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**[Choosing the Location]{.underline}**

-   Near public transportation/subway with a working elevator and
    accessible parking.

-   Facility's entryways are 38" or wider; ramp/elevator access to all
    meeting areas.

-   Wheelchair accessible bathroom near meeting room.

-   Meeting room is in a quiet location, without background noise and/or
    poor acoustics.

**[Accessible Communication]{.underline}**

-   In advance, ask attendees if they require reasonable
    accommodations/alternative formats; place this information in
    registration form and program announcements -- Suggested statement:
    ***"We are committed to providing equal access to this meeting for
    all participants. If you need alternative formats or other
    reasonable accommodations, please contact (name of person) at
    (number) or via email: (email address) with your request by close of
    business (deadline)."***

-   Contact DRC to schedule interpreters for DOT employees only -- Need
    at least 5-days advance notice. [*Headquarter*s]{.underline}: Email:
    <drc.interpreters@dot.gov>; Voice: 202-366-9433; TTY: 202-366-6242;
    *[Field]{.underline}*: Email: <drc@dot.gov>; Voice: 202-493-0625;
    TTY: 202-366-6242. Provide the following information to the
    interpreters, including agenda, slides, handouts, flyers, etc.:

    -   Who -- the employee who needs the service and communication
        style needed (American

> Sign Language, Signed English, Oral Interpreter, etc.)

-   What -- type of meeting/event

-   Where -- location and point of contact information

-   When -- time/duration of meeting/event

*[NOTE]{.underline}*: *Notice* with less than 48 hours -- costs escalate
and *cancellations* with less than 48 working

hours notice, customer pays full price (as if service was provided).

-   Listening devices available and in working order.

-   All videos captioned and include audio description. Inform a/v team
    that captions/ audio description must be turned on if a participant
    is deaf, hard of hearing or has a visual disability.

-   Presenter should describe visual information for participants with
    visual disabilities.

-   Alternative formats (braille, large print, diskette) are available
    for printed information.

**[Meeting Room Set-Up]{.underline}**

-   Aisles between chairs are 38" or wider and meeting room tables are
    36" or higher.

-   Provide a ramp to dais/podium if presenter has a physical
    disability.

-   Leave space near the podium/speaking area for sign language
    interpreters. Reserve seating for participants who are deaf or hard
    of hearing.

-   Remove chairs from various locations in the set up for participants
    who use wheelchairs.

-   Phone access for participants -- ensure hearing aid compatible
    and/or has amplifier and TTY available to participants who are deaf.

-   Participant has guide dog -- offer bowl of water and provide
    directions where dog can be walked.

**For More Information/Questions -- Contact the Disability Resource
Center, 400 7^th^ Street, SW, Room 2110, Washington, DC 20590; Voice
202-493-0625; TTY 202-366-5273;**

**Email <drc@dot.gov>; Web [www.drc.dot.gov](http://www.drc.dot.gov/)**