You're organizing a conference. How can you guarantee the venue meets all required accessibility standards?

1 Venue Survey

Conducting a thorough venue survey is your first step towards an accessible conference. You need to assess the physical space for features such as ramps, elevators, accessible restrooms , and adequate signage. Check for assistive listening devices and ensure there are no obstructions in hallways or doorways. It's crucial to evaluate not just the main event space but also ancillary areas like parking, dining facilities, and alternative quiet rooms. Remember, the goal is to accommodate a diverse range of needs, so consider the venue from multiple perspectives.

2 Legal Compliance

Ensuring legal compliance with accessibility standards is a non-negotiable aspect of conference organization. Familiarize yourself with relevant legislation, such as the Americans with Disabilities Act (ADA) in the United States, which provides guidelines for public accommodations. This includes a wide range of requirements from wheelchair accessibility to service animal provisions. It's imperative to understand these regulations thoroughly or consult with a legal expert to ensure that your conference venue adheres to all necessary legal standards.

3 Communication Access

Effective communication is key to an inclusive conference experience. This means providing materials in various formats, such as braille, large print, and electronic versions for individuals with visual impairments. Consider hiring sign language interpreters or offering real-time captioning services for attendees who are deaf or hard of hearing. Ensure that your website and online registration portal are also accessible, following Web Content Accessibility Guidelines (WCAG), so that attendees can navigate and obtain information with ease.

4 Staff Training

Staff training is essential in creating an accessible environment. All personnel, from event planners to volunteers, should be educated on how to assist attendees with disabilities. This training should cover the basics of disability etiquette, emergency procedures, and the use of any specialized equipment available at the venue. A well-informed staff can provide better support, respond to specific requests, and contribute to a welcoming atmosphere for all participants.