Borealis Conference Case Study
At its core, conferences are about connection through communication. The goal of this two-day event was to make every session fully accessible so that all participants, no matter their background, language, or ability, could engage, contribute, and be included.
Table of Contents
Inclusive Communication Services (ICS) delivered 5 comprehensive accessibility services throughout the event celebrations and workshops:
- ASL Interpreting: General access provided across all programming
- Spanish Interpreting: On-demand support for individual conversations and one feedback session
- CART Captioning: Available event-wide, with 19 attendees actively using the service
- Spanish Translation: Fast, in-house translation completed ahead of the conference with excellent turnaround
- Onsite Coordination: Full support to keep all services running smoothly across multiple venues
Borealis Philanthropy, a nonprofit intermediary focused on shifting power to communities most impacted by injustice, celebrated its 10-year anniversary with a gathering centered on connection, reflection, and collective visioning.
The celebration included a VIP reception (60 guests), conference and workshop sessions (150 participants), and a large-scale ball (350 attendees), spread across 3 venues including: an event hall, hotel, and restaurant. Movement leaders, donors, and community partners came together to celebrate progress and imagine a more liberated future.
Interpreting Services
Service statistics: A team of 6 ASL interpreters provided general access totaling 44 scheduled hours across 6 sessions.
Who it supports: Deaf and hard of hearing attendees.
How it works: ASL is a visual language. Interpreters listen to speakers and presenters in real time and interpret the spoken content into signed language. During workshops and networking, interpreters also voice for Deaf attendees, ensuring full participation in discussions, Q&A, and relationship-building moments.
Accessibility Win: A diverse ASL interpreting team was present across all events, offering authentic representation, which was especially meaningful during the Diamond Dreams Ball.
Service statistics: A team of 5 Spanish interpreters provided on-demand support totaling 41 scheduled hours across 5 sessions.
Who it supports: Attendees whose primary language is Spanish or who prefer Spanish-language support.
How it works: Two headsets are used, one for the interpreter and one for the listener requesting services. The interpreter receives direct audio from the speaker’s microphone and delivers the interpretation into a separate mic. Attendees hear the Spanish audio through their personal headsets in real time.
Interpretation type: Simultaneous interpretation was provided, where the interpreter listens to the speaker and delivers the translation nearly instantly, with only a brief delay of a few seconds.
Accessibility Win: Spanish interpretation was used throughout the hotel feedback sessions, helping attendees fully participate and connect during workshop discussions.
Services Provided: CART & Translation
Service statistics: 3 remote captioners provided 22 total hours of coverage across 6 sessions, with captions available in English and Spanish.
Who it supports: Captions benefit everyone from hard of hearing attendees to multilingual participants, visual learners, and anyone navigating noisy or overstimulating spaces.
How it works: Attendees access live captions on their personal devices with Wi-Fi:
- Scan a QR code.
- Open a branded landing page and choose their session from a simple dropdown.
- Captions appear instantly in a web browser.
Accessibility Win: Captions were easy to access with bilingual QR codes placed throughout each venue. Attendees could also personalize their caption display by adjusting font size, colors, and backgrounds for comfortable viewing.
Services Provided & Benefits
Service statistics: A dedicated translator provided 3 hours of translation for 20+ documents.
Who it supports: Attendees whose first language is not English, ensuring all signage and materials are accessible and clear.
How it works: Conference teams submit documents ahead of time. ICS provides human-generated translations with fast turnaround, allowing teams to easily copy, paste, and format materials into branded designs well before print deadlines.
Accessibility Win: Translation services supported a fully bilingual experience, ensuring clarity across menus, signage, maps, directories, disclaimers, check-in instructions, and more.
Service Statistics: A dedicated coordinator provided 20 hours of on-site support and 10 hours of pre-event planning.
Who It Supports: Coordinators support event managers, the interpreting and captioning teams, and any attendees who request accessibility services. They act as the central point of contact to ensure everything runs smoothly.
How It Works: Coordinators collaborate with event management ahead of the conference to align schedules and plan for all accessibility needs. They conduct venue walk-throughs to confirm setups are complete and ready. During the event, they remain on call to handle requests, schedule adjustments, and any real-time troubleshooting.
Accessibility Win: When the Insight Circles workshop shifted from a 12pm start to 10am at the last minute, the accessibility coordinator quickly mobilized the team to prevent any service gaps and keep the session fully accessible.
Topic: CART Technology Preparation
Challenge: The event hall venue lacked direct audio and supportive technology for the scheduled sessions. Attempts by the onsite coordinator to collaborate with the venue staff were dismissed, creating obstacles to service delivery.
In contrast, the hotel venue was fully prepared, with laptops set up, tested, and ready using ICS prep documents. CART technology requirements had been clearly communicated to all venues in advance.
Solution: With the support of our on-site coordinator, a temporary solution was quickly implemented, allowing services to continue smoothly. While a direct audio feed in the event hall wasn’t available without venue tech support, ICS still ensured attendees still had full access to the program.
Takeaways:
- Confirm audio pathways and provide proper equipment in advance to support accessibility services.
- Cross-training teams and briefing vendors on accessibility requirements ensures smooth service delivery and upholds the client’s commitment to a barrier-free experience.
- Direct audio feeds are essential tools for providers that allow them to perform at their highest level.
- Onsite coordinators are essential for troubleshooting technical accessibility services.
Challenges & Solutions
Challenge: Stationed at the entrance in uniforms, our team unintentionally became greeters for all attendees, demonstrating flexibility and adaptability beyond our planned services.
Solution: One team member stepped in on the spot, learning answers to general questions in real time. Her positive attitude and commitment to inclusion helped all attendees feel welcomed and supported.
Takeaways:
- Include a dedicated greeting team to welcome attendees with a clear scope and event briefing in advance.
- Establish an accessibility station as a best practice to help attendees locate services and receive guidance throughout the event.
- Dedicated onsite coordination enabled real-time adjustments, ensuring a positive experience.
Challenge: QR codes were not displayed at the restaurant venue, leaving attendees without a method to access to live captions.
Solution: After the onsite coordinator flagged the issue, venue staff quickly located the materials and set up the QR codes, a simple fix once identified.
Takeaway:
- This underscores the importance of dedicated coordination and thorough pre-event walk-throughs. Even small oversights can significantly affect accessibility.
Accessible Conference Experience
With a diverse audience in attendance, the conference was prepared to meet each participant’s language and communication needs.
One-Stop Access
ICS is a full-service language accessibility provider. Instead of coordinating multiple vendors, conference teams can rely on us as a single, streamlined partner.
Leading with Brand Values
By prioritizing high-quality communication access, Borealis strengthened its brand by practicing what the company preaches and demonstrating inclusive leadership.
Seamless Stage Support
ASL interpreter placements were optimized across all venues with strong lighting, reserved seating for clear sightlines, and stage managers who were briefed in advance.
Reliable Provider Coverage
Every session was fully staffed, no late arrivals, or gaps. CART, ASL, and Spanish services were consistently available wherever needed.
Accessibility for Wheelchair Users
All event spaces were fully accessible and accommodated a service professional who uses a wheelchair.
Beneifts
This conference demonstrated what’s possible when accessibility is treated as an essential part of event planning. With coordinated ASL interpreting, CART captioning, Spanish language services, and on-site support, ICS helped create an environment where every attendee could participate fully, connect meaningfully, and feel represented.
By investing in comprehensive language access, Borealis not only upheld its values but set a strong example for the industry. The result was a truly inclusive, community-centered celebration where everyone had equal access to information, engagement, and connection.
Email ICS at info@inclusiveasl.com to explore how we can help make your next conference or event fully accessible. Prefer a quick conversation? Scan the QR code to schedule a meet & greet with our team so we can learn more about your goals, timeline, and the support you need.