Requesting Accommodations for the Annual Meeting - Attend Events
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Melissa Harris Perry at AAA 2016
Melissa Harris Perry at AAA 2016

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Requesting Accommodations for the Annual Meeting

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Accommodations Protocol at the Annual Meeting

AAA strives to foster accessible spaces during the Annual Meeting. The Accessibility & Meetings Coordinator can help identify if current AAA accessibility protocols will meaningfully support your access needs or if additional accommodations are necessary. Examples of accommodation requests include ASL interpreters, sighted guides, reader and/or note takers, personal assistants, tactile interpreters, etc. 

At any point that you recognize you need to request accommodations for the Annual Meeting, please follow the below process to do so. Everyone who is interested in attending the AAA Annual Meeting is welcome to seek accommodations at any time in preparation for the meeting.

You are not required to disclose your disability (mobility, auditory, sight, sensory, etc.) or identity status (Disabled, Deaf, Autistic, Chronically Ill, Mentally Ill, etc.), but are welcome to do so if you believe this information will influence the later discussion surrounding your access needs and/or accommodation requests. 

Note: While requests are welcome at any time, please also recognize that requests will most effectively be supported if they are submitted as soon as possible, and where possible, before October 10, 2019.

How to Request Accommodations

Please submit your accommodation requests prior to October 10, 2019 so that AAA can provide the best services possible to meet your access needs.

  1. Identify the way you will request accommodations for the Annual Meeting.
    1. At time of Registration for the Annual Meeting
      1. Check the box that reads "I require accessibility accommodations."
      2. Use the text field below the check box to indicate any access needs you have.
    2. Via the Google Form. The Google Form is available at all times and can be after registration if accommodations and access needs were not necessary while registering for the meeting.
      1. Complete the form.
    3. Via Email to the accessibility@americananthro.org email
      1. Provide the information you believe is most important to receiving the best support possible.
  2. The AAA Accessibility & Meetings Coordinator will follow up with you, whether you requested accommodations via the meeting registration form, the Google Form, or email. In this follow up, they will discuss your needs and identify the best plan moving forward to provide your accommodations. This follow up will occur once the online program is available, but you are welcome to email the Accessibility & Meetings Coordinator earlier to discuss your needs sooner!
    1. Some accommodations may require that the Coordinator requests your desired schedule at the Annual Meeting to provide the appropriate accommodations. Time changes onsite are accommodated as resources permit, but cannot be guaranteed.
  3. The AAA Accessibility & Meetings Coordinator or another AAA Staff Member will meet you at the onsite registration table and review your accommodations with you and ensure you have access to the supports you need.
  4. If during the meeting you have any questions, comments, or concerns related to any accessibility practices or your accommodations, please feel free to call the Accessibility & Meetings Coordinator at (571) 483-1186 or contact them via email at accessibility@americananthro.org.

Request your accommodations and share your access needs by October 10, 2019 to receive the most effective supports possible. 

Accommodations Available Upon Request

Below are a few examples of what accommodations will be available upon request. Feel free to request accommodations outside of the options listed below as well.

Assistants

  • Sighted guide
    • There will be hotel and AAA conference staff who can orient you and direct you to rooms.
  • Reader/note taker
  • Personal assistant
    • If you require a personal assistant to help navigate the AAA Annual Meeting, AAA will register your assistant as a complimentary guest. Please email accessibility@americananthro.org to register your assistant (name, city, state, and e-mail address is required for the badge). The personal assistant will be issued full conference registration and can pick up their badge at the Annual Meeting in the advance registration kiosk.
    • If you need AAA to arrange for an aide to help you navigate the meeting, complete the Access Needs & Accommodations Request Google Form by October 10, 2019

Language Access

  • ASL interpreter
    • Attendees can request sign language interpreters for the AAA Annual Meetings. Please submit your request using the Access Needs & Accommodations Request Google Form by October 10, 2019
    • AAA is working with the Kyle Duarte Company to provide ASL interpreting services. The Accessibility & Meetings Coordinator will connect you with the interpreting agency to discuss your needs.
    • You will be asked to share which sessions you may be interested in so that interpreters can review the presentations and abstracts before the conference.
      • You are not limited to only attending those sessions. However, this gives the interpreters a chance to review the presentations and abstracts in order to properly prepare and provide excellent service. 
    • Interpreters are available for AAA scholarly times, plenary events, business meetings, and workshops. All additional events outside of this scope must be arranged with the Kyle Duarte Company separately at the individual's cost.
    • ASL interpreting is provided during meeting plenary and non-compete events (i.e. Opening Ceremony, AAA Business Meeting, CASCA Weaver-Tremblay Award and Address, and Presidential Address) and are available to AAA attendees who need them for the duration of the meeting.
    • On-site requests for interpreters can be made in the registration area; however, AAA cannot guarantee a sign language interpreter will be available to accommodate a request without advance notice.
  • CART captioner
    • Attendees can request CART captioning for the AAA Annual Meetings. Please submit your request using the Access Needs & Accommodations Request Google Form by October 10, 2019
    • AAA is working with the Kyle Duarte Company to provide CART captioning services. The Accessibility & Meetings Coordinator will connect you with the interpreting agency to discuss your needs.
    • You will be asked to share which sessions you may be interested in so that captioners can review the presentations and abstracts before the conference.
      • You are not limited to only attending those sessions. However, this gives the interpreters a chance to review the presentations and abstracts in order to properly prepare and provide excellent service. 
    • Captioners are available for AAA scholarly times, plenary events, business meetings, and workshops. All additional events outside of this scope must be arranged with the Kyle Duarte Company separately at the individual's cost.
    • ASL interpreting is provided during meeting plenary and non-compete events (i.e. Opening Ceremony, AAA Business Meeting, CASCA Weaver-Tremblay Award and Address, and Presidential Address) and are available to AAA attendees who need them for the duration of the meeting.
    • On-site requests for captioners can be made in the registration area; however, AAA cannot guarantee a CART captioner will be available to accommodate a request without advance notice.
  • Tactile interpreter
  • Signed English
  • Transliteration
  • Revoicer

Alternative Document Formats

Abstracts can all be viewed online from the Online Program. The final program is available in alternative formats to registrants who make such an advance request. Be sure complete the Access Needs & Accommodations Request Google Form or to connect with the Accessibility & Meetings Coordinator by October 10, 2019 if you require the final program in a different format. 

  • Accessible PDF
  • Large print
  • Braille
  • ASL

Equipment

  • Accessible room setup
    • Wheelchair accessibility
      • We have directed Convention Centre staff to make sure that meeting room chairs are arranged to ensure open spaces for attendees using wheelchairs both at the front and rear of rooms. We have asked participants to keep the aisles clear so that people can move freely.
    • If you require a specific meeting room setup based on your access needs, please complete the Access Needs & Accommodations Request Google Form by October 10, 2019.
    • Accessible stage ramp
    • Lower podium
    • Lower poster stand
    • Podium lighting
  • Assistive listening device
    • A limited number of assistive listening devices will be available, so they are available on a first-come, first-served basis. There is no charge for the use of these devices. This technology generally involves the installation of "transmitters" in the sessions you wish to attend. Sound is transmitted to headphones provided to the attendees. If you need an assistive listening device, please complete the Access Needs & Accommodations Request Google Form by October 10, 2019.
  • Due to the size of the AAA Annual Meeting, sessions are sometimes spread out and distances between sessions can be considerable. Some attendees may want to consider renting a scooter, wheelchair, or walker in Vancouver. AAA suggests the below options when considering mobility assistive devices for rent. You are responsible for renting any mobility assistive device you need.
    • SelfCare Home Health Products Ltd.
      • Rental motorized scooter
        • $324.50 CAD total (includes delivery, pick up, cleaning, and taxes)
      • Rental wheelchair
        • $197.84 CAD total (includes delivery, pick up, cleaning, and taxes)
      • Rental walker
        • $32.60 CAD (plus delivery, pick up, cleaning, and taxes)
      • Available to deliver and pick up to any hotel in the city, including one day early so equipment can be ready for your arrival and next day following your departure.
        • Must inform your hotel about this arrangement. 
      • A valid credit card is required upon reservation for any rental. SelfCare does not take deposits on rentals.
      • Preliminary Reservation Deadline for Equipment Rental:
        • Monday, September 23, 2019
      • Phone Number: (604) 872-5800
      • Office Hours: 
        • Monday-Friday, 8:30 am-5:00 pm PST
    • Scooter City
      • Rental motorized scooter
        • $195 CAD total (includes delivery and pick up)
      • Available to deliver and pick up to Vancouver Convention Centre or any hotel in the city.
        • Must provide contact information to Scooter City for drop off and pick up.
      • Direct inquiries to christine@scootercity.ca 
      • Toll Free Phone Number: 1-877-508-3322
      • Office Hours: 
        • Monday-Friday, 8:00 am-5:00 pm PST
  • Other navigation assistance
    • Please review the Online Program carefully and let us know if you may need assistance getting from one event to another due to long distances and short turnarounds.

Maps

  • Maps with all accessible conference building routes listed
  • Large print conference building map


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