EVERYONE’S INVITED INCLUDING PEOPLE WITH DISABILITIES

WITH LAURA GRUNFELD

WHEN PEOPLE NEED ADDITIONAL ACCOMMODATIONS

As Access Program managers, patrons with disabilities sometimes ask us for accommodations that are not part of our usual bag of tricks. This issue’s column will discuss some of the requests I have received and how we handled it.

Must you accommodate every request? The Americans with Disabilities Act requires that we not discriminate against people with disabilities and that we make sure that our events are inclusive. At times we will need to make reasonable modifications to our policies, practices, and procedures. This can be worked out on a case-by-case basis. You might not give the person exactly what they have requested but you do need to come up with an alternative that works for both of you.

In practice, I usually find that patrons ask for too little. They are not aware of how large the event is and how much energy it will take to attend. They may ask for one small accommodation but I let them know about other services that may help.

Have a conversation or back and forth email with the individual to see what they feel they need. Describe your event to them in detail. Sometimes it will help if they discuss the event with their doctor. If they need to use Accessible Parking/Camping and if they don’t already have one, will their doctor authorize a temporary official accessible parking tag? If not and they need accessible parking, arrange to give them permission.

You must be cautious with how you have this conversation. The ADA protects people’s privacy and, while many people are forthcoming about their conditions, you must not ask them to identify their disability or ask questions about it. I simply ask “How may we assist?” If I want to suggest an accommodation I might say, “Some people who fatigue easily or who have difficulty traveling distances benefit from staying in our Accessible Camping area. Would that be of assistance to you?”

Here are some examples of requests that I have had, with names changed of course.

Carol uses insulin for her diabetes. She writes with concerns about this event’s clear backpack policy. She doesn’t want people to see her meds and syringes. I explain that she may put her supplies in opaque smaller bags of a certain dimension and that she should be prepared for the bags to be opened and searched by the Security team. But wait, there’s more. It’s up to me to be proactive and let her know about some other accommodations that may help her. I offer her permission to use the Access Entrance to the venue where the gate staff are specially trained and understanding. I tell her about the refrigerator available for storing medications in the medical tent. If she fatigues easily, I offer shorter walks with accessible parking and camping. If she experiences urination frequency, I offer use of the accessible toilets where there are shorter lines. I ask if there is anything else she might need.

Jamal wrote to say that he has seizures because of his epilepsy and wanted to know more about our medical systems. Not only did I explain where and how many medical tents there were and where the EMT outposts were located, but I also made some suggestions and asked if we could assist in other ways. I advised that he carry contact information for his friends at the festival and that he consider wearing a medical alert bracelet. We entered into a conversation where I offered various other services such as accessible parking/camping to avoid over-exertion. He asked which shows included strobe lighting as that can sometimes trigger seizures. I contacted the Music Production Department to get that information and to share it with Jamal.

Fred had jaw surgery and needed to bring a hand-crank blender to a camping festival. I sent him a special permission slip to show to the security team that might search his car. I didn’t think a blender would be a problem but wanted to make sure. (We also notified Security in advance). I gave him permission to use the Access Entrance to the venue where he would have permission to bring his blended food in a small soft-sided cooler.

Carlos wrote to say that he is especially sensitive to the sun because of the medication he takes. He asked to bring a small umbrella and we give him permission for the umbrella and use of the Access Entrance. I made sure he knew where the Access Center was and about our other services should he feel he needed additional assistance.

Ebony had a kidney transplant and needed to drink copious amounts of water each day. She wanted to bring water into the venue and of course we allowed her to do that. We also gave her permission to park and camp close to the venue, use the Access Entrance and use the accessible portable toilets. That’s all she wanted but when she fatigued easily on the first day, we gave her permission to use the accessible shuttles and raised viewing platforms.

Ned needed to leave for dialysis in the middle of a four-day camping event. The policy was no in and out but we gave him permission to do so. I also offered Accessible Camping where he would be close to assistance if he needed it.

Kim had arthritis and could not sit on the ground or get up from a low position. She asked to bring a folding lawn chair of standard height. She wanted to stay with her large group of friends and did not accept an offer to use the raised viewing platforms. This event only allowed very low chairs but we made an exception so that she could bring her chair and enjoy the event. She used the Access Entrance where permission for special equipment is handled.

Luca’s mom contacted me and said that her 17-year-old son had cancer and just 6 months to live. He wanted to attend our event for the first and last time. We made sure to reserve the closest possible spot for their RV. Because he tired easily, we gave him permissions for the shuttle, raised viewing, accessible portos, and Access Entrance. I visited with them when they first arrived to make sure they knew where everything was, how to find us if anything was needed, and I gave them my direct cell phone number. Luca had a wonderful time.

When people with disabilities make the extra effort on their part to attend our events, it is only right that we go to a little extra effort to help them enjoy their experience and have a bit of a change from the daily grind. That is what we are all looking for from these amazing events we create. Soon, we will be able to do this again. Meanwhile, plan, train, prepare, and wear your mask.

Everyone’s Invited, LLC, founded by Laura Grunfeld, is winner of the gold level “Best Accessibility Program,” for the 2018 and 2019 IFEA/Haas & Wilkerson Pinnacle Awards. Laura writes a regular column helping producers make their events accessible to people with disabilities. She has worked many festivals across the nation and readers can learn more about her event accessibility consulting, training, and production company at www.EveryonesInvited.com and www.linkedin. com/in/lauragrunfeld. Suggest topics or ask questions by writing to Laura@EveryonesInvited.com. © Laura Grunfeld, Everyone’s Invited, LLC, July 2020.

WWW.KALIFF.COM