Conference Venues Near Me

Conference venues near me that provide accessible facilities

As a conference venue and conference organiser its paramount to take care to create accessible events. An accessible event benefits the individuals with visible or known disabilities.

It also helps ensure that all participants/attendees, including individuals with non-obvious disabilities and/or chronic health conditions are able to fully engage in the program.

Its important to ask conference delegates

Checklists are a great way of asking delegates about their conference participation requirements. This checklist can be sent when replying to the delegate. For example “I will need the following accommodations to participate in the event”

• Assistive listening device
• Captioning
• Reserved front row seat
• Large print
• Advance copy of slides to be projected
• Wheelchair access
• Wheelchair access to working tables throughout the room
• Scent free room
• Lactation room
• Gender neutral bathroom
• Diet restrictions list

Asking the questions is one thing its important to make sure you follow up on all requests received. If it appears you will be unable to meet a specific request, follow up with the individual who made the request to determine whether an alternative arrangement can be made.

The importance of checking out a conference venue in advance

When inspecting your conference, meeting, event space look for these features

Visibility – Consider those with impaired sight

Outside and within the conference facility clear signage (identifying location and directions) is critical. Meeting spaces and adjacent areas should be well-lit. Where projection screens and projectors are used these should be visible from all seating positions. If there are positions with restricted view and visibility then these seats / positions should not be used.

Acoustics – Consider those with hearing impairment

There are numerous listening challenges in conference settings. Conference facilities, particularly those designed without assistive listening requirements in mind, can present a number of acoustical challenges. These include:

• Distance from the sound source or speakers
• Background noise (shuffling of papers, delegate chatter, catering noises from tea and coffee cups etc)
• Poor room acoustics that create excessive echo and reduce signal to noise ratio for example large venues with high ceilings
• Need to interface with other audio-visual equipment (for example teleconference equipment or translation equipment)
• Need to quickly install and break-down audio equipment in different areas (portability and interoperability)

All of these issues combine to make it difficult for hearing-impaired individuals (even those with hearing aids) to participate and contribute to discussions taking place within the conference main stage and other areas within the venue.

Hearing Loops / Induction Loops

A hearing loop (AKA an audio induction loop or telecoil system) is an assistive listening system for use in an auditorium where conference participants with hearing aids that have ’T-coils’ are automatically ‘tuned in’. The sound is transmitted to the listeners through a cable that runs around the perimeter of the coverage area. The hearing loop provides a wireless signal that is picked up by compatible hearing aids or cochlear implants.

Although hearing impaired participants may have hearing aids, the hearing aids themselves are often not enough to ensure that the message can be heard if there is significant background noise. This is because some hearing aids tend to amplify all sound —contributing to the problem

For larger areas is a public address (PA) system available. Where conference formats allow delegate participation are roving microphones in place so all delegates can hear questions and answers. Is it possible to limit unnecessary background music in specific conference areas. Is it possible to have delegate seating available near the presenter to allow for lip reading. ; availability of assistive listening devices. Is there well-lit space for an interpreter if needed?

Mobility – Consider those who may be in a wheelchair or have other mobility impairments

From having dedicated disabled accessible parking, as close as possible to the venue entrance, to being close to a bus stop for those using public transport. Brightfield Business Hub is a great example of a conference venue that fulfils this perfectly with wide flat paths from both allowing venue access.

Automatic entrance doors to allow easy access, accessible bathrooms on all floors and close to the main conference area. Lift access to all floors and wide doorways and aisles to accommodate wheelchairs / scooters. In the conference area it is important that no loose cables across walking areas.

Technology – Consider those who may need to use adaptive devices

Electrical outlets in accessible seating areas to accommodate devices, laptops, etc

Assistance Animals – Consider access and space for assistance dogs

Comfortable space for service animals to rest during event; accessible toileting and watering facilities nearby. Click here for more information

Conference Presentations

Presenters should be aware of a commitment to disability and inclusive events, and ask presenters to prepare and deliver their presentations with accessibility in mind.

Presenters should be provided with a checklist requesting that they:

• Submit presentation materials / content in advance so that they can be forwarded to individuals who may not be able to view screens or flip charts;
• Verbally describe visual materials (e.g., slides, charts, etc.)
• Have larger font printed copies available
• A good presentation practice is to avoid using small print on presentation slides that can’t be seen from a distance;
• Ensure speakers (including those asking questions) always use a microphone;
• Activate captions on any video used in the presentation;

Conference Venues Near Me – Summary

Contact Michelle Craig at Brightfield Business Hub on 01733 595885 or email Michelle Craig at arrange an appointment to see the wide range of conference and meeting rooms at BBH. Click here to have all your conference questions answered.

We have prepared these additional conference articles – Conference facilities, Conference rooms near me where we consider room layouts, Conference room hire questions to ask which identifies key questions and conference room rental issues or here for other disability information

For information on short term self storage facilities that are ideal for businesses click here