Accessibility Assessment Report: Lumina Nights 202X

Client: Evergreen Botanical Conservatory Event: Lumina Nights Date of Assessment: December 12, 202X Assessors: Outdoor Access Solutions

1.0 Executive Summary

1.1 Overview This assessment was conducted during a sold-out Saturday evening to evaluate the accessibility of the “Lumina Nights” event under peak crowd conditions. While the event offered excellent auditory descriptions and shuttle services, significant barriers were identified regarding path maintenance, restroom signage, and service counter heights.

1.2 Scope This report covers all guest-facing areas, including the Welcome Pavilion, The Winter Market, The Pine Grove Walk, and the Firefly Cafe.

1.3 Methodology The audit utilized a physical walk-through and roll-through. Findings are based on direct observation, the lived experience of assessors using power wheelchairs, and measurements taken on-site.

2.0 Pre-Arrival & Arrival Experience

2.1 Website & Information

  • Current Status: The “Plan Your Visit” page correctly identifies accessible parking locations. However, the FAQ section states that the entire loop is paved, which contradicts the actual conditions of the “Forest Trail” section.
  • Issue: Misleading information regarding surface types can leave guests stranded or damage mobility equipment.

2.2 Parking & Signage

  • Observation: The accessible parking spots are well-marked with vertical signage.
  • Issue: The curb cut closest to the accessible spaces was blocked by a temporary sandwich-board sign advertising hot cocoa. This forced guests using wheelchairs to travel into the vehicle lane to access the sidewalk.

2.3 Welcome Pavilion & Check-in

  • Staffing: Ticket takers were friendly and efficient.
  • Navigation: The queue ropes (stanchions) were set too narrow (approximately 28 inches) for a standard bariatric wheelchair to pass through comfortably.
  • Recommendation: Widen all queue lanes to a minimum of 36 inches.

3.0 Physical Accessibility & Terrain

3.1 Trail Conditions

  • Surface: The “Meadow Loop” utilizes crushed stone. Due to recent rain, this surface had degraded into soft mud in several areas, creating extreme rolling resistance.
  • Safety Note: Two guests using walkers were observed struggling to maintain traction near the “Singing Trees” installation.

3.2 Lighting Hazards

  • Strobe Effects: The light tunnel at the entrance of the Japanese Garden utilizes high-frequency strobe lights.
  • Issue: There is no warning signage preceding this area. This poses a significant seizure risk for guests with photosensitive epilepsy.
  • Recommendation: Install clear warning signage and offer a bypass route.

3.3 Projecting Objects

  • Issue: Several decorative hanging lanterns along the West Path are suspended at 70 inches above the ground.
  • Compliance: This is below the standard 80-inch clearance for head height, posing a collision hazard for guests with low vision.

3.4 The “Restricted” Areas

  • Observation: The path leading to the “Crystal Cave” was roped off with a sign reading “Uneven Terrain – No Wheels.”
  • Concern: Segregating the experience based on mobility devices is not an equitable practice. If the terrain is difficult, provide data (slope, surface type) and allow the guest to determine their own capability, rather than issuing a blanket ban.

4.0 Staffing & Training

4.1 Information Desk

  • Finding: When asked about the location of the sensory-quiet room, the staff member at the main desk was unaware that such a room existed, despite it being listed on the map.
  • Recommendation: All frontline staff should be briefed on the location and purpose of accessibility amenities prior to the start of the shift.

5.0 Specific Garden Observations

5.1 The Rose Walk

  • Issue: Electrical cable protectors (yellow ramps) are used to cover cords crossing the path. These protectors have a steep lip that acted as a tripping hazard for elderly guests and a “speed bump” that jarred wheelchair users.

5.2 The Fountain Courtyard

  • Visibility: The perimeter of the fountain is low-contrast stone. In the dark event lighting, it blends into the pavement, creating a tripping hazard.
  • Recommendation: Apply high-contrast reflective tape to the edge of the fountain wall.

5.3 General Atmosphere

  • Flow: The “North Pole” section has two-way foot traffic on a narrow path. This caused gridlock, trapping mobility device users in the crowd for extended periods. A one-way loop is highly recommended for this section.

6.0 Amenities & Services

6.1 Food Vendors

  • Barriers: The “Tacos & Tequila” truck has a service counter at 58 inches high. There is no lower transaction counter.
  • Best Practice: The “Holiday Pretzels” stand offered a clipboard menu for guests who could not read the high signage.
  • Recommendation: Instruct all food trucks to have a staff member available to come out from the truck to take orders from guests who cannot reach the window.

6.2 The Firefly Cafe

  • Seating: All tables in the cafe are high-top “cocktail” style tables. There are no standard-height tables accessible to wheelchair users or children.
  • Crowding: The distance between tables was less than 20 inches in most areas, making navigation impossible for mobility devices.

6.3 Restrooms

  • Signage: The portable accessible restroom near the exit lacked an “Occupied/Vacant” indicator that was visible in low light.
  • Access: The ramp leading to the portable unit had a gap of 2 inches between the ground and the ramp edge.

7.0 Strategic Recommendations

7.1 Digital Assets

  • Update the interactive map to include “Rest Areas” and “Steep Grade Warnings.”
  • Implement a QR code system at the entrance that leads to a text-only version of the program for screen readers.

7.2 Sensory Inclusion

  • Designate the first hour of every Tuesday as a “Low Sensory Night” with music volume reduced by 50% and strobing effects turned off.

7.3 Equipment

  • Purchase or rent two additional heavy-duty wheelchairs for the loaner fleet, as the current supply was exhausted by 5:30 PM.

Appendix: Regulatory Reference

Americans with Disabilities Act (ADA): Public accommodations must provide goods and services in the most integrated setting appropriate. Excluding mobility devices from specific pathways without a legitimate safety threat violates the spirit of equitable access.

Report Generated By: Apex Accessibility Group Building a world where everyone belongs.

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