Purpose
To help the conference or event exemplify hospitality and provide equal access and full participation for all attendees.

Qualifications

• Familiarity with a variety of disabilities and accommodations.

• Attention to detail.

• Proactive, willing to speak up, and able to serve as an advocate.

Reports to: Event Chair, Conference Planning Committee

Duties

I. Prior to Event

1. Provide input on proposed meeting sites based on accessibility criteria.

2. Review and revise the Accommodations Request form (consider location-specific needs and lessons from past events).

3. Develop an Accessibility and Accommodations notice for pre-conference materials, including:

   • Potential barriers.

   • Directions to accessible entrances/parking.

   • Instructions to submit the Accommodations Request form.

   • Encouragement to check in at the Accessibility & Accommodations table at registration.

4. Review accommodation requests, correspond with registrants, and develop plans to address needs (e.g., signage, ASL interpreters, captioners).

5. Complete an on-site visit (if possible) to identify concerns, or review reports/photos if not possible.

6. Consult with planning committee on seating arrangements for meetings and meals.

7. Provide guidance to presenters on making presentations accessible.

8. Educate the planning committee and advocate for full inclusion.

II. During Event

1. Conduct a site review upon arrival to check for unforeseen barriers or safety issues.

2. Post or supervise signage directing attendees to registration, meetings, and housing.

3. Review transportation plans (shuttles, golf carts), ensuring pick-up areas are marked and have seating.

4. Verify accessibility set-up: assisted listening devices, gluten-free communion bread, accessible seating, etc.

5. Staff an Accessibility & Accommodations table at registration to provide:

   • Campus accessibility maps.

   • Shuttle schedules and details.

   • Information on available accommodations.

   • 24-hour contact information.

   • Introductions to support volunteers.

6. Stay alert for people needing assistance who have not requested accommodations.

7. Coordinate volunteers to assist with luggage, orientation, carrying trays, etc.

8. Make an announcement at the first plenary session explaining available accommodations and how to request them.

9. Staff the Accessibility & Accommodations table during plenary sessions (with volunteer assistance as needed).

10. Distribute and track assisted listening devices, ensure functionality, and keep extra batteries on hand.

11. Monitor workshops and meetings to ensure accessibility standards are followed.

12. Listen to concerns and troubleshoot accessibility issues as they arise.

13. Provide support (or assign volunteers) for participants needing additional assistance (meals, housing, mobility).

14. Gather feedback from participants who used accommodations.

III. After Event

1. Review findings from participant evaluations.

2. Submit an Accessibility Evaluation summarizing successes, challenges, and recommendations.

3. Update the Event Accessibility Set-up Checklist and related documents as needed.

By Deaconess Lynn Swedberg, updated 2/17/24