HOW TO MAKE YOUR CONFERENCE ACCESSIBLE – AND WHY YOU SHOULD CARE!

CARPETS

Solid surfaces like polished concrete or varnished wood floors could cause a hazard for people who are ambulatory but unsteady on their feet. They are slippery, especially if liquids were spilled.

Yes, carpets are generally a better solution. However, carpet should have high density, low cut pile. Otherwise it acts a bit like quicksand for wheelchair users who have to work a lot harder to move from point A to point B.

HALLWAYS

Hallways should be wide and clear of obstructions. This will help mobility for wheelchair users, but also for people with sight impairments, particularly if they use a cane for mobility.

DINING HALLS

If you offer meals, such as lunch, plan the layout of the dining hall carefully. Ensure there is enough space between the tables (including with people seating at chairs) for a wheelchair user or someone using a guide dog to be able to navigate through. Otherwise you risk forcing people with limited mobility to sit near the doors, or be unable to reach the buffet table.

The round tables and chairs in the photo are for a presentation, but imagine if they were setup like this for a dinner – No room to move around. Photo by William Boyes. CC SA-By 2.0

Are you organizing dining “tribes”, or interest group tables? How are you going to deliver that information to attendees with visual impairments? How will they know which table might host a tribe they relate to? You could make an an announcement with offer to direct people could be made, or a listing of the available tribes could be provided on the website, again with an offer to have a volunteer direct people to the right table.

EVACUATION PLANS

When you talk to the facility manager about the evacuation plan, discuss with them what their procedures are to evacuate people with disabilities. Share that information with your attendees.

How have you made your conference more accessible for all people?

If you are interested in learning more about Accessibility for Ontarians with Disabilities Act (AODA) or how to make accessibility a natural part of your business through the application of Corporate Social Responsibility, please contact Sandra Broekhof @ 416-579-1035 orsandra_broekhof@sympatico.ca

HOW TO MAKE YOUR CONFERENCE ACCESSIBLE – AND WHY YOU SHOULD CARE!

CONFERENCE ROOMS

Are the presentations held in amphitheater style rooms? Or in large meeting rooms? Are there stages in the rooms?

If you have presentations in amphitheater, ensure there are spaces available for a wheelchair user to “park” themselves to follow the presentation. Ensure entrances to the amphitheater aren’t at the high end of the room, and if they are, that there is a low gradient ramp to be able to go down. Avoid placing the wheelchair seating area at the back of the room only.

If you are using large meeting rooms with rows of removable seats, make sure to leave enough space for wheelchairs to move around. Avoid people over crowding the room. It can be difficult to gauge how popular a specific presentation will be, but if you are able to get a feel for how each presentation will be attended (from historical data for instance), avoid scheduling a popular presentation in a smaller room.

If the presenter is expected to speak on a stage, is there a ramp or level entry to get on the ramp. If there isn’t, find another room for wheelchair using speakers. Don’t offer to lift them and their chair bodily up on stage. It is neither dignified nor safe!

BATHROOMS

Are there accessible bathrooms near the conference and dining rooms? This includes having stalls large enough to permit a wheelchair to go in, as well as sinks and taps that can be reached from a wheelchair.

Accessible bathrooms should be in near proximity, but sometimes accessible bathrooms are only available on different floors of the venue than the one where the conference is being held. If that is the case, ensure appropriate signage and information so people who need accessible toilets will know how to get to them.

Also, in the housekeeping address to attendees, it’s worth reminding people to avoid using the accessible stall. It’s not unusual for wheelchair users to be stuck waiting for people who could have used a different stall.

How have you made your conference more accessible for all people?

If you are interested in learning more about Accessibility for Ontarians with Disabilities Act (AODA) or how to make accessibility a natural part of your business through the application of Corporate Social Responsibility, please contact Sandra Broekhof @ 416-579-1035 orsandra_broekhof@sympatico.ca

HOW TO MAKE YOUR CONFERENCE ACCESSIBLE – AND WHY YOU SHOULD CARE!

NAME BADGES

The purpose of a name badge is to identify people easily. As such, it should be easy to read! You should use a large, easy to read font. Sans serif fonts are generally regarded as a good choice. Make the name stand out and contrast well – avoid grey on grey! A font size of 18 points or bigger if you can make it fit would make a difference.

It’s not just people with sight impairments that will thank you – but all of us who have tiring eyesight from staring at computer screens all day!

VENUE

Is your venue accessible? This topic also could be a post on its own. But here are some possible barriers to consider when selecting a venue, or to address if you’ve already selected a venue that is not as accessible as it could be. For in depth information, albeit very dry, refer to the ADA Standards. A shortened checklist (PDF) could be used as a reminder when visiting venues. . Don’t automatically assume that the venue is accessible because it often holds conferences! Things are getting better, but there’s often issues.

ACCESSIBLE ROUTE

Are there steps to get into and through the venue? If so, is there an alternate way to get in and around? For example, there was a conference that was held in the lower level of a large hotel. Attendees reached the conference rooms by using an escalator. A wheelchair lift had been installed recently, but it was kept locked so children couldn’t play in it. People with reduced mobility needed to find a staff that knew where the key was. This routinely took between 15 and 20 minutes each time. This is sub optimal.

REGISTRATION DESK

How high is the registration desk? Is it a regular table, or a taller reception desk? If it is a high surface, offer an alternative location for wheelchair users or people of short stature to be able to interact with staff/volunteers.

 

How have you made your conference more accessible for all people?

If you are interested in learning more about Accessibility for Ontarians with Disabilities Act (AODA) or how to make accessibility a natural part of your business through the application of Corporate Social Responsibility, please contact Sandra Broekhof @ 416-579-1035 orsandra_broekhof@sympatico.ca