Conference and Convention Accessibility Services

Unlocking Accessibility:

Your Partner for Inclusive Conferences and Conventions

At Inclusive Communication Services, we understand the time and effort behind orchestrating conferences, conventions, and workshops.

When all the pieces come together: speakers, technology, seating arrangements, and an audience eagerly waiting to engage, everything appears picture-perfect.

However, a crucial piece of event preparation is often overlooked – accessibility accommodations for the Deaf, DeafBlind, hard-of-hearing, and non-English speaking attendees.

The absence of accessibility services at conferences sends a powerful message to the audience, and this oversight can leave attendees feeling unsupported and disconnected.

A Diverse Audience Deserves Inclusive Access

Conferences, seminars, expos, conventions, lectures, and workshops attract diverse audiences, including Deaf, DeafBlind, hard-of-hearing, and non-English speaking individuals.

Accessibility accommodations are essential for both in-person attendees and those participating remotely via television, phone, or computer screen.

Only a qualified team of accessibility professionals can ensure equal access and inclusion for this diverse group of individuals.

Inclusive Communication Services ensures that Deaf, DeafBlind, hard-of-hearing, and non-English speaking attendees can fully and confidently participate in all conference events, including networking sessions, Q&A’s, interviews, and meet-and-greets.

Accessibility for All:
Proactive Solutions for Inclusive Events
At Inclusive Communication Services, we believe an inclusive event considers every attendee’s needs. That’s why we offer a holistic suite of services to cater to diverse audiences:
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Sign Language Interpreting Services: Ensure your Deaf and hard-of-hearing attendees connect with all facets of your event, from keynote speeches to networking sessions, through our professional sign language interpreters.


Spoken Language Interpreting Services: Bridge linguistic gaps for non-English speakers with our highly qualified spoken language conference interpreters, ensuring simultaneous and seamless communication.


Document & Media Translation Services: Translate your conference and convention agendas, flyers, advertisements, and other documents and media into multiple languages to make your event accessible to a broader audience.

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Live Captioning Services: Provide real-time captions during your event, enabling a diverse audience, including Deaf, hard-of-hearing, and non-native speakers, to follow along via open- or closed-captioning displays.

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Accessible Media Services: Offer accessible media options, including picture-in-picture sign language translation, audio descriptions, and multilingual subtitles and voiceover, to make your content accessible to individuals with vision loss, hearing loss, or who don’t speak English.

The Inclusive Experience:
Your Dedicated Conference Accessibility Coordinator

Creating an inclusive event goes beyond just meeting standard requirements—it’s about providing exceptional experiences tailored to your unique audience.

At the core of our “inclusive experience” is a dedicated accessibility coordinator available around the clock to address your event planning needs, including schedule changes or other issues that may come up during your event.

Consider your coordinator an extension of your team, offering professional advice and equal-access solutions to ensure a truly inclusive experience. Your coordinator is on hand to join planning meetings and calls, both leading up to and during the event.

Choosing Inclusive Communication Services isn’t just about ensuring accessibility; it’s about transforming your event into an inclusive and unforgettable experience.

Inclusive Communication Services:
The Gold Standard in Conference Accessibility Services

When it comes to event accessibility, the right partner can make all the difference, so it’s important to choose a community-based organization with a proven track record of providing high-quality, reliable, and reputable services.

Discover why event planners consistently choose Inclusive Communication Services for their accessibility needs:

Guaranteed Fluency & Expertise:

Effective communication is our strength.

Our skilled interpreters, translators, and captioners are trained, well-versed, and experienced across varied professional domains, ensuring accessibility services tailored to the needs of your attendees.


Our team is primed for the demands of real-time, simultaneous services.

Whether it’s interpreting or captioning, ICS professionals delve deep into event specifics, speaker backgrounds, and materials to ensure accurate communication.

Responsiveness & Agility:

Flexibility is our forte.

As you manage overlapping event segments, we’re dedicated to ensuring impeccable accessibility across the board.

Collaborative Approach:

Teamwork makes the dream work at ICS.

Our coordinators integrate seamlessly with your planning team, meticulously overseeing provider arrivals, placements, and prep materials. With our inclusive experience, your dedicated coordinator stays on standby to handle any changes or challenges.

Inclusive Communication Services:
Your Partner in Inclusive Conferences and Conventions

Committing to the communication needs of your diverse conference attendees not only showcases your dedication to inclusivity but also complies with the Americans with Disabilities Act (ADA). With Inclusive Communication Services, you’re not just ensuring accessibility; you’re emphasizing your organization’s commitment to diversity, equity, and inclusion.

In an interconnected world, events gather individuals of varied backgrounds and abilities. We don’t just accommodate; we elevate accessibility, making every attendee feel integral to the event. Here’s how we seamlessly integrate accessibility into various event segments:

We integrate sign language interpreters, live captioning, or both, enhancing the reach and impact of the presentation.
Networking Events
Our interpreters bridge communication gaps, ensuring every attendee can connect and collaborate without language barriers.
We offer spoken and sign language interpreters along with live captioning for smooth interaction between attendees, hosts, or speakers.
Through interpreting, live captioning, and document translation, we ensure every participant can engage and contribute effectively.
We enhance discussions with interpreters and captioning, allowing full participation from diverse audience members.
Breakout Sessions
Our services guarantee content accessibility and active participation, enhancing the session’s value.
Award Ceremonies
We make ceremonies inclusive with interpreters, captioning, and accessible media, ensuring every achievement is celebrated universally.
Roundtable Discussions
Our services promote an environment where diverse perspectives are shared and understood.
Q&A Sessions
Live captioning facilitates real-time engagement between attendees and speakers.
Fireside Chats
Our comprehensive services make these intimate discussions accessible and inclusive for all.

Tips for an Exceptionally Inclusive Event

Consider these tips to ensure an accessible and inclusive event:
  • Service Requests: Contact your coordinator at least two weeks prior to secure professionals familiar with your event’s theme and attendee languages.
  • Material Sharing: Forward all presentation items—like slides, videos, and speeches—to your coordinator as soon as available to ensure optimal preparation.
  • Event-Day Essentials: Keep printed materials ready for your accessibility providers, and ensure they have access to water, breakrooms, and restrooms.
  • Arrivals & Clearances: Accessibility teams will arrive 15-30 minutes prior to you event’s start time. Ensure parking and security clearances for hassle-free entry.
  • Clear Communication: Instruct presenters to enunciate clearly and use visual language. Avoid ambiguous phrases like “over there”.
  • Strategic Positioning: Ensure providers are well-placed for clear audio and visibility. Test tech setups—like spotlighting and projector functions—ahead of time.
  • Scheduled Rotation: Allow sign and spoken language interpreters to alternate every 15-30 minutes, preferably during natural breaks in the agenda.
  • Media Captions: For videos or audio, ensure captions are enabled. If unavailable, consult your coordinator.
  • Open Dialogue: Reach out to your coordinator with any questions or concerns. They are standing by to help ensure a seamless and inclusive event experience.
Following these guidelines will help to create an inclusive experience for all attendees!
Elevate Your Conference and
Convention Accessibility with
Inclusive Communication Services

Inclusive Communication Services makes inclusivity effortless, transforming your events into spaces where everyone’s voice can be heard and valued.

Let’s work together to create an event that sets the standard for accessibility.

Contact us today to discuss your needs and start planning an inclusive event that leaves a lasting impact.

Conference and Convention Accessibility Services

Ready to make your next event truly inclusive?

Contact our inclusive team at (347) 927-5770 or write to us at

Let’s start planning your accessible conference or convention today!

Need a professional interpreter, translator, or captioner?

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