UNIVERSITY OF PITTSBURGH PROCEDURE 04-01-09
SECTION: Control and Assignment
SUBJECT: Off-Campus Conference Facilities
EFFECTIVE DATE: September 22, 1994
To outline the procedure for contracting off-campus rental sites for University
conferences to ensure that locations chosen are fully accessible or capable of
accommodation. In determining accessibility, federal guidelines must be used as the
This procedure applies to all University Sponsored Educational Programs, e.g.
conferences, workshops, meetings, seminars, or other University sponsored educational
programs open to the public and held at off-campus locations not owned or operated by
the University of Pittsburgh.
Certification of Accessibility - A representation by the owner of a facility of the condition
of the facility.
University Conference Planner - Any University personnel, including University faculty,
administrators, staff, students, or their agents who organize University-sponsored
conferences, including selection of conference site and registration of participants.
IV. ADMINISTRATIVE RESPONSIBILITIES
The Office of Conference Coordination is responsible for maintaining a list of hotels,
conference centers, and other potential meeting sites, which have provided accessibility
information to the University, requesting accessibility information on an annual basis of
off-campus meeting facilities frequently used in the Pittsburgh areas, and advising off-
campus sites that certification will be required for any University-sponsored off-campus
The University Conference Planner is responsible for inquiring as to accessibility of an
off-campus facility, or portion thereof, as part of any initial inquiry into potential rental of
an off-campus site, and prior to negotiating a contract for such a site, ensuring that a
certification from the owner of the off-campus site regarding accessibility of the facilities
is on file. This individual is also responsible for ensuring that the contract includes a
clause indemnifying the University in the event the University incurs any liability or loss
arising out of or related to a claim of non-accessibility.
The Off-Campus Site Owner is responsible for providing a completed Facilities Survey
for Off-Campus Events and reasonable accommodations to any registrant requesting
accommodation based on accessibility deficiencies of the chosen site, if any.
The Facilities Planning Division of the Office of Facilities Management is responsible for
serving as a resource center and consultant for University Conference Planners in
ensuring that the off-campus site will provide reasonable accommodations to any
registrant requesting accommodation, in sufficient time to relocate the conference, if
Selection of Site
Planner 1. As part of the initial inquiry of all potential rental
sites, contact the Office of Conference
Coordination to determine whether a current
certification is available for an off-campus site
NOTE: To be considered current, the certification
must be dated within one year prior to the
proposed off-campus event.
2. If no certification exists on file for an off-campus
site under consideration, forward to the owner or
managing agent of the site FORM 0193 PITT 5025,
Certification of Accessibility (Exhibit A) and the
Facilities Survey for Off-Campus Events
3. If it is determined by the above-described
evaluation process that the selected site has
certain accessibility barriers through consultation
with the Facilities Planning Division of Facilities
Management or other knowledgeable source,
request that the site provide reasonable
accommodations to any registrant requesting
4. Ensure that the contract includes an ADA
NOTE: A sample clause is available from the
Office of Conference Coordination.
Planner 1. Include in registration materials, the following
"We encourage participation by all interested
individuals and use best efforts to choose a
location which meets the criteria of the Americans
with Disabilities Act. Notwithstanding our best
efforts, the program location may not satisfy all of
the federal accessibility standards. If you have a
disability, advance notification of any
accommodation will help us better serve you.
Inquires concerning accommodations should be
addressed to (name, address, and phone number
of University conference planner) at least two
weeks in advance of the date of the conference."
2. Identify in advance, any need for auxiliary aids and
services which may not be a fixture of the off-
campus facility but which can be provided by the
conference, such as, but not limited to, large print
materials or assistive listening devices.
Exhibit A - FORM 0193 PITT 5025, Certification of Accessibility
Exhibit B - Facilities Survey for Off-Campus Events
Policy 04-01-09, Off-Campus Conference Facilities