ASAE Annual Meeting & Exposition 2017

August 12 - 15 Metro Toronto Convention Centre, Toronto, Ontario, Canada

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August 12-15, 2017

Toronto, Ontario, Canada

Metro Toronto
Convention Centre

Accessibility

It is the policy of ASAE to hold meetings, conferences and other professional events where barriers of any type do not exclude people from attending or participating.

Find information pertaining to access at ASAE Annual Meeting & Exposition below.

 

Visual Impairment

Use of Personal Assistant

Should you require an aide or personal assistant to help navigate the ASAE Annual Meeting, ASAE will register your aide as a complimentary guest. Please contact accessibility@asaecenter.org to register your personal aide (name, city and state is required for the badge). The badge for personal aide will be mailed to the attendee. Personal aides may attend sessions and access the exhibit hall, but are not able to earn CAE credits. If you need ASAE to arrange for an aide to help you navigate the meeting, request must be submitted in advance outlining specific type of assistance required. Email requests to accessibility@asaecenter.org or call 202.626.2888.

Final Program in Alternative Format

Be sure to contact accessibility@asaecenter.org at least three (3) weeks before the meeting if you require the final program in a different digital format.

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Mobility Constraints

Due to the size of the ASAE Annual Meeting, sessions are sometimes spread out and distances between sessions can be considerable. If you are a regular wheelchair user you should bring your chair with you.

Transportation

Shuttle service is available between the Metro Toronto Convention Centre and the hotels within the ASAE Annual Meeting room block. The accessibility contact with the shuttle services can provide you with transportation information.

Taxi Service for those with Mobility Constraints

Registrants with mobility issues who are unable to utilize ASAE shuttle buses or the on call accessible transportation option, may utilize cab service to and from official ASAE hotels and the Metro Toronto Convention Centre. ASAE will reimburse for taxi fares between official ASAE properties and event locations.

Submit all receipts to ASAE (c/o Krista LeZotte, Operations Department), 1575 Eye Street, NW, Suite 1100, Washington, DC 20005 no later than August 28, 2017.

Registration of Personal Aide/Companion

Should you require an aide or personal assistant to help you navigate the ASAE Annual Meeting, ASAE will register your aide as a complimentary guest. Please contact accessibility@asaecenter.org to register your personal aide (name, city and state is required for the badge). Badge for personal aide will be mailed to original registrant along with his/her attendee badge. Personal aides may attend sessions and access the exhibit hall, but are not able to earn CAE credits. If you need ASAE to arrange for an aide to help you navigate the meeting, request must be submitted in writing outlining specific type of assistance required. Email requests to accessibility@asaecenter.org.

Wheelchair Rentals

If you need a wheelchair while onsite at the Metro Toronto Convention Centre for Annual Meeting, please contact SCOOT-A-ROUND at 888.441.7575, extension x6234.  The cost for any scooter rentals will be billed directly to the attendee.


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Hearing Impairment

Sign Language Interpreters

Attendees can request a sign language interpreter for the ASAE Annual Meeting. Please email accessibility@asaecenter.org with this request.

Sign language interpreters are available for ASAE-sponsored education and events ONLY. All additional events outside of this scope must be arranged with the interpreter separately at the individual's cost.

CART

Communication Access Realtime Translation (CART) is a word-for-word speech-to-text interpreting service for people with a hearing loss or who would otherwise benefit from this accommodation.

ASAE can provide this service upon request. Please contact Ally Jenkins, Senior Manager, Conference at ajenkins@asaecenter.org or 202-626-2894 for more information.

Assistive Listening Devices

A limited number of assistive listening devices will be available. There is no charge for the use of these devices, available on a first-come, first-served basis. This technology generally involves the installation of "transmitters" in the sessions you wish to attend. Sound is transmitted to headphones provided to the attendees.

Please email accessibility@asaecenter.org if you are interested in obtaining a CART device.

Arrangements can be made onsite, but keep in mind that 24-hour advance notice is required in order to provide technicians with sufficient time to install the devices.

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Accessible Transportation and Housing

All ADA-designated hotel rooms in the official ASAE hotel block will be specifically set aside for individuals requesting them. These rooms are guaranteed.

Housing

Each year ASAE conducts a detailed accessibility survey of all official ASAE room block hotels. These surveys (completed by the hotels) provide information about accessible entrances, parking and drop-off areas and information regarding accessible public areas, guest rooms, meeting rooms, restaurants, hotel amenities, and assistive devices. Use this information to select the hotel that best meets your needs.

Make hotel reservations as early as possible as there are a limited number of accessible rooms available at each property.

Transportation

Shuttle Service

Shuttle service is available between the Metro Toronto Convention Centre and hotels in the Annual Meeting block, along with ASAE-sponsored events.

Accessible Transportation

Wheelchair accessible van transportation can also be scheduled upon request between official ASAE hotels and the Metro Toronto Convention Centre for attendees with mobility issues. Please email accessibility@asaecenter.org with this request. Phone numbers will be published on all shuttle signage, in the Onsite Program Guide and in the confirmation email. Please provide the shuttle company with advance notice of when and where you will need a pick up.

Taxi Service for those with Mobility Constraints

Registrants with mobility issues who are unable to utilize ASAE shuttle buses or the on call accessible transportation option, may utilize cab service to and from official ASAE hotels and the Metro Toronto Convention Centre. ASAE will reimburse for taxi fares between official ASAE properties and event locations.

Submit all receipts to ASAE (c/o Ally Jenkins, Operations Department), 1575 Eye Street, NW, Suite 1100, Washington, DC 20005 no later than August 28, 2016.

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Food Allergies

ASAE is diligent about handling food allergies for all ASAE events. Onsite, all food is labeled by the facility to provide attendees with potential allergens. Upon registration for ASAE meetings, please make sure to answer the question about specific allergies so that the registration system can capture your responses and specific information. Approximately three weeks before the meeting, ASAE will email all those who have marked specific allergies in the registration process full menus at all ASAE-sponsored events.

ASAE's goal is to have a varied menu to appeal to the majority of attendee's dietary needs.

Please email accessibility@asaecenter.org for more information or to ask specific questions about your allergy.

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Presenter Resources

Access Information for Presenters

It is ASAE's mission to make all meetings accessible to the widest range of people possible. Please pay special attention to members of the audience with disabilities. Be aware that registrants with disabilities are to be given priority seating. Every session room will be set with cutouts for wheelchair users.

For information about accessibility services provided for registrants, visit our Access webpage (aseacenter.org/access). If you are a presenter requiring specific accommodations please contact accessibility@asaecenter.org or 202.626.2888.

Accessible PowerPoint

The ASAE Access team in conjunction with ASAE University has created the following guidelines for creating accessible PowerPoint.

  • Use the Accessible PowerPoint Template developed by the ASAE Access Team in conjunction with ASAE University
  • Describe the content of graphic slides orally during their presentation
  • Have sufficient text descriptions of graphs and tables for presentations posted online or sent digitally
  • If using video, make sure the video is captioned
  • Use the PowerPoint default font of 44-point bold font for headings
  • Use 32-point font or higher for bullets
  • Include no more than 6 lines of text on each slide
Presentation Handouts

When developing handouts please be sure that the type size is readable, no less than 12 point. Copies should be uploaded to the online program for those who cannot read printed versions. It's also helpful (though optional) to bring a few large print handouts. These handouts should be printed in a minimum of 18 point font.

Reaching Participants with Vision Impairments:

  • Describe slides briefly. Example: "This slide covers these three key points…", "This graph illustrates these key points."
  • Avoid pointing to something on the slide and using words like "this, that, these, and those," unless you indicate what "this" means. Example: "This map shows…" (not "This shows…"). People who can't see you pointing to a slide don't know what "this" used alone means.

Reaching Participants with Hearing Impairments:

  • Speak audibly, clearly and directly into the microphone at a moderate pace. This practice promotes understanding in the audience and allows sign language interpreters or CART transcribers time to translate what you are saying.
  • Look at your audience rather than the screen or your paper. Keep your hands away from your mouth so that people who speech read can understand you. Use active words, short sentences. Words should reinforce visual material.
  • Always repeat all comments and questions into the microphone.
  • Videos used in presentations should be captioned.
  • Ensure that only one person speaks at a time by asking members of the group to wait until they are acknowledged before commenting or asking questions.
Interpreters

ASAE provides accommodations for attendees who are hearing impaired. For more information, contact accessibility@asaecenter.org. Presenters may find interpreters to present at their session.

  • Before you begin speaking, make sure that sign language interpreters have a copy of your presentation.
  • Do not walk in front of interpreters while they are signing.
  • Let interpreters know if you are willing to be stopped during your presentation if they need clarification.
  • When you address a person using an interpreter, speak directly to the person, not the interpreter.
  • Spell unusual terms, names and foreign words.
  • When using visuals allow extra time for the audience to look at the items after you discuss them. People using interpreters cannot examine items when they are watching the interpreter.

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