Knowing your audience is critical to ensuring that meeting room layouts, menus, and other elements of the event will allow every participant to fully engage. Make sure your registration materials and forms ask specifically about your audience's needs and accommodations. See the sample below:
To successfully participate in this event, which of the following will you need?
[ ] None - I do not need any modifications to participate
Materials provided in:
[ ] Standard print
[ ] Large print
[ ] Braille
[ ] Electronic Files (formats may include PDF, Word, Text, and Excel)
Communication formats / aids:
[ ] American Sign Language (ASL) interpreting
[ ] Other type of interpreting (please specify; e.g., tactile interpreting): _______________
[ ] CART (Communication Access Realtime Translation)
[ ] Transcripts
[ ] Assistive listening device
I use the following assistive mobility device: ______________
I will be accompanied by a service animal: _____ YES _____ NO
I will be accompanied by a personal assistant: _____ YES ______ NO
I have the following dietary restrictions:
[ ] None
[ ] Vegetarian
[ ] Vegan
[ ] Organic
[ ] Kosher
[ ] Gluten-free
[ ] Dairy/Casein-free
[ ] Sugar-Free
[ ] Other: ________________________________________________________
[ ] Food Allergies/Intolerances (please list): ________________________________________
Other accommodations: _________________________________________________
If meeting planners have questions, the best way to reach me in advance of this event: _______________________________
As attendees to our conference may experience multiple chemical sensitivities, please refrain from wearing all perfumes and use fragrance-free, unscented personal care products for the duration of our event.
Pre-event communications, including promotional and registration materials, should disclose any plans to use flash photography, strobe lights, loud/amplified noise or music, or fireworks. Theatrical fog, chemical air fresheners, and other smells added to spaces can make them inaccessible to those with multiple chemical sensitivities (MCS) or other intolerances.
Keep in mind that every component of your event should be accessible to ALL participants. Make sure pre- or post-event optional tours, social activities, or recreational opportunities are inclusive as well. If an optional activity is not fully accessible, disclose those details in advance so individuals with disabilities have the information needed to determine their interest and ability to participate.