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What are the best ways to accommodate attendees with disabilities at conferences?

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Hosting a conference is a challenging task that requires careful planning, coordination, and execution. You want to create an engaging and memorable experience for your attendees, speakers, and sponsors. But you also want to make sure that your event is accessible and inclusive for everyone, regardless of their abilities or needs. How can you accommodate attendees with disabilities at conferences and ensure that they have a positive and comfortable experience? Here are some best practices to consider.

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1 Assess your venue

The first step to accommodating attendees with disabilities is to choose a venue that meets the accessibility standards and regulations of your location. You should inspect the venue beforehand and look for potential barriers or hazards that might affect your attendees' mobility, vision, hearing, or communication. For example, check the availability and condition of ramps, elevators, doors, restrooms, parking, signage, lighting, and emergency exits. You should also ask the venue staff about their policies and procedures for assisting attendees with disabilities, such as providing wheelchairs, interpreters, or personal assistants.

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Annette Bourbonniere

Accessibility & Inclusion Consulting, LLC Annette Bourbonniere Consulting
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Accessible parking must be clearly marked and enforced. Make sure that entrances and bathrooms to your venue are accessible. If there are elevators, make sure they are in working order. Plan seating with flexibility so persons with disabilities are not isolated. Assume that people who are Deaf or hard of hearing will attend and arrange for ASL interpreters and CART reporting automatically. That will make it clear that this population is welcome. Registration should use fillable forms that are screen reader compatible. Communicate the assessible elements (parking, ASL, etc.) on the registration form and ask about any additional needs.

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2 Communicate your accessibility options

The second step to accommodating attendees with disabilities is to communicate your accessibility options clearly and effectively. You should include information about your venue's accessibility features, services, and accommodations on your website, registration form, confirmation email, and event app. You should also provide a contact person or a dedicated email address where attendees can request or inquire about any specific accessibility needs or preferences. For example, some attendees might need dietary restrictions, captioning, audio description, braille, or large print materials. You should also encourage feedback and suggestions from your attendees on how to improve your accessibility efforts.

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Annette Bourbonniere

Accessibility & Inclusion Consulting, LLC Annette Bourbonniere Consulting
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Ensure that the event itself is clearly communicated. Provide programs in large print. Speakers should provide audible descriptions of themselves and any pictures that may be shown on slides. Let registrants know what access you are providing and ask if there are other needs, i.e., diet, Braille materials, other communication, etc. Include access questions on exit surveys.

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3 Train your staff and volunteers

The third step to accommodating attendees with disabilities is to train your staff and volunteers on how to interact and assist attendees with disabilities in a respectful and professional manner. You should provide them with basic awareness and sensitivity training on disability etiquette, language, and culture. You should also instruct them on how to use and operate any accessibility equipment or devices that you provide, such as microphones, headphones, or assistive listening systems. You should also assign roles and responsibilities to your staff and volunteers for handling any accessibility issues or emergencies that might arise during the event.

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Annette Bourbonniere

Accessibility & Inclusion Consulting, LLC Annette Bourbonniere Consulting
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Provide training for staff and volunteers by someone with lived experience. A rundown on disability etiquette (language, etc.) is important. Be respectful, professional and NOT condescending. Sympathy and condescending language are not acceptable. If there are attendees without friends or family members accompanying them, let them know that you will be available to help with bathroom location, carrying meals, emergencies, etc.

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4 Design your program and content

The fourth step to accommodating attendees with disabilities is to design your program and content with accessibility and inclusion in mind. You should consider the format, duration, and pace of your sessions and activities, and ensure that they are suitable and engaging for diverse audiences and learning styles. You should also provide multiple ways for your attendees to access and participate in your content, such as live streaming, recording, transcription, translation, or interactive features. You should also ensure that your content is clear, concise, and consistent, and that it follows the principles of universal design and web accessibility.

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5 Create a welcoming environment

The fifth step to accommodating attendees with disabilities is to create a welcoming environment that fosters a sense of belonging and community. You should promote a culture of diversity and inclusion in your event, and celebrate the contributions and achievements of people with disabilities in your field or industry. You should also provide opportunities for your attendees to network and socialize with each other, and facilitate connections and collaborations among people with different backgrounds, perspectives, and experiences. You should also acknowledge and address any challenges or barriers that your attendees might face, and provide support and resources to help them overcome them.

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6 Evaluate and improve your accessibility efforts

The sixth and final step to accommodating attendees with disabilities is to evaluate and improve your accessibility efforts. You should collect and analyze feedback and data from your attendees, speakers, sponsors, staff, and volunteers on how they perceived and experienced your event's accessibility and inclusion. You should also identify and document any gaps, issues, or areas of improvement that you encountered or received. You should then use this information to inform and enhance your future events, and to share your best practices and lessons learned with other event planners and organizers.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Staceyann Doria, CMP, CED, HMCC

Founder/CEO, The Event Narrative | Top 40 Under 40 Event Professional | Event Strategy Expert | Crafting Strategic, ROI-Driven Corporate and VIP Events | Expert in Event Design, Execution, and Brand Activation
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Prioritize attendee needs by actively inquiring during registration, avoiding assumptions. While locations must adhere to ADA standards, extra accommodations may be necessary, especially for those with invisible or mental disabilities like autism. Address issues like looping in session rooms, dietary restrictions, quiet rooms, additional help, or providing mobility scooters for large venues. Pre-event inquiries demonstrate care for each attendee, ensuring a comfortable and enjoyable experience for all.

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What are the best ways to accommodate attendees with disabilities at conferences?

1

2

3

4

5

6

7

1 Assess your venue

2 Communicate your accessibility options

3 Train your staff and volunteers

4 Design your program and content

5 Create a welcoming environment

6 Evaluate and improve your accessibility efforts

7 Here’s what else to consider

Event Planning

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What are the best ways to accommodate attendees with disabilities at conferences?

1

2

3

4

5

6

7

1 Assess your venue

2 Communicate your accessibility options

3 Train your staff and volunteers

4 Design your program and content

5 Create a welcoming environment

6 Evaluate and improve your accessibility efforts

7 Here’s what else to consider

Event Planning

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