Clear guidelines on roles and responsibilities, what to expect as part of the conference planning team.

Guidelines on language use (disability and neurodivergent empowered/affirming language) - if you don’t know, ask the experts (those with lived experience with disability). For more information on language please visit the Language Guide.

Provide a clear job description for the Accessibility Coordinator. Include: scope, authority, team they oversee, and whether they have lived experience with disability. Bring this person on at the beginning of the planning process.

Access Coordinator contact information (phone and email) available for participants in advance of application/registration process.

Access providers including CART (live captioners) and Sign Language Interpreters.

Representation of disabled people/people with disabilities in leadership roles.

Access Doulas or support personnel on site and available at all times during the event.

Staff/volunteers available to support transitions between spaces.

Staff/volunteers available to support meals/snacks.

Staff and volunteer training (learn more by visiting Staff and Volunteer Training).

Disability-friendly childcare (if childcare will be offered).

Consider having an accessibility website audit to ensure all conference information is accessible.

Plain language: Offer plain language versions of all key materials. Especially important for neurodivergent, intellectually disabled, and second-language speakers.

Multilingual access: Consider including sign language, cultural translation, and other community languages in promo materials.

Translate access info, not just general info.

Video accessibility: Any marketing videos should include closed captions, audio descriptions, and transcripts.

Accessibility icons: Use a standardized set of accessibility icons (wheelchair, low vision, audio-described, sensory-friendly, sign language interpreted, etc.) to visually reinforce access options.

Share available accessibility supports and services from the beginning of the marketing process - what is automatically available (ie: Captions, Sign Language Interpretation, quiet/low sensory space, physical access, Assistive Listening Devices, etc) and how/when to ask for access supports/accommodations not listed.

Ensure marketing and registration materials are accessible - contrast, alt text, font and size, screen reader friendly.

Event schedule available in advance in a digital format. 

Transition time for navigating to different spaces and processing information between workshops or speakers (15 mins minimum between events happening in different spaces).

Opportunities for peer connections in advance of conference or event.

Make sure that the event ends in time to ensure public transport connections.

Alternatives to lines and cues for those who are unable to stand for long periods.

Food delivery to tables, as needed.

Alternative communication support (ie: for participants who are non-speaking or are second language learners). 

Food allergies (ask in advance and avoid severe allergens in menu planning).

Menu options provided in advance.

Cultural accessibility: Consider access for non-local cultures, international greetings, and culturally respectful food.

Provide N95 masks and hand sanitizer.

Consider offering virtual attendance options.

Utilize air filtration (as possible).

Build in opportunities for movement and brain breaks.

Monitor sound levels and warn for loud noises.

Avoid flashing lights or images/videos.

Grips and handles for varied dexterity (for use of utensils, art making materials, etc).

Digital access to all materials with alt text embedded in images (screen reader friendly).

Large print versions of materials available.

Braille as requested.

Fidgets and noise cancelling headphones available.

Chairs available in all spaces, including wide heavy-duty chairs.

Include captions and audio description on videos.

Assistive Listening Devices available.

Provide an induction loop for hearing aids.