the Advancement of Science
1776 MASSACHUSETTS AVENUE, NW, WASHINGTON, D. C., 20036
Phone: 467-4400 (Area Code 202)
Cable Address: Advancesci, Washington, D.C.
Opportunities in Science
MEMORANDUM
February 10, 1976
TO: AAAS Annual Meeting Symposia Presiders
FROM: Martha Redden, MR Director, Project on the Handicapped in Science,
Office of Opportunities in Science
By now you are probably aware of the accessibility efforts for the Annual Meeting
by the AAAS Project on the Handicapped in Science. We expect a good number of
handicapped scientists to attend this meeting in Boston, and it is very likely
that there will be handicapped persons attending the symposium at which you are
presiding. Therefore, the following suggestions would be very helpful to your
handicapped colleagues who choose to attend your session:
Deaf people who read lips need to sit where they can clearly see the
symposium speaker and the oral interpreter.
Deaf people who are using a manual interpreter (sign language) will need
to sit in a group near the interpreter and speaker.
.Our blind colleagues will need very little assistance. However, if you
know that there have been changes in the location and schedule of your
meeting, please make sure the blind are notified as they may not be
aware of those modifications.
For the motor impaired, please assist them by making room for their
wheelchairs within the audience seating.
Other individuals may have problems unique to their handicap for which
they will need your assistance. There will be trained volunteers
available through the Resource Room, Beacon E, telephone number 266-2228,
to give support.
Arrangements for interpreters will be made through the Resource Room by the
handicapped individuals themselves prior to the symposium.
We realize some portions of the symposium (i.e. visuals) cannot be made accessible
to the blind; they are well aware of this and would not want you to make changes
in your plans.
We are all learning in this process and we would appreciate your suggestions as to
how we can make things go smoother in the future for our handicapped colleagues who
attend our symposium.
We trust that we can count on your full cooperation in the AAAS efforts to make
this Annual Meeting the first truly accessible professional meeting.
MR/jao
-69-
APPENDIX P
VOLUNTEER SERVICE REPORT
NAME OF PERSON
REQUESTING SERVICE
ADDRESS WHILE AT
ANNUAL MEETING
TELEPHONE
DISABILITY:
[ ] Blind
[] Deaf
[ ] Mobility Impaired
[]0ther
SERVICE REQUESTED:
[ ] Emergency Assistance Telephone Request? yes no
[ ] Guide to/for*
[ ] Manual interpreting for*
[ ] Oral interpreting for*
[ ] Reader service
[ ] Transportation assistance
[ ] Wheelchair/crutch repair
[ ] Other
*Specify room, symposium, tour, or other event
VOLUNTEER'S REPORT
NAME OF VOLUNTEER
FILLING REQUEST
am
am
TIME SPENT WITH PERSON
to
AMOUNT:
pm
pm
COMMENTS:
-70-
APPENDIX Q
The Washington Star SATURDAY, FEBRUARY 21, 1976
-United Press International
Finding time to talk shop during a symposium on
Bartels; Marty T. Bartels; Doris Sarkisian, Fisher
"Science Technology and the Handicapped" are (from
Scientific co. and director, Massachusetts Council of
left); Elmer C. Bartels, Honeywell Corp., and president
Organization of the Handicapped; Edward Lynch, Office
of the New England Spinal Cord Foundation; Jimmy
of Civil Rights.
An All-Out Effort to Make Life Easier
By Cristine Russell
meeting, added the swift
an education and then
"didn't know enough deaf
Washington Star Staff Writer
wheelchair rider, Vivienne
pursuing a career.
people to make it worth-
BOSTON - Parking
Thomson, president of the
A first step has been an
while," but she does read
space was limited, but the
Massachusetts Association
concerted attempt to identi-
lips. The "oral interpreter"
wheelchairs kept coming.
of Paraplegics.
fy handicapped scientists
repeats what the speaker on
They crowded into the con-
At the resource center set
"who have already made
the far-off platform says
vention room and trailed
up here at the Sheraton-
it" to seek advice in setting
for Sharpless to lip read.
into the hallway. Inside an
Boston, the AAAS is offer-
up the program, said Red-
interpreter translated in
ing transportation for per-
den. The total comes to
"THIS CONFERENCE
sign language as the speak-
sons in wheelchairs to and
about 500 so far - re-
has gone out of its way to
ers made their presenta-
from all sessions - some
searchers, teachers and
make the meeting avail-
tions.
1,500 speakers are explor-
administrators in all fields
able, but the next step is
And a volunteer on a
ing 180 topics and to and
of science.
împroving educational
wheelchair that must have
from all public transporta-
opportunities for the disa-
been the fastest of them all
tion terminals.
MANY OF THEM have
bled," said Elmer Bartels,
- with its flashy yellow
There are interpreters
come to Boston; including
a paraplegic who manages
trim and black swivel seat
for the those whose hearing
Dr.John Gavin, a deaf
computer softwear devel-
it almost looked like a mini-
is impaired, assistants for
biologist with Miles Labo-
opment for Honeywell in
bike - raced back and
the visually handicapped,
ratories in Elkhart, Ind.,
Boston. He suffered a spinal
forth with messages from
repairs for wheelchairs and
who first prodded the AAAS
cord injury 15 years ago.
the resource center.
crutches, special tours, and
into paying more attention
The occasion was a sym-
even a round-the-clock
to his and other disabled
The special all-day ses-
posium on "Science, Tech-
"hot line" for emergency
scientists' needs. And there
sion Thursday on technol-
ogy for the handicapped fo-
nology and the Handicap-
needs.
was Dr. Phyllis Sterner, a
biologist with the Argonne
cused on reading machines
ped. It was the focal point
of an effort by the Ameri-
ABOUT 150 persons have
National Laboratory who
for the blind, a computer to
can Associaton for the
shown up at the center
suffers from cerebral palsy.
help teach deaf children to
Advancement of Science to
since the meeting began
She said she had "come out
speak, communication de-
make this year's annual
Wednesday.
of her ivory tower" to work
vices for the non-vocal, and
"I've never considered
for the rights of the hand-
the general goal of provid-
meeting accessible to
my handicap to be my
icapped.
ing "barrier free"environ-
physically disabled scien-
tists and public.
major barrier, said Dr.
"Until now the burden
ments for those confined to
Hadi Madjid, an economist
has been on the handicap-
wheelchairs.
THIS IS THE first time
with Arthur D. Little in
ped scientists," said Dr.
This and the multitude of
that a major professional
Cambridge. But just having
Ralph F. Guertin, an assist-
other long scientific ses-
organization, other than
a "room to go to" helped
ant professor of physics at
sions, enough to tire even
those devoted to the needs
him get oriented.
Rice University who lost his
the most attentive, was
of the handicapped, has at-
hearing at the age of seven.
capped last night by an
tempted to cater to this in-
After the sessions here,
Dr. Nansie Sharpless, a
evening with the Boston
creasingly vocal minority,
the AAAS hoped to issue an
deaf but not mute biochme-
Pops Orchestra, with trans-
according to Martha Red-
"accessibility" guide for
ist at Albert Einstein Col-
portation provided in a spe-
den, who directs the
the handicapped. It would
lege of Medicine, was
cial bus equipped with a hy-
AAAS's new Project on the
be distributed to the 287
accompanied to scientific
draulic lift. And just this
Handicapped in Science.
societies affiliated with the
sessions in her field by an
week a specially built ramp
"It's the first time that
AAAS who also hold their
"oral interpreter," making
was installed in Symphony
any professional organiza-
own meetings. But the
it possible for her to under-
Hall to make wheeling in
tion has even really consid-
broader goal is to break
stand what was going on.
easier.
ered the needs of the hand-
some barriers the hand-
Sharpless never learned
icapped" at its regular
icapped face in both getting
sign language because she
-71-
Reprinted with permission.
APPENDIX R
EVALUATION
Were the following events:
Not
Accessible
Inaccessible
Attended
Attended*
to me
to me
Business Meetings
General Meetings
Social Functions
Tours
Accommodations
Transportation
Symposia Sessions
*Why did you not attend?
To you, what was the most helpful aspect of the accessibility
effort?
To you, what was the least helpful aspect of the accessibility
effort?
What could be done differently to make the meeting more accessible?
Other comments:
NAME (optional)
PHYSICAL DISABILITY
-72-
APPENDIX S
AAAS Initiates Barrier-Free Meetings
This year in Boston the AAAS rolled
guide to making professional meetings
out the welcome carpet for the physi-
accessible. The guide, based on the expe-
cally disabled in the scientific commu-
riences in making the Boston meeting
nity. More than 200 persons walked or
accessible and written with the guidance
wheeled over that carpet to attend the
of a large number of the disabled scien-
annual meeting with their colleagues.
tists who attended, will be ready for
For many of this group, full participation
distribution this summer. The Office also
in a professional meeting had previously
has offered its help to several scientific
been impossible. At this year's AAAS
societies in planning for their future
meeting the housing and meeting facili-
meetings. The American Physical So-
ties selected were highly accessible to
ciety at its recent meeting in Washington
wheelchairs, interpreters were available
provided special information and assist-
to the deaf, and volunteers were on hand
ance to the handicapped. The American
to help as requested. In addition, a re-
Psychological Association is planning to
source center and 24-hour-a-day hot line
expand its services to the handicapped at
offered on-the-spot assistance.
its meeting in Washington this fall.
The AAAS Office of Opportunities in
One highlight of the AAAS meeting as
Science, with the cooperation of the
it concerned the physically disabled was
Meetings Office, coordinated the activi-
a symposium, "Science, Technology,
ties. The university student volunteers
and the Handicapped," which focused
and members of the Massachusetts
on technological innovations and re-
Council of Organizations of the Handi-
search needs, as well as on the removal
capped served as the backbone of the
of physical, educational, and career bar-
accessibility effort. Also, the Boston Ad-
riers for the handicapped. Featured were
visory Committee, hotel and convention
two computers, one that reads to the
bureau staff, and tour directors eagerly
blind, the other that helps teach the deaf
participated by adjusting their plans to
to speak, and communication devices for
accommodate the special needs of the
the nonvocal. Special attention was giv-
disabled. The tour director, with the help
en to the implications for action by pro-
of the Advisory Committee, even man-
fessional societies in the removal of bar-
aged to have a ramp built at Symphony
riers to the physically disabled. Proceed-
Hall and provided a van with hydraulic
ings of the symposium will be available
lift to transport people to the Boston
by the end of the summer from AAAS.
Pop's Concert.
Also, as part of the Science Inter-
Close association with their disabled
national exposition at the AAAS meet-
peers seemed to have had a profound
ing, 14 booths demonstrated the work of
effect on the able-bodied scientists who
rehabilitation research and training cen-
attended the Boston meeting. Many ex-
ters across the country; instructional
pressed regret that their colleagues had
methods for teaching science and art to
been unthinkingly excluded in the past.
blind students; the work of state
Plans are currently underway to ensure
agencies and local organizations serving
that the Denver meeting and others in
the needs of the deaf, blind, and physi-
the future will be made as barrier-free as
cally disabled; and some of the tech-
possible. Also, efforts will be made to
nological developments to aid the dis-
provide whatever assistance is necessary
abled.
to encourage and ensure the full meeting
AAAS began to actively consider the
participation of all members of the scien-
needs of its physically disabled members
tific community.
over 2 years ago, at the urging of one of
Surprisingly, the AAAS staff respon-
its members, a deaf biologist. During the
sible for the accessibility effort found
past year an all-out effort has been
that the tasks involved were much easier
launched to facilitate the full participa-
than they had expected. And they con-
tion of handicapped scientists in the ac-
firmed that the benefits received from
tivities of the Association. The steps tak-
tapping these valuable human resources
en thus far are intended to be only the
far outweighed the efforts in their behalf.
beginning of activities to remove the bar-
In order to assist AAAS affiliates and
riers to the handicapped for education
other professional organizations to pro-
and careers in science. AAAS also is
vide barrier-free meetings, the Office of
encouraging its affiliates to become in-
Opportunities in Science is preparing a
volved in programs toward this end.
MARTHA Ross REDDEN
Reprinted from Science,
Opportunities in Science.
4 June 1976, p. 991f.
-73-
PHOTO CREDITS
Steven Brody: cover, xiii, 13, 15, 16, 18, 20, 23r,
27, 30, 32, 33, 35, 37, 38, 41
Rita Doherty: v, 25, 36
Martha Redden: 1, 3, 21, 23b, 26b
Wayne Schwandt: cover, xi, 26a
Veterans Administration and Architectural and Transportation
Compliance Board: 6, 22, 231
Boston Herald American (Mike Anderson): 7
a--top of page, b-bottom of page, left, r--right
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