Accessible Events Manual by Visit Abu Dhabi

ACCESSIBLE EVENTS MANUAL

For Event Organisers and Venues

2 TABLE OF CONTENTS 1 Section 1 – Introduction 4 1.1 Background 4 1.2 Manual Objectives 4 1.3 Manual Content, Audience and Application 5 1.4 Manual Standards Matrix 6 2 Section 2 – Accessibility Standards 7 2.1 Transportation 7 2.2 Parking 7 2.3 Promotion and Booking 8 2.4 Venue 9 2.5 Outdoor Event Layout 10 2.6 Accessible Temporary Structures 10 2.7 Accessible Viewing and Seating Area 11 2.8 Signage and Wayfinding 12 2.9 Accessible Bathroom Facilities 12 2.10 Food and Beverage Area 13 2.11 Staff and Volunteers 14 2.12 Accessible Information for Visitors 14 2.12.1 Written Information 14 2.12.2 Visual Information 14 2.12.3 Audio Information 14 2.13 Technology 15 2.14 Healthy and Safety 15 2.15 Emergency 16 2.16 Additional Recommendations 16 3 Section 3 – Appendices 17 3.1 Appendix A – Compliance Matrix 18 3.2 Appendix B – Existing Mandatory Standards 31 3.3 Appendix C – Cultural Sites Index 35 3.4 Appendix D – Accommodation Request Form Template 36 3.5 Appendix E – References 37

ACKNOWLEDGEMENTS

The Department of Culture and Tourism expresses its gratitude and appreciation to the various government departments and councils, event organisers, venues, and all individuals who assisted in the development of the Accessible Events Manual.

KEY STAKEHOLDERS AND CONTRIBUTORS

• Abu Dhabi Airports (ADAC)

• Abu Dhabi Digital Authority (ADDA)

• Abu Dhabi Housing Authority (ADHA)

• Abu Dhabi Ports (ADP)

• Abu Dhabi Sports Council

• Department of Community Development (ADCD)

• Department of Education and Knowledge (ADEK)

• Department of Municipalities and Transport (DMT)

• Emirates Authority for Standardization and Metrology (ESMA)

• Zayed Higher Organization for People of Determination (ZHO)

1. INTRODUCTION

The Department of Culture and Tourism – Abu Dhabi (DCT Abu Dhabi) aims to promote Abu Dhabi as a global, inclusive destination, attracting visitors from around the world with its rich culture, unique nature, diverse communities, and distinctive leisure experiences.

The Accessible Events Manual has been developed to improve overall accessibility in the events sector and position Abu Dhabi as a regional and international destination of choice for travellers of determination. These guidelines support the UAE Universal Design Code and Abu Dhabi Government’s People of Determination Strategy (2020-2024)

The People of Determination Strategy covers the lifespan of People of Determination (POD) in different areas and aims to provide a decent life for every member of the society, ensuring effective participation of all by enabling people to thrive and achieve their full potential so that no one is left behind.

The Accessible Events Manual is an initiative that falls under the Universal Access Pillar, one of the pillars of the People of Determination Strategy, which ensures all facilities, experiences, services are inclusive for all.

1.1 BACKGROUND

Accessibility is crucial to creating an inclusive community and ensuring that People of Determination enjoy the same privileges as other members of society. Accessibility in the events sector is essential for the destination to be inclusive to all types of visitors, resulting in an increase not only in visitor satisfaction ratings but also in visitor footfall numbers.

Ongoing efforts are being made to encourage inclusion of People of Determination and increase their engagement within the community to ensure equality for all. This has become a worldwide objective to be achieved through the Sustainable Development Goals agenda for 2030. Goal number 11 specifically focusses on making cities and human settlements inclusive, safe, resilient, and sustainable.

Accessibility overall takes into consideration the needs of People of Determination in many verticals, as it looks into modifying services, products, and facilities to ensure People of Determination are able to fully participate and have access to services and facilities provided to the public.

1.2 MANUAL OBJECTIVES

Abu Dhabi offers many unique experiences that should be inclusive for all, and this manual includes various standards designed to ensure that the emirate will be renowned for its one-of-a-kind leisure experiences that appeal to all types of visitors. Abu Dhabi hosts a wide array of different events throughout the year, and it is essential to consider the needs and requirements of People of Determination to ensure these events are inclusive. The following manual has been developed with an ultimate objective to raise awareness of accessibility in the events sector and to ensure that the needs of all individuals are addressed and facilitated at any type of event hosted and organised in Abu Dhabi, particularly when it comes to physical access, customer service, and visitor experience.

1.3 MANUAL CONTENT, AUDIENCE, AND APPLICATION

This section explains content, target audience, and the application of the manual to ensure the content is transparent and feasible and meets the audience’s needs.

The accessibility standards in this manual are tailored for events and venues and were developed based on best international practices for accessible events. These standards are structured around different categories and take into consideration the different needs of People of Determination. The standards in the manual are divided into mandatory and recommended standards to enhance accessibility in the events sector in Abu Dhabi and guide events and venues towards hosting accessible events and encourage best practice.

• Mandatory Standards are considered the mandated requirements that should be followed. These are considered necessary by DCT Abu Dhabi to offer a quality experience to all visitors. The mandatory standards are categorised as (M-#) for each standard.

• Recommended Standards are not mandatory but are considered best practice and it will distinguish Events and Venues who offer a premium inclusive experience in Abu Dhabi. The recommended standards are categorised as (R-#) for each standard.

The following table includes key accessibility and events definitions.

Table 1 – Definitions

Definitions

Accessibility

Accessible

Accessible Path of Travel

Accessibility includes eases of independent approach, entry, evacuation, and/or use of a building and its services and facilities by all the building’s potential users, regardless of disability, age or gender, with an assurance of individual health, safety and welfare during the course of those activities.

For more accessibility terms, please refer to the UAE Universal Design Code.

Describes a site, building, facility, or portion thereof that complies with this standard.

Allows a continuous and barrier free movement, with the combination of built elements that guarantee anyone can enter, move, use, exit, orient themselves and communicate autonomously and comfortably both in the public space, and around and inside the buildings.

Business Events

Large-scale Events

Medium-scale Events

Leisure Events

People of Determination (POD)

Small-scale Events

Venues

Any public or private activity with a common interest or vocation, held in a specific venue or venues, and hosted by an organisation/s. A Business Event may include (but is not limited to) conferences, conventions, symposia, congresses, incentive group events, marketing events, special celebrations, seminars, courses, public or trade shows, product launches, exhibitions, company general meetings, corporate retreats, study tours or training programmes.

An event with more than 10,000 attendees.

An event with between 5,000 and 10,000 attendees.

Any event for pleasure, relaxation, or other emotional satisfaction. Leisure Events include sports events, recreation events, entertainment events. It also involves managing or organising a celebration or festival, sporting contest, concert or similar.

Refers to people with special needs or disabilities.

An event with 5,000 attendees or less.

Venues are defined as a designated space for an event. The Venue provides and is responsible for facilities such as electricity, water, and waste management against some financial collaboration.

*For more accessibility terms, please refer to Abu Dhabi International Accessibility Standards by Department of Municipalities and Transport

1.4 MANUAL STANDARDS MATRIX

The standards matrix highlights the number of standards within this manual which are divided based on the 16 categories and the standard type: mandatory or recommended.

The mandatory standards are calculated to be 43.09% in total, while the recommended standards make up of 56.91% of the total number of standards in the manual.

*Please refer to table 3 in Appendix A – Compliance Matrix under Section 3 to view the compliance ranking of the mandatory and recommended standards.

Table

Total number of standards for each section Category # of Mandatory standards # of Recommended standards Total 1 Transportation 2 5 7 2 Parking 9 3 12 3 Promotion and Booking 5 15 20 4 Venue 12 9 21 5 Outdoor Event Layout 8 4 12 6 Accessible Temporary Structures 4 2 6 7 Accessible Viewing and Seating Area 6 12 18 8 Signage and Wayfinding 4 4 8 9 Accessible Bathroom Facilities 11 5 16 10 Food and Beverage Area 3 11 14 11 Staff and Volunteers 3 3 6 12 Accessible Information 1 18 19 13 Technology 1 5 6 14 Health and Safety 4 2 6 15 Emergency 8 3 11 16 Additional Recommendations 0 5 5 Total standards # 81 106 187 Total standards % 43.32% 56.68% 100%

2 –

2. ACCESSIBILITY STANDARDS

The following section highlights the mandatory and recommended accessible events standards for each category.

Additional information for the audience:

• The standards in this manual are aligned with the accessibility standards of the manuals and guidelines referenced in Appendix B.

• UNESCO World Heritage Sites and Historical Buildings are exempt from mandatory standards and can apply what is applicable for these sites due to the nature, condition, and location of such sites (see table 5 – Cultural Sites index in Appendix C).

2.1 TRANSPORTATIONS

Providing transportation information and services to visitors.

M-001

M-002

R-001

R-002

R-003

R-004

R-005

• Passenger loading zones are clearly marked for accessible taxis, vans, and cars.

• Where designated passenger loading zones or no-stopping zones are more than 400m from the venue, mobility buggies services should be provided for visitors with limited mobility.

• Offer additional parking space reservations for People of Determination, especially if accessible parking spaces are expected to be at full capacity at a large event.

• If the entrance is far away, consider providing a passenger loading zone within 30m of an accessible entrance.

• Offer transportation services that can be booked pre-visit (taxi, golf cart, bus, etc.).

• Consider providing maps to indicate venue location, bus stops, and taxi stands.

• Provide a time schedule of pick-up and drop-off of transportation options via SMS, email, or on the website.

2.2 PARKING

To ensure the parking area is accessible for People of Determination.

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• The number of accessible parking spaces must meet the minimum required number based on the total number of parking spaces as per the Abu Dhabi International Building Code (2013), Table 1106.1.

• Use appropriate wording for accessible parking spaces, such as “Accessible Car Parking” or “People of Determination Parking” and avoid using words such as “Disabled Car Parking” or “Special Needs Parking”.

• Each accessible parking space should clearly display the international symbol of accessibility sign complying with Section 703.6.3.1 from Abu Dhabi International Accessibility Standards 2013 and must be positioned in strategic locations along the area.

• The accessible car parking space shall be:

 6.1 m in length.

 2.4 m in width minimum.

• The accessible van parking space shall be:

 6.1 m in length.

 3.35 m in width.

• Access aisles shall be:

 Width: 1.5 m minimum.

 Length: 6.1 m (the full width of the parking space).

• Accessible parking spaces should be located as close as possible to the entrance of the building and no more than 50m away.

M-010

M-011

R-006

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• The accessible path shall connect the parking area, designated accessible parking zones and the sidewalk to the main entrances of all venues, buildings, and facilities.

• Access aisles shall be connected to an accessible route and should not overlap with vehicles’ path, and they must be marked to discourage parking in them. If not possible and the route overlaps with vehicles’ path, then add signs or speed bumps.

• Designated accessible parking should not be used by staff or guests without disabilities. If they do so, they should be reported to the police.

• Hand out accessibility badges or car stickers to People of Determination to ensure that event parking ushers, security guards, and traffic controllers are aware that they might need to accommodate any special requirements, especially in cases of emergency (distributed by Zayed Higher Organization).

• Accessible parking is recommended to be reserved by secured bollards or any method that serves the same purpose.

2.3 PROMOTION AND BOOKING

It is important for information and services to be accessible to People of Determination, to ease the process of their registration and promote the accessibility of the venue or event.

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M-013

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R-009

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• Information desks and ticketing areas must be located on an event ground and path that connects all event spaces, including parking, exhibits, and activity areas.

• Provide direct contact details – including a direct telephone number, email address and website – should people need to ask questions about accessing the venue.

• Use appropriate language when communicating with People of Determination (e.g. do not refer to them as disabled people or people with disabilities).

• Upon booking a ticket, offer booking options for People of Determination.

• Provide an array of registration/booking options (e.g. online, phone, text message, email, etc.)

• Recommend that the language used for communication and marketing is gender-neutral and inclusive (do not refer to People of Determination as a separate group from the general audience).

• For event digital promotional materials, avoid using PDF invitations only. Try to use accessible HTML formats, Word documents, accessible PDF documents, or plain text. This will help people who use screen readers to access information.

• Include information on accessibility features in the event/venue.

• Avoid CAPTCHA, as CAPTCHA is not accessible for people with low vision or blindness.

• It is recommended for written material use a large font size in a clear sans serif style, such as Arial, and ensure high contrast between text and background.

• If possible, some brochures, maps, or schedules should be available in large print or braille for people with limited, low or no vision.

• The promotional materials should inform visitors of loud sounds and special effects.

• Consider audio brochures that can be downloaded on mobile phone devices.

• Consider free or discounted tickets for assistants of People of Determination.

• Include an accommodation statement in all event advertising (e.g. “For People of Determination accommodations please contact NAME, PHONE NUMBER/EMAIL by DATE”) to help People of Determination plan ahead.

• Ask visitors to address any specific accessibility support needs or requirements and follow up to inform the visitor in case such requests and adjustments cannot be provided. A request of accommodation form can be shared with visitors (see Annex –A).

• If the event is being photographed or filmed, visitors should be made aware beforehand or during the event.

• Some special effects (lasers, fireworks, flash lighting, confetti, fog, smoke machines, etc.) can have a detrimental effect for People of Determination, such as those with epilepsy or tinnitus. If part of the event involves special effects, it must be communicated to the audience via website, ads, email, etc. before they purchase a ticket or attend. While attending the event, they must be given notice or an announcement for them to leave the area if they wish to and when the special effects stop, they can return to enjoy the event.

• Specify the type of special effects used during the event and the timing on the ticket or website

R-023

2.4 VENUE

• If the event has a ticket purchase or registration time limit, consider people using assistive devices when setting the purchase timeout and extend the time limit, if applicable.

To ensure the physical layout of the venue is accessible for People of Determination.

M-017

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• The accessible path should have a clear width of 915mm minimum and a length of 1200mm minimum and shall connect all accessible buildings, facilities, elements, and spaces that are on the same site.

• Directional signage indicating the path to the nearest accessible element shall be provided at inaccessible entrances.

• Doors must be light and easy to open and close, easy to find, and be wide enough for a person using a wheelchair to pass through, with a clear opening width of 815mm minimum. Any automated doors should remain open for more than five seconds, so People of Determination have time to pass through.

• No steps, turnstiles, or obstructions such as signs and stalls, furniture, or temporary infrastructure should obstruct the accessible path of travel.

• Make sure outdoor and indoor paths have no breaks or gaps and are barrier-free. Unevenness, gaps, and openings with a height difference greater than 500mm should have guardrails.

• At least one reception counter should be accessible based on the following specifications:

 A maximum height of 0.915m;

 A minimum of surface length of 0.915m;

M-022

M-023

M-024

M-025

M-026

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M-028

R-024

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R-031

 An under- desk clearance height of 0.685m;

 At least 1.5m by 1.5m of clear space in front of the reception counter.

If this cannot be achieved, an alternative must be provided in close proximity.

• Turning space of 1.5m x 1.5m for wheelchairs is needed in front of the reception area and behind desks and should be adjacent to the walkway.

• The ground surface shall be flat without any level changes.

• Where applicable, access control barriers/security gates shall provide at least one entrance/gate with a width of 900mm. Turnstiles are not permitted.

• Accessible elements such as paths, crossings, stairs, etc., shall have a luminance of at least 100 lux. All lighting changes along an accessible path shall be gradual to prevent glare.

• Prayer rooms should be accessible to all visitors with a clear area provided at the entrance.

• Seating should be provided within the prayer rooms to accommodate people who cannot bend to pray.

• Door handles should either be of a lever, pull, handle or bar shape instead of a knob shape.

• Accessible paths should be in the same area as the general circulation paths for visitors.

• Access to the venue should include a cut curb or level access from the parking area, or an alternative accessible entrance must be provided. A temporary ramp may be an acceptable solution in case there is no accessible path from the parking area. The running slope of a ramp should be 6% maximum and should not be steeper than 8.3%.

• Seats in the waiting area should visually contrast with the surroundings. They must be fixed and provide more space to accommodate wheelchairs, people with visual impairment, buggies, and caregivers of People of Determination.

• Reconsider ground/floor surfaces (e.g. deep pile carpet, crushed stone, irregular surfaces like cobblestones or uneven bricks) as they pose as an obstacle for most wheelchair/scooter users. Synthetic matting, perforated plastic mats, or interlocking rubber tiles are some of the best materials used to construct paths that are accessible for all.

• Ensure that any existing infrastructure such as stalls, signage, and traffic control barriers do not block existing cut curbs or curb ramps.

• Mobility maps for individuals with visual impairment should be provided. They should include braille and raised letters and characters that follow international standards, and recommended installation is at an inclined surface (45-60 degrees above the horizontal).

• Temporary ramps are recommended to be installed in all areas where there is elevation and any unnecessary elevations in the ground should be removed from the venue as they may pose an obstacle for People of Determination.

R-032

• Designate smoke-free areas away from all entrances, openings and gathering points

2.5 OUTDOOR EVENT LAYOUT

Applicable if an event is taking place outdoors and takes into consideration the accessibility of an outdoor area. Outdoor Events should also comply with the other standards.

M-029

M-030

M-031

M-032

M-033

M-034

M-035

M-036

R-033

R-034

R-035

R-036

• The main or alternative entrance should be barrier-free and on the same level ground/area as the accessible path of travel.

• In outdoor areas, accessible paths shall be free of obstacles and located between the building’s facade and the furniture zone adjacent to the curb.

• Ensure there is sufficient outdoor lighting in the main visitor circulation and activities area.

• Outdoor events during daytime should provide tables and seats in shaded areas (under trees, pergolas, roof shade, etc.) and the area should be on the same level ground/area as the accessible path.

• The accessible path shall be linear and continued, while avoiding direction changes between pedestrian crossings.

• In pedestrian crossings when there is a height change, curb cuts shall be provided.

• Information desks and stalls should have a lower desk to assist and communicate with wheelchair users (as specified in #M-22)

• Post clear signs indicating key locations outdoors (as specified in signage and wayfinding section ).

• Consider installing cut curb access and curb ramps for wheelchair users around the area for easier access.

• If the type of ground or surface (grass, sand, rocks, etc.) makes it hard for People of Determination to navigate through the area, consider alternative surfaces.

• If there are areas that are not welllit, consider installing portable lights.

• If there are pools and fountains that have no fences or borders, it is recommended to install safety barrier fences.

2.6 ACCESSIBLE TEMPORARY STRUCTURES

If temporary indoor or outdoors structures are provided (such as stalls, toilet units, etc.).

M-037

M-038

M-039

M-040

R-037

R-038

• If the main entrance to the temporary structure is not accessible, a sign should be posted at the main entrance indicating the location of the alternative accessible entrance.

• Accessible portable toilet units must be positioned on the same level area that connects with the accessible path, and there must be enough space outside the entrance door for wheelchair users to be able to enter the toilet unit.

• Stalls, tents, and other temporary structures shall be located outside the accessible path of travel and at areas that do not block cut curb and curb ramp access or the accessible path.

• Set up temporary accessible shelters for People of Determination using tents or tarps or caravans if the outdoor temperature is high. These shelters must be located on the same level area that connects to the accessible path.

• If there is an outdoor portable toilet, locate it near the continuous path of travel, on level ground or via a ramp with no steeper than an 8% ratio. The recommended ratio is 6% and the maximum is 8%.

• High temporary structures should be accessible to wheelchair users via the provision of an access ramp with a maximum 8% slope. If unavailable, a stair lift may be used.

2.7 ACCESSIBLE VIEWING AND SEATING AREA

If the venue is responsible for the layout of the viewing and seating area, the following standards aim to make the area accessible for People of Determination to enjoy a performance or show with their families and friends.

M-041

M-042

M-043

M-044

M-045

M-046

R-039

R-040

R-041

R-042

R-043

R-044

R-045

R-046

R-047

R-048

R-049

R-050

• When queuing is required to enter or use a facility, a priority line shall be provided for People of Determination.

• The accessible viewing and seating area must be located next to a continuous accessible path of travel.

• Accessible seating should be inclusive of friends and family of People of Determination and seating space for wheelchair-users should be dispersed among the general seating area.

• Designate wheelchairs specifically to be used for evacuations to be distributed to different emergency exits at the seating area.

• Ensure line of sight is clear for the accessible seating area.

• Install ramps near the stage to allow easy access for wheelchair users.

• Accessible seating should be promoted on the website and, if possible, be available for booking

• Provide a variety of seating styles at the venue, as some seats might be difficult to access or use for People of Determination (e.g., soft seats or seats with hard head and arm rests).

• The accessible viewing and seating area should be clearly indicated on the map with an accessibility icon or clear text.

• Identify and communicate the locations of the accessible paths of travel, the emergency exits, and the assembly points with staff and visitors to ensure a smooth evacuation from the viewing and seating area in case of an emergency, to prevent cases of overcrowding and chaos.

• Consider designating staff or appropriate emergency services that can provide additional assistance for People of Determination if required.

• Low or high seating platforms, whether permanent or temporary, which are only accessed by stairs should have a designated space for wheelchair users easily accessed by ramps.

• Designated seating area should be called “accessible seating area for People of Determination” and not “area for disabled individuals or wheelchair-bound visitors”.

• If the viewing and seating area is outdoors, then consider providing a shaded area.

• Prioritise people who have visual or hearing impairment to be seated closer to the stage or performance area where it is easier to hear, whether they communicate that via phone call, accommodation request form, etc.

• At events where audiences are expected to stand, consider providing some chairs and tables available for people to sit.

• Dedicate spots in areas where lights can be dimmed for visitors with light sensitivity, in case this is requested in the accommodation request form or communicated directly.

• For visitors with hearing impairment, it is recommended to place the interpreter in a well-lit space. This can be directly communicated or addressed in the accommodation request form.

2.8 SIGNAGE AND WAYFINDING

To provide clear and easy directions for visitors within the Event and the Venue.

M-047

M-048

M-049

M-050

R-051

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R-054

• Designated spaces, paths, and areas for People of Determination should be marked with the international symbol of accessibility.

• Signs should be provided in multiple formats such as in words and pictograms. Additionally, they should be in Arabic and English with light on dark contrast or vice versa.

• Appropriate maps or directional guidance shall be provided at primary entrances, pathway intersections or at key decision-making points on the movement path. It should, at a minimum, include information about the location of interest points and accessible public toilets. The signage should be positioned well above the head level in high pedestrian areas.

• Glass or transparent doors should have coloured markings or stickers as a safety measure, as they could be hard to see.

• Include accessible maps on interactive applications with features such as audio or voice assistant, and located at accessible entrances, elevators, ramps, etc.

• Characters should be sized depending on viewing distance (i.e. larger on overhead signs or signs that are positioned high up). Signage should also be within the viewing distance of wheelchair users.

• Apply a guidance system on the floor that consists of guide paths, stair and ramp markings, and attention markings for individuals with visual impairment. The available markings are raised dots or raised lines made of stainless-steel warning tactile studs.

• Directional signs on a long route should be repeated sequentially starting from the decisionmaking point, with a maximum spacing of 30m. They serve as confirmation signs and repeater signs along the route.

2.9 ACCESSIBLE BATHROOM FACILITIES

To ensure bathrooms are accessible for People of Determination.

M-051

M-052

M-053

M-054

M-055

M-056

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M-061

• Ensure accessible bathroom facilities are available and that they are functioning, clear of clutter, and can be easily accessed.

• Accessible bathrooms should be marked with the international symbol of accessibility.

• Accessible bathrooms should have a clear turning space of 1.5m diameter, to allow a wheelchair to turn 360 degrees inside the toilet.

• Bathrooms should be well lit and have a lighting level of at least 200 lux.

• At least one accessible toilet for each gender should be provided on every floor, being at least 10% of the total number of toilets in every block or one independent accessible toilet for both genders.

• If the accessible toilet is inside a public bathroom, then it must be marked with an accessibility sign.

• In accessible bathrooms, provide a fixed horizontal and vertical grab rail beside the toilet to assist in standing/sitting.

• An emergency assistance cord must be installed, with trained personnel available to respond to any calls.

• Public bathrooms must be kept unlocked.

• In an accessible bathroom, the flush button, toilet paper, bin, washbasin, soap, and paper towel dispenser/hand dryer are within reach for a wheelchair user, as per measurements in table 603.6 in Abu Dhabi International Accessibility Standards (2013).

• Bathroom floor surfaces should be non-slip and slip resistant.

R-055

R-056

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R-059

• In the Wudhu area (Ablution), there should be a designated space for wheelchair users that is free of the stool structures.

• Locate an outdoor portable toilet near to the continuous accessible path of travel, on level ground or via a ramp with no steeper than a one in 12 incline; the recommended is 6% and the maximum is 8%.

• Switches throughout the bathroom should be at the recommended maximum height of 1.22m.

• Provide a height adjustable washbasin.

• It is recommended to install a back rest for the toilet seat.

2.10 FOOD AND BEVERAGE AREA

Applicable if Food and Beverage (F&B) services are provided. The available seating options should be universal, and some are removable for different needs.

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M-063

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• If buffet and self-service is the only option available, ensure that staff are available to assist People of Determination.

• The F&B area must be navigable for wheelchair/scooter users. The arrangement of tables and chairs shall not obstruct the accessible path and should keep the area navigable for mobility aids (wheelchairs, scooters, canes, etc.).

• The F&B areas should be easy to access through an accessible path, if not then an alternative path should be provided.

• Consider catering dietary requirements upon request (gluten -free, vegan, vegetarian, etc.).

• Properly label foods which cater to special dietary requirements and place them on separate platters.

• Serving points should be accessible with no obstacles.

• If the event or venue provides seats and tables at the F&B area, there should be adequate room under dining tables to accommodate wheelchairs. It is recommended that tables should have a minimum knee clearance of 0.685m from the floor.

• Consider installing counters with a lowered area so wheelchair and scooter users can see and communicate with service providers.

• At mobile trailers offering food or drink it is recommended to install a low folding shelf to serve wheelchair users.

• Use moveable tables and chairs and avoid permanent and hard-to-move tables and chairs (e.g., benches, couches, etc.).

• Provide a choice of cutlery and crockery. A mug may be easier for some people with disabilities to use than cups and saucers or plastic cups that do not have handles. Offer drinking straws upon request.

• Height of buffets is recommended to be 850-900mm and must be reachable from a wheelchair.

• Tables should be 0.71m minimum to 0.865m maximum in height from the floor.

• Large-print menus or menus in braille should be available upon request for people with visual impairment.

2.11 STAFF AND VOLUNTEERS

Applicable for an Event or Venue’s staff and volunteers.

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M-066

M-067

R-071

R-072

R-073

• Ensure staff and volunteers are easily identified (use name tags and/or other identifiers).

• Front-line staff at information desks and ticketing areas and security staff should be trained in accessible facilities and have a general knowledge of locations to assist People of Determination.

• If staff and volunteers are preparing or participating in an event, including contractors such as security and catering, they should be briefed about key access features within the event venue: locations of viewing areas, accessible facilities, paths, ramps, entrances and exits, elevators, etc.

• Ensure employees behind counters can communicate with People of Determination directly without having to leave their desk or bend down to speak to a wheelchair user.

• Staff members that are certified in dealing with certain disabilities should offer assistance to People of Determination depending on their type of disability, if requested (e.g., via accommodation request form).

• Security personnel are recommended to be present near accessible paths of travel to assist (if requested).

2.12 ACCESSIBLE INFORMATION FOR VISITORS

Consider providing information to visitors by adapting different formats (this applies to event marketing, printed material for visitors, etc.).

2.12.1 WRITTEN INFORMATION

M-068

R-074

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• Use plain English or Arabic text to cater to individuals with dyslexia and other cognitive disabilities.

• Provide printed information in alternative formats (e.g., large print, braille, etc.).

• It is recommended to have a good contrast between the text and background colors.

• It is recommended for written material use a large font size in a clear sans serif style, such as Arial, and ensure high contrast between text and background.

• Consider providing written content as digital files (e.g., Microsoft Word, Microsoft PowerPoint, PDF) available for download online.

• Avoid placing text directly over or wrap the text around an image as it can be hard to read to some.

• Provision of verbatim print materials (word-for-word) of the event’s show, whether it is a concert, presentation, or performance, to communicate what is taking place.

• Consider offering notetaker services for visitors with hearing impairment.

• Avoid using gloss paper for printed material.

2.12.2 VISUAL INFORMATION

R-082

R-083

R-084

R-085

R-086

• Any pictures or photos should support the meaning of the text.

• Presenters should describe any visual material they use in their presentation.

• Consider opened and closed captioning services to transcribe text from dialogue and sounds.

• Provide sign language interpreters to communicate information to visitors with hearing impairment and other disabilities.

• If part of the event includes a virtual session via platforms like Zoom or Microsoft Teams, consider using software that is compatible with assistive technology (e.g., screen readers).

2.12.3 AUDIO INFORMATION

R-087

R-088

R-089

R-090

R-091

• Provision of Assistive Listening Devices (e.g., hearing loops).

• Use microphones where possible at outdoor and indoor events as they assist individuals with hearing impairment.

• Provide audio-taped material of the presentation online for visitors with hearing or visual impairment.

• Consider audio brochures that can be downloaded on mobile devices.

• It is recommended to have audio recordings in English and Arabic and mention the language of the recordings.

2.13 TECHNOLOGY

The standards cater to technology.

M-069

R-092

R-093

R-094

R-095

R-096

• Electric cords crossing the walkways must be covered, as they might be an obstacle for some visitors with mobility disabilities and they considered a safety hazard.

• Place speakers far from the accessible seating at the event or F&B areas and it is recommended that the sound volume can be managed in those areas.

• Ensure technicians are available or on call to solve any problems with lighting, speakers, or other technological issues.

• If possible, consider installing electrical outlets around accessible seating areas (e.g. for adaptative devices, laptops, etc.).

• Install charging stations for assistive technology and electrical wheelchairs.

• Install a hearing induction loop system throughout the venue for visitors with hearing impairment and mark areas installed with the hearing access logo.

2.14 HEALTH AND SAFETY

Focuses on the Event’s Health and Safety procedures and plan.

M-070

M-071

M-072

M-073

R-097

• Staff to provide first aid contact details to People of Determination or their family members and caregivers.

• For large-scale events, an ambulance or medical staff should be on site if not provided by the event organiser.

• Provide a medical storage facility, including medical supplies and generic medications, with the approval of health authorities.

• Provide certified first aid trained staff prepared to respond to any medical emergency that may occur with the availability of basic first aid kits.

• In the event of any medical needs that require transportation to the nearest medical facility, but it is not possible at the time, keep a list of alternative emergency contact numbers of other medical facilities that provide transportation.

R-098

• Provide a sensory space (quiet room) for people with autism and other sensory processing disorders and mental health issues. A sensory space is a designated area in an event or venue specifically created with tools and equipment to help children and adults with sensory processing disorders regulate their senses, especially when they are experiencing sensory overload or a meltdown. The room can also used for nursing mothers, the elderly, etc.

2.15 EMERGENCY

To ensure the emergency plan includes scenarios where People of Determination are present.

M-074

M-075

M-076

M-077

M-078

M-079

M-080

M-081

R-099

R-100

R-101

• Clarify responsibilities for implementing emergency evacuation procedures. Venue and event staff should be fully briefed regarding their roles and responsibilities in case of an emergency evacuation.

• Ensure visitors are aware of emergency evacuation procedures. These procedures and emergency guidelines should be available in an accessible format (e.g., signage in the venue, upon ticket purchase, communicated on the website).

• Ensure accessible emergency exits are clearly marked.

• Assembly points should be clearly marked.

• Designate at least one wheelchair or more specifically for evacuations to be distributed to different emergency exits.

• Identify and communicate with event organisers, venue staff and visitors the locations of the accessible paths of travel for exits to emergency evacuation points.

• Ensure there are audible or visual signals during emergency evacuation.

• Fire alarms should be visible and accessible (e.g., manual call points) and they must be installed on all escape routes, especially beside stairwell entrances and all exits to open air.

• Consider designating staff or appropriate emergency services that can provide additional assistance for People of Determination if required.

• Manual call points should be distributed throughout the venue so that travel distance is not more than 61m to reach the nearest manual call point.

• The height of manual call points should be 1.2m above floor level and they should be located in accessible, welllit, and hindrance-free places. All fire safety arrangements must adhere to the UAE Fire and Life Safety Code of Practice (2018 edition).

2.16 ADDITIONAL RECOMMENDATIONS:

Other best practice standards to consider.

R-102

R-103

R-104

R-105

R-106

• Allow access for service dogs and have designated areas for them.

• Involve People of Determination during the event planning stage (place them on the events committee, etc.).

• Provide wheelchairs available to borrow.

• Provide a variety of seating styles (cushioned chairs, couches, etc.,) throughout the venue, as some seats might be difficult to access for People of Determination.

• Consider the Sunflower Lanyard initiative, where lanyards are distributed to identify visitors with invisible disabilities (visual impairment, hearing impairment, etc.).

3. Appendices

3.1 Appendix A – Compliance Matrix

The following compliance matrix shall be for the usage of inspectors to identify and assess the compliance with the accessible events standards within this manual.

The compliance matrix breaks down the compliance rank for the standards based on their types and the actions to be taken based on each rank. The events and venues are expected to apply all mandatory standards, but two courses of action will be taken if they are not applied. Meanwhile, recommended standards are best practice recommendations.

Table 3 – Compliance Matrix

Standards that are meant to enhance or provide a comprehensive experience to People of Determination of different disabilities

Issue a warning before taking action and schedule a visit for a second inspection depending on length of event. Different penalties shall be considered.

None – recommend as best practice.

Standards that must be implemented if the event is concerning People of Determination and this includes the standards recommended for normal events. Shall be penalised.

Before filling in the compliance matrix, fill in the details below.

Table 4 – Event/Venue Information.

Venue/Location Date

Disclaimer: The compliance rankings below are based on results of the pilot stage conducted throughout 2022 for different types of events in Abu Dhabi that were selected to assess the accessible events standards developed and identify existing accessibility elements and areas for improvement.

Standard Type Compliance Rank Description Action Mandatory (M) A Non-negotiable standards to implement. Shall be penalised. B Important standards to implement.

Recommended (R) C

For POD-Specific Events (events centred on People of Determination) Mandatory (M) A/C

Event Name

2.1 Transportation Compliance Rank Comments

M-001

M-002

R-001

R-002

R-003

R-004

R-005

• Passenger loading zones are clearly marked for accessible taxis, vans, and cars.

• Where designated drop off points or no-stopping zones are more than 400m from the venue, mobility buggy services should be provided for visitors who are less mobile.

• Offer additional parking space reservations for People of Determination, especially if the accessible parking spaces are expected to be at full capacity at a large event.

• If the entrance is far away, consider providing a passenger loading zone within 30m of an accessible entrance.

• Offer transportation services that can be booked previsit (taxi, golf cart, bus, etc.).

• Consider providing maps to indicate venue location, bus stops, and taxi stands.

• Provide a time schedule of pick-up and drop-off of transportation options via SMS, email, or on the website.

2.2 Parking Compliance Rank Comments

M-003

M-004

M-005

M-006

M-007

M-008

M-009

M-010

M-011

R-006

• The number of accessible parking spaces must meet the minimum required number based on the total number of parking spaces as per the Abu Dhabi International Building Code (2013), Table 1106.1.

• Use appropriate wording for accessible parking space such as “Accessible Car Parking” or “People of Determination Parking” and avoid using words such as “Disabled Car Parking” or “Special Needs Parking”.

• The accessible car parking space shall be:

6.1m in length.  2.4m in width minimum.

• The accessible van parking space shall be:  6.1m in length.

 3.35m in width.

• Access aisles shall be:  Width: 1.5m minimum.  Length: 6.1m (the full width of the parking space).

• Accessible parking spaces should be as close as possible to the entrance of the building and no more than 50m away.

• The accessible path shall connect the parking area, designated accessible parking zones and the sidewalk to the main entrances of all venues, buildings, and facilities.

• Designated accessible parking should not be used by staff or guests without disabilities. If they do so, they should be reported to the police.

R-007

R-008

• Accessible parking is recommended to be reserved by secured bollards or any method that serves the same purpose.

C A/C



2.3 Promotion and Booking

M-012

M-013

M-014

M-015

M-016

R-009

R-010

R-011

R-012

R-013

R-014

R-015

R-016

R-017

R-018

• Information desks and ticketing areas must be located on an event ground and path that connects all event spaces, including, parking, exhibits, and activity areas.

• Provide direct contact details – including a direct telephone number, email address and website –should people need to ask questions about accessing the venue.

• Use appropriate language when communicating with People of Determination (e.g. do not refer to them as disabled people or people with disabilities).

• Upon booking a ticket, offer booking options for People of Determination.

• Provide an array of registration/booking options (e.g., online, phone, text message, email, etc.)