When you send out the invitation or notice, include a welcome message to let invitees know they can contact the planner regarding accommodations.
Your message might include a disability accommodation statement, as well as contact information for the event planner and on-site event coordinator.
Another approach is to include a checklist in your meeting RSVP.
Pre-registration for an event provides an opportunity for event planners to provide important details about the event. A comprehensive description of the event, including location, environmental conditions, services available, etc. will help participants determine what types of accommodations may be needed. Information that is helpful to know includes the distance to parking areas, the availability of transportation services, whether the venue is air-conditioned, if assistive listening devices are available, scooter or wheelchair availability, and the availability of food options for persons with food allergies.
If an event includes overnight lodging, the event planner should investigate the accessibility features of the lodging.
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