It’s easy to treat accessibility questions as just another item on a conference registration form. But have we really thought through what we’re asking, and whether we’re covering all the bases?
For meeting and incentive planners, accessibility goes beyond the minimum requirements outlined by laws like the Americans with Disabilities Act (ADA). It means looking at the entire program and considering where an attendee with disabilities might run into a problem.
For one thing, can everyone manage the airport transfer? Is the hotel room suitable for someone with mobility challenges? What about the offsite dinner, the walking tour or the group excursion? A program that works perfectly for some attendees may present real obstacles for others.
When communicating with attendees, start with a simple, open-ended question: Do you have any accessibility requirements or accommodations we should arrange to ensure your full comfort and participation in the program?
From there, consider some of the needs that might otherwise get overlooked:
- Mobility: Accessible guest rooms, step-free routes, wheelchair-accessible transportation and assistance getting around venues.
- Hearing and vision: Captioning, sign-language interpreters, assistive listening devices or presentations in accessible formats.
- Medical needs: Refrigeration for medication, access to power for medical equipment or other practical arrangements.
- Sensory needs: A quiet space, advance access to schedules or presentations, or consideration of lighting and noise levels.
- Offsite activities: Accessible transportation, suitable routes and venues, and alternatives when an activity isn’t appropriate for everyone.
Helpful, Not Intrusive
There’s also a right way to ask. Planners generally need to know what accommodation someone requires, not their diagnosis. Give attendees a private way to share their needs, and don’t make assumptions about what they can or cannot do.
Also, don’t wait until the week before the event to ask. Some arrangements take time, whether it’s securing the right guest room, booking an interpreter or finding suitable transportation. The earlier planners know, the more options they have.
One final reminder: Don’t take a supplier’s word that a venue is accessible without asking what that actually means. Check the details, including those for offsite activities, and make sure the arrangements meet your attendees’ needs.
These questions may seem obvious or boilerplate, but ask them anyway. The answers can make a real difference in someone’s ability to participate.
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