2. MEETINGS WITH NON-FCC ATTENDEES

If your meeting is a Commission Open Meeting…

• Display open captioning on both screens in the Commission Meeting Room, the hallway monitors, the internet webcast, and the Commission's closed circuit television broadcast.⁴⁵ Contact the Commission Audio Visual Center,⁴⁶ Office of Media Relations, to arrange for captioning services.

• Provide Sign language interpreters.⁴⁷ The interpreters will be expected to interpret for the duration of the proceedings regardless of whether deaf attendees are readily identified. Interpreters are not required to interpret for the Press Conference following the Open Meeting UNLESS they are requested to do so by a deaf consumer or by Commission staff.

• Supply agendas in both braille and large print.⁴⁸

• Note in the Sunshine Notice that the above accommodations will be provided and indicate how other accommodations can be acquired.
  
  
  Model notice:
  
  

  Reasonable Accommodations The meeting site is fully accessible to people using wheelchairs or other mobility aids. Meeting agendas and handouts will be provided in accessible formats; sign language interpreters, open captioning, and assistive listening devices will be provided on site. The meeting will be webcast with open captioning [note web address]. Request other reasonable accommodations for people with disabilities as early as possible; please allow at least 5 days advance notice. Include a description of the accommodation you will need including as much detail as you can. Also include a way we can contact you if we need more information. Last minute requests will be accepted, but may be impossible to fill. Send an e-mail to: fcc504@fcc.gov or call the Consumer & Governmental Affairs Bureau at 202-418-0530 (voice), 202-418-0432 (tty).

• Make sure that your first public announcement is released at least one full week in advance.

If your meeting is a public meeting with no pre-registration required…

• Be sure that you arrange for captioning. Meetings open to the general public, scheduled in the Commission Meeting Room, should be captioned. Meeting planners should contact the Audio Visual Center,⁴⁹ Office of Media Relations, to arrange for captioning services. Be sure to allow as much lead time as possible. Captioning services are in high demand and may not be available without sufficient notice.⁵⁰

• Include a reasonable accommodation statement in all announcements and publicity, including all invitations, flyers, posters, e-mails, advertisements, etc.

  Model statement:
  

  Reasonable Accommodations Open captioning will be provided for this event. Other reasonable accommodations for people with disabilities are available upon request. Include a description of the accommodation you will need including as much detail as you can. Also include a way we can contact you if we need more information. Make your request as early as possible; please allow at least 5 days advance notice. Last minute requests will be accepted, but may be impossible to fill. Send an e-mail to fcc504@fcc.gov or call the Consumer & Governmental Affairs Bureau at 202-418-0530 (voice), 202-418-0432 (tty).

• Make sure that your first public announcement is released at least one full week in advance.

• Notify the Security Operations Center⁵¹ if you expect visitors with disabilities. Advance notice allows the Operations Center to assign sufficient security staff to screen visitors. It also allows security officers to prepare themselves for alternative communication modes and reminds them to expect visitors with assistive devices that may require special handling when going through metal detectors.

If your meeting is open to a limited public audience…

  AND you know the attendees

Be sure to request accommodations⁵² (e.g., captioning, accessible formats, sign language interpreters, etc.) you know will be needed as far in advance as possible.

  AND you DON'T know the attendees

• Include a reasonable accommodation statement in your invitation or announcement.

  Model statement:
  

  Reasonable Accommodations Reasonable accommodations for people with disabilities are available upon request. Include a description of the accommodation you will need including as much detail as you can. Also include a way we can contact you if we need more information. Make your request as early as possible; please allow at least 5 days advance notice. Last minute requests will be accepted, but may be impossible to fill. Send an e-mail to fcc504@fcc.gov or call the Consumer & Governmental Affairs Bureau at 202-418-0530 (voice), 202-418-0432 (tty).

• Make sure that your first public announcement is released at least one full week in advance.

• Notify the Security Operations Center⁵³ if you expect visitors with disabilities. Advance notice allows the Operations Center to assign sufficient security staff to screen visitors. It also allows security officers to prepare themselves for alternative communication modes and reminds them to expect visitors with assistive devices that may require special handling when going through metal detectors.

If your meeting focuses on issues you expect to be of interest to people with disabilities…

• Display open captioning on both screens in the Commission Meeting Room, the hallway monitors, the internet webcast, and the Commission's closed circuit television broadcast.⁵⁴ Contact the Commission Audio Visual Center,⁵⁵ Office of Media Relations, to arrange for captioning services.

• Supply agendas and handouts produced in braille and large print.⁵⁶

• Sign language interpreters.⁵⁷ At the beginning of the event, if you are unsure whether deaf consumers are in attendance, consult with the interpreters to see if they are aware of any deaf attendees. If they are also unsure, make an announcement from the podium noting that interpreters are available and inquiring if there are any attendees who wish to use their services. Naturally, the interpreter will be expected to interpret this announcement. If no consumers indicate a need, the interpreter may retire to an agreed upon location to await any subsequent request. If a registration desk is used, it is an ideal place for the interpreters to sit, identified with a sign reading: Sign Language Interpreters. Late arrivers will then have the opportunity to note the availability of interpreters while they are signing in. If there is no registration desk, then position the interpreters near the entrance to the meeting room or in some other highly visible area.
  

  Sample wording for announcement of interpreter availability:
  

  Sign language interpreters are available for this meeting. Although we have had no requests for interpreting services, we would like to make sure that we are meeting the needs of all attendees. If there is anyone currently in attendance who needs the services of an interpreter, please so indicate to the interpreter. [pause for response] Thank you. [continue with meeting content]

• The Public Notice should note that the above accommodations will be provided and should indicate how other accommodations can be acquired.

  Model notice:
  

  Reasonable Accommodations The meeting site is fully accessible to people using wheelchairs or other mobility aids. Meeting agendas and handouts will be provided in accessible formats; sign language interpreters, open captioning, and assistive listening devices will be provided on site. The meeting will be webcast with open captioning [note web address]. Request other reasonable accommodations for people with disabilities as early as possible; please allow at least 5 days advance notice. Include a description of the accommodation you will need including as much detail as you can. Also include a way we can contact you if we need more information. Last minute requests will be accepted, but may be impossible to fill. Send an e-mail to: fcc504@fcc.gov or call the Consumer & Governmental Affairs Bureau at 202-418-0530 (voice), 202-418-0432 (tty).

• Make sure that your first public announcement is released at least one full week in advance.

• Notify the Security Operations Center⁵⁸ if you expect visitors with disabilities. Advance notice allows the Operations Center to assign sufficient security staff to screen visitors. It also allows security officers to prepare themselves for alternative communication modes and reminds them to expect visitors with assistive devices that may require special handling when going through metal detectors.

Don't know if your issues are of interest to people with disabilities?

If you are unsure whether your meeting topic is of interest to the disability community, consult the Chief of the Disability Rights Office.⁵⁹

If your meeting requires pre-registration…

• Be sure your registration form includes an option for requesting accommodations.

  Model accommodation request section:
  

  Reasonable Accommodations   I need the following reasonable accommodation: Accessible Format (Please specify below)   __ Audiocassette (analog)   __ Braille   __ Large Print   __ Digital Audio Recording       Please circle one: 3.5" Floppy Disk, CD, E-mail attachment       Please circle one: MP3, RealAudio   __ Digital Text       Please circle one: 3.5" Floppy Disk, CD, E-mail attachment       Please circle one: ASCII, MSWord   __ Other (Please specify) Sign Language Interpreter CART (Communication Access Realtime Translation) Assistive Listening Device Other (please specify)_________________________ _____________________________________________________________________

• As soon as a request for accommodation is received, consult the chart on page 45 of this Handbook and forward the request to the appropriate person.

• Make sure that your first public announcement is released at least one full week in advance.

• Notify the Security Operations Center⁶⁰ if you expect visitors with disabilities. Advance notice allows the Operations Center to assign sufficient security staff to screen visitors. It also allows security officers to prepare themselves for alternative communication modes and reminds them to expect visitors with assistive devices that may require special handling when going through metal detectors.