conference and event accessibility policy

[deborahgu]

The W3C should have an accessibility policy for conferences, workshops, meetings, and any other live events. It should cover:

• hotel selection
• venue selection (including bathrooms, ramps to speaker spaces, etc.)
• documenting
  • transport
  • accessible routes
  • outlets for charging powerchairs, ventilation machines, etc.
• speaker policies
  • hand-held microphones for questioners
  • pre-providing digital materials
  • accessible digital materials for within the conference
  • describing slides while talking
  • whether support is available for speakers to help make accessible materials
• Hearing assistance:
  • CART or other transcription
  • sign interpretation
  • induction loops
• a fragrance / smoke policy
• having a low-stimulation space
• color communication badges
• service animals
• funding, space, and meeting admittance for aides
• dietary needs
• whether remote/virtual attendance is allowed
• whether there is funding available (whether for speakers, event organizers, or attendees) to help support any of this, and if so, how to apply for it.
• checklist, contact people for help, and documentation for meeting organizers
• accessibility point of contact both before and during the event

Good resources:

• ACM's conference guide for the special interest group on accessible computing
• color communication badges
• list of conferences and cons with accessibility policies (Starts with cons, but with professional conferences at the bottom.)

[jeffjaffe]

Please work with @alexandralacourba who is responsible for events for W3C.

[brewerj]

I will assess our resources on the different items listed here and report back, to sort out next steps. On communication accommodations, Dom and I are working on a proposal. For presentations and events, this resource is available: https://www.w3.org/WAI/teach-advocate/accessible-presentations/

[TzviyaSiegman]

@brewerj and @alexandralacourba can this issue be shifted to the Team? Should it remain open for reference?

[TzviyaSiegman]

https://www.w3.org/TR/remote-meetings/ covers remote meetings.