Accessibility Policy

Over the next year we will be working to answer many of the questions laid out in the "Accessibility Checklist for SFWA Spaces".

Some answers we have already below, some we are working to get answers for. 
We do not currently host a banquet at our event, so that part of the list has been removed.

​Please note - our staff is all volunteers, and any of us will be happy to answer questions or assist you in any way that we can. 
  1. Event Committee Resources
    1. There is a member of the committee or event staff with working knowledge of accessibility issues, resources, and solutions assigned as Accessibility Liaison.
      Two volunteer staff members are overseeing Accessibility issues with support from our Hotel Liaison and the venue staff contacts who have demonstrated a good working awareness of accessibility issues.
      Volunteers Coordinator via email.
  2. Ground Transportation
    1. Cab companies providing service between the airport and the event hotel have wheelchair-accessible cabs in their fleets.
      This answer we are currently researching.
    2. Shared-ride shuttle companies providing service between the airport and the event hotel have lift-equipped vans in their fleets.
      This answer we are currently researching.
    3. Hotels providing shuttle service to the airport for guests have lift-equipped vans or an arrangement with a local service to provide comparable service for wheelchair-using guests.
      This answer we are currently researching.
    4. The location has a convenient drop-off and pick-up point, adjacent to the main entrance, where attendees with disabilities can disembark or wait for transportation.
      All exterior entrances to the buildings are verified to be wheelchair-accessible, though the ramp into the exhibit hall building from the hotel side is exterior and has a tight turn that may be problematic for some mobility scooters while potentially not being wide enough for wheelchairs to pass each other, and the ramps are only wide enough for one wheelchair at a time. Visibility for one wheelchair user to wait while another uses the ramp in the other direction is unobstructed but could be a challenge from the top of the ramp when exiting the exhibit hall building to go back toward the main hotel.
    5. The venue can be reached by public transportation, as well as by car. (A reasonable distance should not exceed one or two blocks to a bus stop or train station.)
      This answer we are currently researching.
  3. Event Hotel
    1. The entrance to the hotel is wheelchair-accessible, with an opening of at least 32 inches of clear width.
      Hotel entrance is double wide, mechanized, and exceeds 32 inches in width.
    2. Non-accessible entrances have signs giving directions to the accessible entrance.
      All anticipated participant entrances/exits are either level to the ground or have a ramp to access.
    3. There are accessible parking spaces near the accessible entrance:
      1. Spaces are clearly marked with the international symbol of accessibility.
      2. Spaces and access aisles are 8 or more feet wide.
      3. Access aisles are marked with “No Parking” signs.
      4. There is an accessible route from parking/drop-off to the entrance:
        1. Does not exceed recommended distance of 200 feet.
        2. The sidewalk from the parking lot is a minimum of 36” wide.
        3. The accessible path of travel is a paved and level surface. 
          ​***All of these items have been verified to be in compliance. 
    4. Public spaces in the hotel (restaurants, bars, etc.) are wheelchair-accessible.
      All public spaces in the hotel are confirmed accessible.
    5. Hotel has an adequate number of wheelchair-accessible sleeping rooms that include roll-in showers and/or low tubs with ADA-compliant grab bars.
      Accessible hotel guest rooms are confirmed properly equipped for accessible needs.
    6. Hotel has at least one restaurant serving breakfast, lunch, and dinner during the event.
      The on-site Bertram Paws Restaurant is listed on the website as open from 7am-9pm and can provide room service during those hours. Leopard Restaurant for fine dining is open for dinner only. Menus for both restaurans can be found at http://www.thebertraminn.com/default.aspx?pg=dining
    7. Tables in food service areas are less than 34” high.
      This answer we are currently researching.
    8. There are wheelchair-accessible restaurants within reasonable (one to two blocks) distance of the hotel that can be reached by people in wheelchairs. (Sidewalks, curb-cuts, etc.)
      The hotel is in a rural area. There are no restaurants within one or two blocks.
      Any other options will require transportation, but there are multiple additional options within a 3 mile drive of the hotel.
    9. Room signs and elevators have raised or Braille characters.
      This answer we are currently researching.
    10. Exits are clearly identified and accessible.
      Confirmed on site visit. 
    11. Fire and emergency alarms have both audible and visual signals.
      This answer we are currently researching.
    12. There is an evacuation plan for persons with physical, hearing, and visual disabilities.
      This answer we are currently researching.
    13. Hotel has a minimum of one TTY-equipped public telephone with appropriate signage.
      This answer we are currently researching.
    14. Water fountains are low enough to permit use by someone in a wheelchair or have a cup dispenser, which can be reached easily.
      ​Confirmed on site visit. 
  4. Event Venue
    1. All event-specific functions are in the host hotel, an accessibly-connected adjacent building, or within reasonable (one to two blocks) distance of the hotel that can be reached by people in wheelchairs. (Sidewalks, curb-cuts, etc.)
      All event functions are within the event hotel spaces, across two buildings connected by a covered path and a ramp. 
      The ramp may be a bit steep for a self-propelled manual wheelchair.
    2. Floors on which event spaces are located are served by public elevators.
      Elevators are well-placed and well-spaced within the hotel.
    3. Public facilities (rest rooms, powder rooms) are wheelchair-accessible.
      1. Restroom entrances are wide enough (32 inches) to permit wheelchair access.
      2. Interior are sufficiently large (60 inches minimum diameter) to permit a wheelchair to enter and turn around.
      3. Toilet stall doors are at least 32 inches wide; toilet stalls (36-60 inches) equipped with a grab bar.
      4. Sinks are high enough (30 inches) for a wheelchair to roll under with soap and towel dispensers within easy reach (48 inches from floor).
        Confirmed on site.
        There are no single-user/unisex/family bathrooms in the event space.
        If needed, a request can be made of the hosts of the hospitality suites for the use of the restroom included in there, as some of them are confirmed wheelchair accessible.
    4. Entrances and architecture of all event spaces (ballrooms, meeting rooms, etc.) are wheelchair-accessible.  In the case of multi-tiered spaces, ADA-compliant ramps or lifts are provided, or access to the front of the room is provided via alternate entrances.
      Access to all event spaces save on are fully accessible.  The Pegasus room may require additional assistance to access the front of the space.
    5. Room signs and elevators have raised or Braille characters.
      This answer we are currently researching.
    6. Exits are clearly identified and accessible.
      Confirmed on site visit.
    7. Fire and emergency alarms have both audible and visual signals.
      This answer we are currently researching.
    8. There is an evacuation plan for persons with physical, auditory and visual disabilities.
      This answer we are currently researching.
  5. Panels and Presentations
    1. Stages and raised platforms are wheelchair-accessible via lifts or ADA-compliant ramps.
      Raised performance areas are placed so as to allow wheel based presenters space on the floor.
    2. Seats at the front of the room are available visually-impaired and hearing-impaired attendees.  Seats on either side of “center” in that section are available for lip-readers so that panelists’ faces are not hidden by microphones.
      Please let staff know if you have this need when you arrive and let us know which discussions you would like to attend so we can reserve seat(s) for you.
    3. Audience seating includes spaces for wheelchairs and scooters. In large rooms, several spaces at various points  in several locations.
      All event spaces have designated spaces for wheelchairs and scooters in appropriate locations throughout the room.
    4. All video content is closed captioned.
      Recommendation made to the Programming coordinator.
    5. One or more assistive listening devices are available.
      Assistive listening devices can be made available with notice prior to the event dates.
    6. An ASL interpreter is available to sign the panel or presentation, and the fact it will be signed included in the program.
      Assistive listening devices can be reserved with ample notice prior to the event dates.
    7. Lighting is at an adequate level to ensure hearing impaired attendees can read lips or clearly see the ASL interpreter.
      Lighting will typically remain at full level. If the lights are dimmed too much during a presentation please inform the presenter(s).
    8. For panels that include one or more hearing-impaired panelists, the moderator and the panel(s) meet prior to the panel to work out how best to accommodate the panelist.
      We are unaware as of this writing of any panelists with auditory challenges.
  6. Miscellaneous
    1. In the event an attendee or guest with disabilities requires a caretaker/assistant, the caretaker/assistant’s registration is comped.
      Due to insurance liability concerns, hospitality, and programming costs, we would require $25 (volunteer/staff rate) membership rate for attendee assistants weekend badge or 1/2 the day rate.
    2. Service animals are permitted in all hotel and convention spaces.
      The venue complies with the law requiring admission of service animals.
    3. In all instances where food is served (banquet, hospitality suites, etc.), accommodation of food allergies and sensitivities are addressed.
      1. Labeling for presence of common triggers (nuts, eggs, dairy, gluten, sulfites, etc.)The hotel restaurant provides for dietary alternatives.
        We try to accommodate where and when we can in the ConSuite by labeling food trays with what it may be free of or have in it.
      2. Alternate selections for people with allergies or sensitivities.
        The hotel restaurant provides for dietary alternatives.  ​
        ​We try to accommodate where and when we can in the ConSuite.
Resources 
1. Mary Robinette Kowal SF/F Accessibility Pledge
2. Accessibility Checklist for SFWA Spaces
​3. Fans for Accessible Conventions
4. ADA rules for places of public accommodation

Last revised on: 3/6/2016