Accessible Conferences and In-Person Events
Conferences and In-Person Events
NAACA believes that communication access at conferences and events means that people who use AAC have the supports and accommodations they may need to:
- Register and submit proposals for sessions.
- Navigate conference/event information (digital and/or hard copy).
- Present and participate at in-person sessions, poster sessions, meetings, and online and social events.
- Socialize and communicate with other conference delegates.
- Access local businesses and services in the vicinity of the conference/event.
- Provide ISAAC with feedback on their accessibility experiences.
Accessibility Legislation
Countries have different laws about accessibility. For example, the ISAAC Conference Cancún was located in Mexico and the following accessibility legislation applied:
- Inclusion of Persons with Disabilities (2011).
- United Nations Convention on the Rights of Persons with Disabilities (CRPD) (2006) .
- Ley General de Inclusión de las Personas con discapacidad (México).
- Ley General de Turismo en México (Artículo 18, 19 y 44).
Regardless of local accessibility legislation, NAACA encourages communication accessibility at all conferences, meetings, and events.
The following resources and guidelines were developed by NAACA to promote accessibility at the ISAAC Cancun Conference in 2023.
Content
Scroll down the page to see the following information or click on each link to go to that page.
Accessible businesses and services
Presenter(s) who do not use AAC
Summary of accessible conferences
Physical access to the venue
The following are just some examples of considerations for physical accessibility to outdoor and indoor spaces:
- Is the conference venue and outside space physically accessible in terms of meeting rooms, elevators, washrooms?
- Will conference meeting rooms be accessible in terms of wheelchair spaces, tables that allow wheelchairs to fit under them?
- Are there quiet spaces for rest?
- Is there appropriate/adequate lighting?
- Are there accessible hotels and other accommodations in the area?
- Are there charging stations for communication devices, and/or power mobility?
- Is there a Help Desk for accessibility issues?
- Is there a list of accessible restaurants, public areas and entertainment venues in the area (e.g. services that have been provided with communication access information/brochure or training)?
- Is there information about accessible transportation in area such as buses, taxis, para transport, local and to and from airport?
- Is there accessible emergency information? (e.g. ambulance, hospital, fire department, police)
- Is there accessible parking?
Accessibility supports
In addition to physical access to spaces, AAC participants may want other types of accessibility support. For example:
- Is there an option to request personal attendant services provided by the conference (female and male)?
- Is there a reduced rate or no rate for a personal attendant service provider, interpreter or communication support person?
- Is there an option to request a sign language interpreter, or a communication assistant, if needed?
- Are there assistive hearing facilities?
- Is there the option to request handouts and written information in alternate formats?
- Will service animals be allowed and will there be drinking and relief areas?
Accessible businesses and services
Prior to the conference, NAACA-trained AAC ambassadors and their support persons are to prepare businesses and services in the vicinity of the conference venue to welcome, respect and communicate with AAC participants. NAACA provided two types of information sharing.
- Community Business Visits. Community visits were made to local stores, coffee shops, tourist attractions, bars, restaurants, take-outs, entertainment venues, etc. The AAC user ambassadors used a script that informs the business about the ISAAC conference, people who use AAC and basic points for friendly communication. The business or organization was given a NAACA brochure and communication symbol to display to welcome people to their facility.
- Group Information Sessions. Some groups needed more formal trainings such as the convention centre, social event location, hotels listed for the convention, healthcare facilities, emergency services, transportation services, police, etc. For these sessions, the ambassador teams used a set of slides, the NAACA video, brochure and communication symbol. Depending on the group and time available, the following topics included:
-
- ISAAC Conference.
- People who use AAC.
- Communication methods that people use.
- Communication Access video.
- Common problems that people who use AAC can experience communicating in services.
- Dos and Don’ts when interacting with a person who uses AAC.
- Personal stories.
Registration process
The conference organizer can facilitate accessibility at registration by:
- Providing a link to the accessibility features web page that informs registrants about the accessibility features provided at the event and how to use them.
- On the registration form, asking registrants to identify any additional accommodations they need to present or participate in the event and stating whether or not these supports will be provided by the conference organizer. For example, sign language interpretation, real time captioning, communication assistance, attendant support services.
- Having a process to respond to accessibility requests that may or may not be accommodated.
- Including a way for registrants to identify that they will be bringing their own essential support person with them and stating whether or not the conference fee will be waived for personal support persons.
Session Moderator/Chairperson
The moderator or chair person of an in-person session can facilitate accessibility by reminding people to make the session accessible to all by:
- Slide to be read aloud by moderator/chair person prior to presentations and meetings: https://isaac-online.org/wp-content/uploads/Communication-Access-Slides.pptx
- Using respectful language.
- Reading aloud the text on a slide.
- Describing graphics and videos shown.
- Providing opportunity and time for communication.
- Refraining from talking when an AAC user is generating a message.
Presenter(s) who do not use AAC
Presenters of a session can facilitate accessibility by:
- Showing and reading the accessibility slide.
- Using inclusive and respectful language.
- Waiting for the sign language interpreter, if required, before beginning the presentation.
- Facing the audience so people can see and hear the presenter.
- Speaking at a normal rate, neither too slowly nor too quickly.
- Captioning videos, if using.
- If using slides:
- Using a sans serif font that is at least 22 point.
- Using a light-coloured background with dark text.
- Using a PowerPoint theme to structure the presentation, with only short sentences and/or bulleted phrases (about 4 lines of text/40 words per slide).
- Describing all meaningful graphics (such as photos, images, charts, and illustrations).
- Addressing all the information shown on your slides.
- Using felt tip markers free of scents and solvents and replacing the cap when not in use.
- Using lasers to point only and avoid wiggling the light around the screen.
- If asked a question by someone not using a microphone, repeating the question into the microphone.
- Allowing sufficient time to receive questions from participants who use AAC and to answer their questions.
Presenter(s) who uses AAC
Presenters who use AAC can facilitate accessibility by:
- Show and read the accessibility slide.
- Informing the organizer of the event about additional accessibility requirements they may need.
- Determining how best to communicate during the presentation and question/answer period such as:
- communication device.
- someone to read their prepared presentation.
- using an audio recording of their presentation.
- using a communication assistant to read their AAC board.
- If using slides:
- Using a split screen (one to show the slide and one showing the text of what is being spoken using a device).
- Using a light-coloured background with dark text.
- Using a PowerPoint theme to structure the presentation, with only short sentences and/or bulleted phrases (about 4 lines of text/40 words per slide).
- Describing all meaningful graphics (such as photos, images, charts, and illustrations).
- Addressing all the information shown on the slides.
- If using a communication device, consider:
- Programming the device ahead of time.
- Backing up your presentation on a USB drive.
- Timing the presentation.
- Checking for clarity in terms of rate of communication and pronunciation.
- Ensuring the device is fully charged.
- Bringing a second battery, if you have one, or having the means to connect your device to power source.
- Positioning a mic to pick up your speaker and requesting more mics if you choose to also speak and/or use a communication assistant.
- Accompanying speech output by showing text on slides, and/or using a split screen.
- Giving a printed copy of your presentation as a handout.
- Deciding if you want to present from a podium or table.
- Deciding how to advance slides via accessible remote control or assistant.
- Allowing sufficient time to receive questions from participants who use AAC and to answer their questions.
- Engaging a communication assistant if using a communication board.
- If using a communication assistant:
- Ensuring the assistant understands that they do not add content to the presentation, unless they are a co-presenter.
- Telling the audience what the assistant will do. For example, repeat what the presenter has communicated if someone does not understand.
- Picking an assistant who has a clear speaking voice.
- Asking participants to direct questions to the presenter, not the assistant.
Handouts
Provide options for alternate formats (large print, electronic copy, accessible PDFs, compatible with screen readers, etc.).
Read Making Accessible Documents.
Summary of accessible conferences
Read Making ISAAC Conferences Accessible (English and Spanish).
Feedback
Include a section to solicit feedback on the accessibility of the conference such as venue, surrounding environment, accommodation, meetings, presentations and digital/printed information.
