Participant Registration
Registration form is accessible and alternative ways of registering are outlined (phone and email of Access Coordinator or another staff/volunteer contact who can support registration).
If possible, offer financial support for disabled/people with disabilities to attend. Offer free admission and food for caregivers and aides.
Access statement templates provided: Provide fill-in-the-blank templates for participants and speakers to share their access needs. Ensure it is known who will/won't have access to this data.
For conferences or repeating events: Pair new attendees with someone who has been to the conference/event in advance (someone who is local, as possible). Share clear guidelines for experienced attendees or local folks (what to share, how often to connect, etc).
Consent protocols: Have clear photo/video consent policies e.g. no filming without permission.
Ask about food allergies if meals or snacks will be provided and plan meal options around severe allergies.
Event or Conference Guide
Ensure event guides are accessible: digital, screen-reader compatible, available in large print, plain text, audio and braille formats (where requested).
Send this out digitally to all participants upon registration.
Event Information:
"Meet the staff" - Headshots (with alt text), names, title or role, and contact information.
List access supports and accommodations.
Information on Quiet or Low Sensory Space (see next page for more information)
Information for participants on what to expect (generally written as a narrative)
Community guidelines / safety statement: Include clear and explicit expectations about respectful conduct, harassment policies, and how to report access failures or interpersonal harm.
Event agenda (with any breakout sessions and transitions included)
Outline which workshops/events may require standing and if there are alternative options in place for those who need to be seated. List event capacity and room size.
Logistical Information:
Clear directions and maps from transit
Housing/hotel Info (Include distance from venue)
Map of the venue including accessible parking and drop off areas, with distance from parking/drop off area to building entry, and (If applicable) from building entry to elevator or ramp.
Photos of the venue including entry areas for building(s), parking area, main spaces that will be used during the event
Participant Connections
Pre-event access orientation: Consider offering a virtual orientation or access information session 1–2 weeks before the event. Great for first-timers and reduces stress.
Peer Partners (for repeating events): Pair new attendees with someone who has been to the conference/event (someone who is local, as possible). Share clear guidelines for peer connections (what to share, how often to connect, etc).