As a conference planner, how can I create a conference that is accessible to all?

Miguel Ramos

There are two broad categories to consider when planning a conference: the facilities being used, and the attendees themselves.

Another long-term consideration centers around the makeup of the team planning the conference – how diverse and inclusive is it? By focusing on making the event planning team representative of the diverse audiences it serves, engaging in ongoing training, and iteratively adjusting its processes, all constituencies will be better accommodated, and outcomes improved.

For facilities, the following considerations should be addressed:

ADA requirements (elevators, ramps, door sizes, etc.)
- Ensure the space is large enough. Plan for wheelchair-accessible seating and paths throughout the space. Provide a variety of seating and table options. Confirm emergency protocols and request changes needed for people with disabilities.
- Ensure you know a building/venue is ADA approved and functional - not all buildings and venues are due to historic preservation, and even if they are, it may be via very complicated methods like lifts, added ramps, or via back hallways and service elevators. Be sure to ask and look at how ADA compliance is met in the facilities you contract with.
The availability of assistive devices (wheelchairs, ASL interpreters, etc.)
For meetings and session rooms, provide space and clear paths in and out of the room. Include space at tables with no chairs that are reserved for mobility. Additionally consider the location of these seats in the event of evacuations. Are they close to exits or a clear path to an exit?
For varying hearing and visual abilities, reserve seating at the front of the room, provide lower third, individual monitor, or personal device captions, and ASL translation when possible. Additionally having large font print options for publications, or the ability to scale font in electronic tools is also helpful, as is providing descriptive text or audio.

For attendees, the following considerations should be addressed:

For Neurodivergence, over stimulation, and light sensitivities be mindful of effects, noises, and level of occupancy. If you have a high-level production with lots of lights, sound, and large crowds it is advised to provide an alternative viewing environment where the main stage is broadcast into a room that does not have direct impact of these stimuli. Additionally, it is always good to provide a “quiet room” that individuals can go to that is calm and comfortable to help attendees reset and feel safe if needed. Headsets and other features can be helpful as well.
When providing buses or other modes of transportation ensure that you have vehicles that can accommodate wheelchairs and other mobility aids.
Ensure that onsite staff and any team members who interact with attendees have sensitivity training. Know how to approach, talk, and interact with the diverse population of all attendees. This will go a long way towards ensuring all your participants are feeling welcomed and comfortable with the environment you have created. It is also good to see if the venue staff have been provided with any training like this and even consider including them in this training if possible. This is especially important with hotel front desk teams as they are often the first interactions of guests as they arrive.
Engage with the communities you are hoping to provide access to. Identify what access is to them and what creates a welcoming and accessible environment for meetings, so that attendees do not need to ask if features will be included in the event to make it welcoming and accessible.
Any information or materials offered online need to be accessible and should conform to WCAG guidelines.
Compile and send conference materials in various formats (transcript, audio, slides) so all attendees can access reference materials.

As a conference planner, how can I create a conference that is accessible to all?

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