Addressing the Needs of Your Attendees

• travel
• accommodations
• dietary
• smoking
• language
• religious observances
• persons with disabilities

Visible Disabilities

• mobility assistive devices
• amputee
• service animal

Invisible Disabilities

• vision loss
• hearing loss
• medical condition (stroke, cardiac, diabetic, etc)
• learning disabilities
• other

• Don't be afraid to ask how you can help.
• Make a note on your conference Web site encouraging those with special needs to contact you.
• Allow space for requests during advanced registration.
• Identify someone who will address these requests.

When selecting an event location, look for the following:

• availability of disabled parking located closely to the major entrance;
• a graded or flat entrance;
• proximity of accessible washrooms to your meeting space;
• strategically placed signage;
• accessible sleeping areas,
• elevators with Braille or floor calling ability;
• a TTY unit and kit available for persons with hearing loss.

Be sure to allow plenty of space for individuals with mobility devices in:

• registration area
• meeting rooms
• dining facilities
• evacuation plan

So that your speakers can be appreciated by all, make presentations available in:

• alternate formats
• ASL (American Sign Language)
• assistive listening devices
• real time captioning

• Focus on the person’s ability.
• Be respectful.
• Be patient.
• Be observant.
• Ask questions.
• Listen carefully.
• Speak to the person, not their partner.
• Do not raise your voice.
• Be yourself – it is understandable to not to know what to do.
• Consider this an opportunity to learn.

General Information:

Americans With Disability Act (ADA)

Ministry of Community and Social Services, Ontario

Washington State University, Division of Student Affairs, Equity and Diversity 

United Nations Enable, Rights and Dignity of Persons with Disabilities 

Web site Design:

W3C Web Accessibility Initiative

Facilities:

Accessible Design / Universal Design Resources

We are grateful to Ashfaq (Kash) Husain, Chair, R7 Conference Advisory Committee, for providing this information as part of his presentation, "Addressing the Needs of Your Attendees" (PDF, 32 KB) at the 2008 Panel of Conference Organizers (POCO).

Get more information about POCO and view past presentations.