Access and accommodations

Pre-conference

Provide a listing of accessibility accommodations and give space for attendees to share any additional needs during the registration process
Invite attendees to share pronouns during the registration process
Gather dietary needs, including food allergies, during the registration process
Make presentations and handouts available for download via the conference app provided by Swapcard
Ensure a conference venue map and general room set-up will be available for download via the conference app
Offer networking tips available for download via the conference app
Provide presenters with tips including guidelines for organization, design, deliverability and accessibility of their presentations
Provide scholarship opportunities for members of underrepresented groups and emerging leaders
Provide scholarships for Career Accelerator program participants
Provide discounts for presenters and Tessitura community chairs

On site

Work with hosting venue to offer gender-inclusive restrooms whenever possible
Provide a lactation room equipped with a mini-refrigerator
Make conference map printouts available on-site
Provide agendas in large-print format on request
Provide large-print signage when signage is required
Provide various seating needs throughout the conference, including:
- Mixed seating (e.g., theatre, classroom style) in general session and breakout rooms whenever possible
- General reserved seating in general sessions and breakout rooms for anyone with accessibility needs
- Personalized reserved seating in the general session and breakout rooms if requested at or before check-in
Share conference information across multiple channels (conference app, general session announcements, printed materials, etc.)
Address dietary and accessibility accommodations requested during the registration process, including:
- Providing meal options for a wide range of dietary needs
- Making sign language interpreters available if requested
- Providing discounted registration rates for personal care aides (support companion, caregiver) upon request
- Offering staff assistance with meals if requested
Provide live captioning during all general sessions
Require presenters to use PowerPoint’s real-time, automatic captioning in breakout sessions, and provide instructions
Reduce crowd noise where possible or provide alternative space by:
- Pulling additional airwalls during community discussions to absorb sound and reducing the number of discussion circles per square foot
- Lowering volume of music in general session room
- Provide quiet tables at all networking events and meals
Provide a quiet room

Conference programming

Assign experience levels to all sessions to help with session selection
Integrate conference content into ongoing community events
Incorporate presenters, artists and topics from underrepresented populations
Open each conference with a Land Acknowledgement and/or Welcome to Country by a local elder
Provide opportunities for speakers to visit session rooms in advance of presenting

Safety & wellbeing

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