Organizing an event on public property

The City of Montpellier supports event organizers to enable them to take into account all accessibility criteria for their event.

This approach is part of the Universal Design framework, which aims to include from the travel chain (transport) to a site, any person with a temporary or long-term disability: elderly person, able-bodied person, parent with a stroller, person with a delivery cart... and this, without the need for adaptation and transformation of the space.

Accessibility is an obligation of result. The actions to be implemented cannot be the result of mere display or approximations in the way of guaranteeing an expected result. This result is binding on the people concerned, and on the information to be communicated to them about the level of accessibility of the event.

2 levels of accessibility

• Level 1 accessibility: guaranteed but limited accessibility: this level is required for all events. The person has easy access to the event, but only partial access to certain services or activities. Facilities require a certain amount of preparation time and some costs.
• Level 2 accessibility: full accessibility ensuring equal participation for all: this level is recommended when the event is recurrent and welcomes more than 10,000 people. Everyone has access to the same services and content. At this level, everything is organized so that the person is entirely autonomous: information, transport to access the event, movement around the site, participation in the activities on offer. If it reaches level 2, the event can gain access to forms of recognition issued by associative or institutional partners.

To reach one of these levels, several partners can and must intervene: the organizer for the closed part of the event itself. The local authority for external pathways between the parking lot and the enclosure on the public domain remaining open, for example.

These levels will be achieved thanks to the involvement of:

• The event organizer, who must ensure accessibility within the right-of-way of his event.
• The local authority, which must ensure the accessibility of the travel chain for external routes between the public's arrival points and the event venue.

Event communication

• Level 1 accessibility:
  • The information given on accessibility is precise and reliable, and the planned arrangements are well
    indicated (example: accessible toilets).
• Accessibility Level 2:
  • Communication supports (brochures, messages that are adapted to people with
    disabilities).
  • Access to the site (transport) and all routes are well signposted.
  • Signage (arrows, pictograms, kakemonos, etc.) are adapted, in sufficient number and
    understood by all.

Reception and accompaniment of people with disabilities

• Level 1 accessibility:
  • People must welcome and accompany people with disabilities and their
    companions during the event.
• Accessibility Level 2:
  • All service providers, sponsors, suppliers and external partners (operational and
    institutional) linked to the project must be informed of the
    event's "accessibility" approach.
  • Meetings to frame the "technical and logistical aspects related to accessibility" must be
    planned.
  • "Handi practitioners" (disabled people involved in your event: athletes,
    singers, speakers, etc.) must have full access to your event.

People with motor disabilities

Accessibility Levels 1 and 2:

• In halls, reserve spaces (0.80m wide by 1.30m long) for PRM (People with Reduced Mobility) and in sufficient numbers (example: 2 spaces for 50 able-bodied people then 1 more space with a further 50 able-bodied people, etc.).)
• Parking must be adapted (3m30 wide, i.e. 2m50 wide for the vehicle + 0.80m aisle for exiting), access ramps compliant, signage and pathways coherent.
• Have lower reception desks with the top surface at a maximum height of 80 cm, with a void at the bottom allowing the wheelchair to pass through (30 cm deep, 70 cm high and at least 60 cm wide).
• The toilets or sanitary facilities must be in number and accessible to PRMs (beacons, audio signage for the deaf, compliant rotation area of 1m50, handles, transfer bars, etc.).)

Visually impaired people

• Level 1 accessibility:
  • Existing Guide Strips (on the Town Hall forecourt or other venue) must not be occupied or covered by technical installations preventing their use.
  • In the event of an overriding need, the event organizer must make and finance a temporary Guide Strip.
  • Seeing-eye dogs and assistance dogs have the right to enter the event site
• Level 2 accessibility:
  • Signage and communication materials must have enlarged, contrasting typographical characters
  • Use blue and white pictograms dedicated to people with disabilities (wheelchair PMR, visually impaired, LSF, Magnetic Loop, reception adapted for people with mental disabilities, etc.).)
  • For visits to sites, exhibitions: provide audio-guides

Hearing-impaired people

• Accessibility Level 1:
  • Provide upstream registration for the event by e-mail in order to count the number of participants and trigger the accessibility of the event.
• Accessibility Level 2:
  • Reception staff must practice LSF (Langue des Signes Française) or use an LSF Interpreting company on at least one of the activities presented.
  • Magnetic induction loop systems or adapted sound amplifiers must be made available for hearing-impaired people.
  • A partnership or rental of vibrating vests that enable deaf people to feel the vibrations of the music via the Bluetooth of the musical instruments and the vest
  • Provide subtitling (shows, films, theater, conference, etc.) allowing written transcription of sound information.

People with mental disabilities

• Level 1 accessibility : signage (maps, etc.) and communication materials should be based on FALC (Facile à Lire et à Comprendre) to be as accessible as possible and simple to use (images and photos rather than text) with a sans Serif (serif) font ideally Calibri or Arial 12.
• Level 2 accessibility: plan a dedicated time to meet with autism associations to facilitate the inclusion of autistic children and their families' expectations for activities adapted to their disability.

The City has set up a public domain occupation fee simulator. It will be necessary to include this amount in the financing plan for your event.

Note that non-profit associations do not have to pay a fee to occupy public space.