Invitations and Promotional Materials

Conference/meeting planners should arrange for all promotional material to be available in alternative formats, such as Braille, large print, and/or CD-Rom. Include photographs of individuals with disabilities in the promotional material; this illustrates a commitment to assuring all participants an accessible conference.
In all event materials, make participants aware that accommodations can be made for a variety of needs.

The registration form and promotional material should inquire whether any reasonable accommodations are needed. Examples include statements, such as the following:

• If you require accommodations, please inform (conference planner) by calling (conference planner's number) or e-mailing (conference planner's e-mail).
• If you require accommodations in order to fully participate in this event, please list the type of accommodations that you are requesting. You will be contacted by someone from our staff to discuss your specific needs.

Designate an official on the planning committee to handle all issues concerning accommodations for participants with disabilities during the meeting. Have this individual available to assist in room registration and site orientation.

Ensure that the conference website is available in a format that is accessible to people who use screen readers.

Program

Ensure the presence of interpreters to allow inclusion and participation during networking events that take place during and after hours, such as receptions, dinners or other activities.

Registration

• Ensure the customer service areas (i.e., counters, display tables, etc.) are low enough for wheelchair or scooter users to see over.
• Ensure that signs about the conference use large print and contrasting colors.

Handouts

• Request advance copies of presentation materials from presenters to forward copies to service providers (e.g. sign and simultaneous language interpreters, interveners, note-takers and captionists) before the meeting.
• Make arrangements to convert conventional handout materials to alternative formats (Braille, large print, and diskette/CD-Rom) requested by participants. If alternative formats are not available, refrain from providing conventional handouts to participants.
• Prepare audiovisual aids using at least 18-point fonts in Arial font with high contrast backgrounds (black on white or white on black).
• Presentations/Speeches
• Investigate the availability of installed or portable Assistive Listening Systems in meeting facilities for people who have a hearing loss. (Assistive listening systems amplify sound via a transmitter used by the speaker and a receiver used by the participant.) Provide signage indicating the availability of assistive listening devices.
• Be prepared to provide sign language interpretation on request. For meetings that last more than one hour, two sign language interpreters will usually be required. Usually, providers require at least 3-7 days’ notice to arrange an interpreter.
• Reserve seats near the sign language interpreters or real time captioning screen for people who are deaf or hard of hearing.
• Ask presenters to introduce themselves at the outset of the meeting and to identify themselves before speaking throughout the meeting for the benefit of participants with vision impairments.
• Remind participants to use microphones.
• Encourage clear speech at a moderate pace by all attendees to
• Design agendas to include regular breaks for participants, presenters, service providers and guide/service dogs (approximately 20 to 30 minute health break and a 90 minute lunch break).
• Ensure the presence of interpreters to allow inclusion and participation during help interpreters, note-takers, and captionists communicate with persons who are deaf or hard of hearing.
• Briefly describe the content of the agenda and handout materials.
• Clearly indicate changes in topics, health breaks and adjournments during the course of the event.
• Advise participants to minimize interruptions; interpreters, captionists and note-takers are providing services that require concentration.
• Advise participants that interpreters will say everything that is signed, and sign everything that is said. In other words, interpreters will not add words, edit or censor a conversation.
• Ensure video material is captioned to provide access for participants who are deaf or hard of hearing and in descriptive narration format for people who are blind or visually impaired.
• Remind participants that the event is scent-free.

Additional Accessibility Considerations

Multiple Chemical Sensitivity/Environmental Illness (EI)

MCS/EI is generally an inability to tolerate an environmental chemical or class of foreign chemicals. It develops from exposure to substances in the environment and may result in intolerance to even very low level exposure to chemicals. Symptoms can occur in more than one organ system in the body, such as the nervous system, the lungs, and the vascular system (heart problems). Exposures can come through the air, from food and water, or through the skin.

Accommodations to be Taken Under Consideration

• Make certain the ventilation system is not distributing pollutants throughout the conference/meeting facility.
• Voluntarily maintain a meeting environment which is free of pollutants such as fragrances, toxic cleaning agents, pesticides, exhaust fumes, tobacco smoke, etc.
• Ask in advance that presenters and participants refrain from using perfumes, colognes and strong scented toiletries.

Personal Care Attendants

Attendant care services to people with disabilities include assistance with personal care and escorting to community outings. Generally, event participants bring their personal care attendants and the event planners should not offer or provide attendant care services. The registration form should allow participants to note that they are bringing their own personal care attendant(s). Personal care attendants should generally not be charged a registration fee to participate in the event.

Meal Planning, Refreshments and Dietary Considerations

• Include personal assistants and interpreters in the estimated number of participants.
• Make adequate provisions for seating, allowing all participants to sit in the same area. Do not place persons in wheelchairs, or those who use walkers or dog guides on the fringes of the dining area.
• Provide bendable straws and lightweight cups where beverages are being served.
• Make available non-sugar (dietary) beverages, juices and water for people with dietary concerns such as diabetes.
• Be aware that self-serve meals or buffets may present obstacles for some people who are visually impaired or people with a physical disability. Well-trained catering service staff can provide assistance to participants who require additional help. If catering staff is not present, ensure that someone is assigned to assist those who need help getting food.
• Provide an opportunity for participants to indicate their dietary needs on any registration form or invitation to an event where meals are being served.