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Category
Task
Status
Owner
Stage
Due date
Notes
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BudgetGet accessibility budget approved Not startedNomPost-event7/3/2024Incorporate accessibility costs into the overall budget, including sign language interpreters and captioning services.
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BudgetConsider adding Accesibility Sponsorship options to Sponsorship ProspectusNot startedNomPre-eventm/d/yyyy- Create an accessibility sponsorship add-on
- Alternatively, try to incentivize the deaf attendee's employer to pay for the interpreters and offer to list them as an official event sponsor.
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WebsiteSet up a dedicated email address for accommodation requestsNot startedNomPre-eventm/d/yyyyCreate a dedicated email address (e.g., accommodations@) to signal you take this seriously.
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WebsiteClearly state the availability of accommodations on the registration and CFP pagesNot startedNomPre-eventm/d/yyyySuggested language: Interested in attending or speaking but require special accommodations? Please inform us about your specific needs through the registration or CFP form, and we will make every effort to provide the necessary support. For accommodation-related questions, please reach out to accommodations@yourevent.com.
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WebsiteCollect accessibility needs on all relevant formsNot startedNomPre-eventm/d/yyyyEnsure you are gathering accessibility requirements on the event website, registration, and call for papers (CFP) forms. Include a field asking if accommodations are needed (yes/no) and a free-form text box to specify. Everyone’s needs differ; it’s hard to discern from a fixed form/dropdown.
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MiscMonitor forms for accommodation needs and clarify as necessaryNot startedNomPre-eventm/d/yyyyNotes
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WebsiteInclude accessibility info on program pagesNot startedNomPre-eventm/d/yyyyCommunicate whether captioning will be provided and in which language. Also, mention that interpreters will be available upon request if requested in advance, and specify in which sign language (e.g., American Sign Language, International Sign Language, etc.).
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CoordinationAppoint a Disabilities CoordinatorNot startedNomPre-eventm/d/yyyyAssign a coordinator to manage accommodations, including communication with attendees, speakers, facilities, and other event organizers.
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InterpretersDetermine sign languages needsNot startedNomPre-eventm/d/yyyyDetermine appropriate sign languages for interpreters and session captions (e.g., ASL for North American, IS and host country-specific sign language for European events).
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InterpretersHire interpreters/interpreter agencyNot startedNomPre-eventm/d/yyyy- Learn why interpreters are needed
- Interpreters are most needed to facilidate discussion during networking and Q&A.
- For highly technical sessions, use captions (on screen!)
- Consider having interpreters on stage for the keynotes.
- Provide interpreters upon request but have extras on call in case of last minute registrations
- Work with interpreter agencies and provide guidelines for a comfortable working environment.
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InterpretersConnect attendees with interpreters to discuss communication needsNot startedNomPre-eventm/d/yyyyFacilitate introductions between deaf/hoh attendees and their interpreters before the event.
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CoordinationConnect deaf/hoh attendees and speakers prior to the eventNot startedNomPre-eventm/d/yyyyProvide a way for deaf/hoh attendees and speakers or people with other disabilities to connect for peer support and potentially pool resources (e.g., an event Slack channel).
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CoordinationSchedule a pre-event walkthrough for attendees with disabilities and their interpretersNot startedNomPre-eventm/d/yyyyLearn why walkthroughs are important + two first-hand accounts
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DHH speakersConnect speakers with interpreters ahead of time so they can share speaker notes and discuss details before the showNot startedNomPre-eventm/d/yyyyLearn why deaf/hoh speakers will need additional prep time
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DHH speakersFacilitate dry runs for speakers needing interpreters, caption monitors or other accessibility featuresNot startedNomPre-eventm/d/yyyy- Knowing what the talk is about will help provide much more accurate interpretation services.
- Agreeing on a shared vocabulary for on-stage communications will enhance communication efficiency.
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InterpretersEnsure proper lighting and interpreter stagingNot startedNomPre-eventm/d/yyyyKeynote rooms tend to be dark, with a bright spotlight on the stage. If interpreters are provided off-stage, consider adding frontal or overhead lighting in the interpreter seating area.
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CaptionsProvide captions at the top of the screen for all sessionsNot startedNomPre-eventm/d/yyyy- Ensure accurate and timely captions are available for all sessions (the quality of tools varies vastly)
- Consider positioning captions at the top of screens for better visibility.
- Leave content on the screen longer by adding more than one line to help people who rely on captions but also want to look at the presenter/visuals being presented.
- Learn why this is important
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InterpretersEnsure interpreters are available for networking sessions and informal eventsNot startedNomDay ofm/d/yyyyNetworking is the most important aspect of attending conferences, especially if you have captions on screen. Learn why it's so critical and what deaf/hoh attendees are deprived of if they can't communicate with other attendees.
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MiscReserve front-row seating for deaf/hoh attendees and provide comfortable chairs for interpretersNot startedNomDay ofm/d/yyyySome deaf attendees lip-read, so be sure to provide front-row seats.
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CoordinationSet up an accommodations desk and/or communication channel for accommodation requests and assistanceNot startedNomDay ofm/d/yyyyWhere attendees can ask questions, request changes, or get an interpreter spontaneously, if available. Be sure to staff it with people familiar with deaf/hoh needs and have assistive technology available to assist with communication when needed.
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MiscProvide microphones for speakers and audience questions, even in small roomsNot startedNomDay ofm/d/yyyyHard of hearing attendees or speakers will struggle to hear the question without a microphone, and the captions tool won’t be able to capture it either. If you can’t provide a microphone for audience questions, have the speaker or someone else repeat the question in the microphone, “This person was asking …”
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CoordinationCreate a designated meeting area for deaf/hoh attendees to connect and coordinate with interpretersNot startedNomDay ofm/d/yyyyNotes
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CaptionsManually enable 'Auto Captions' for uploaded videos of the presentationsNot startedNomPost-eventm/d/yyyyNotes
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MiscWhenever interpreters are provided for sessions, include them on recordings Not startedNomPost-eventm/d/yyyyIf you record your sessions, be sure the interpreters are on screen so deaf attendees can benefit from your accessibility effort even when watching them on-demand.
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CoordinationTake attendee feedback on interpreters and accessibility
Not startedNomPost-eventm/d/yyyyNotes