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When in-person conferences resume, NCORE will continue to support participants with visible and invisible disabilities, mental and physical health concerns, and marginalized communities and cultures that require specific accommodations to feel safe and included. The following accommodations are provided at NCORE events whenever possible. Always report your needs when you register so NCORE Staff can plan accordingly.

For accommodations tailored to our Webinar Series and online conference, please visit our Online Accessibility page. Questions? Contact us at ncore@ou.edu.

 

ALL-GENDER RESTROOMS

All-gender and traditionally gendered restrooms will be evenly distributed throughout the conference space to ensure all participants have comfortable and convenient options.

photo of two people in all gender restroom

FOOD ALLERGIES / DIETARY RESTRICTIONS

person slicing peppers

Some NCORE events will have food and beverages. Remember to mark your dietary needs when you register! Some things to keep in mind:

  • Indicate your dietary preferences on your registration form. Email ncore@ou.edu if your needs change. If someone else completes your registration, please make them aware of your needs.
  • Use the fill-in field for food allergies on the registration form. If you have an extensive list of what you cannot eat, please send a list of what you can eat to ncore@ou.edu.
  • Halal and Kosher meals: please select ‘Vegetarian’ or ‘Vegan’.
  • Chef preparation will be as inclusive as possible (i.e., vegetable stock instead of animal-based stock, lower lactose levels, etc.). All items will be labeled gluten-free, nut-free, etc.
  • Specialty plates may be stored separately to ensure participants receive them as requested. If you have questions on-site, check with NCORE Staff or the venue’s Banquet Staff. 

Every effort will be made to provide items that accommodate your needs, but we cannot guarantee your personal standards or preferences will be met. Consider packing your favorite non-perishable and protein-packed snacks in your tote bag each day.

Day MorningAfternoonEvening
 Tuesday  coffee/tea--
 Wednesday coffee/tea light refreshmentsWelcoming Reception - hors d'oeuvres
 Thursday continental breakfast light refreshmentsBooks & Bites event - light refreshments
 Friday continental breakfast light refreshments-
 Saturday continental breakfast--

 

For your planning purposes, food functions will consist of the following types of items*:

  • Continental Breakfasts – breakfast breads, bagels, muffins, fresh fruit, yogurt, coffee, and tea
  • Light Refreshments – brownies, vegetables, chips and dip, pretzels, trail mix, etc.
  • Welcome Reception – hot and cold appetizers such as chicken satay, empanadas, bruschetta, crudités, international cheeses, etc.
  • Books & Bites – coffee and cookies or other light snacks

*Items will span a variety of dietary needs (vegan, vegetarian, gluten-free). Allergens indicated at registration will also be considered in planning and preparation.


 

photo of bottle with cork lid and lavender sprigs

FRAGRANCE-FREE

When thousands gather to attend a conference like NCORE, personal fragrances quickly become a concentrated hazard for participants with asthma, allergies, migraines, chronic lung disease, and other health issues. 

We ask that NCORE participants limit or refrain from using fragrances while attending our conference in consideration of these participants. 

Visit this website for more information.


HEARING IMPAIRMENTS / ESL

All general sessions will have sign language interpreters and captions.

Participants who require sign language, captions, and/or Assistive Listening Devices (ALDs) for all conference events need to request these services when they register.


 

INFANT CARE

Lactation rooms and refrigerators will be available to breastfeeding/chestfeeding participants at all conference venues. 
Before each conference, NCORE will provide info on vendors near the NCORE venue that rent and sell strollers, playpens, high chairs, etc. No other infant/child care services are provided by NCORE at this time.

person holding a baby
three friends sitting on a couch

MENTAL HEALTH & WELLNESS

Coming Soon: Self-care tips, tricks, webinars, and resources to get the most out of your NCORE experience without sacrificing your personal health and wellbeing.

MOBILITY

Before each conference, NCORE will provide info on vendors near the NCORE venue that rent and sell mobility equipment (i.e., wheelchairs, scooters, canes, strollers, walkers, etc.). Aisles in sessions and at NCORE events will be wide enough to accommodate mobility equipment and devices. Additional signs and volunteers will keep traffic moving and conversations off ramps, out of doorways, and away from accessibility buttons.

person using wheelchair

RELIGION & SPIRITUALITY

Prayer & Meditation rooms will be available at all conference venues to participants who require privacy and space for their religious and spiritual practices. Please note dietary restrictions related to your religious or spiritual practice when you register. Halal and Kosher: select ‘Vegetarian’ or ‘Vegan’.


PRESENTATION ACCESSIBILITY

presenters at board

NCORE presenters and keynote speakers are contractually obligated to build accessible presentations so no one is left out of the conversation. NCORE provides all presenters with a PowerPoint template built with recommended formatting and required slides (Land Acknowledgement, Inclusion Statement). Download our In-Person Presentation Accessibility Guide for full requirements. 

 

Key in-person presentation requirements include:


MICROPHONES 

Must be used for ALL presentations, panels, and Q&As. NO EXCEPTIONS. Projecting your voice is not enough and not all participants are comfortable self-identifying or self-advocating.

 
AUDIO / VISUAL

All videos shared during online sessions must be captioned.
 
Announce the use of loud music and/or flashing lights, images, or video at the beginning of presentations and before use so participants with sensory concerns can plan and act accordingly.
 
Speak clearly and at a reasonable pace. Pause between topics and for questions so participants have time to process and react to information. This also helps sign language interpreters and captioners provide quality services to participants. 
Describe images, video, and audio used during presentations and how they connect with your presentation. Bonus points if presenters describe themselves before they speak for the first time!

 
SESSION MATERIALS

Provide digital handouts and/or large print versions of physical handouts. Accessibility Scans should be performed on all digital handouts until all errors are corrected so participants can access content with their preferred device or screen reader software.
 

SEATING

Front and back rows of session rooms must remain open until sessions begin to reserve priority seating for participants with accessibility needs.


SERVICE ANIMALS

ADA-certified service animals are welcome at NCORE meeting venues. Before each conference, NCORE will provide additional venue guidelines and partner hotel policies.


TRAVEL

Before each conference, NCORE will provide accessible options and information for long-distance travel, local transportation, and partner hotels. 


VISUAL IMPAIRMENTS

In addition to NCORE’s required Presentation Standards, participants can digitally access NCORE program guides on their preferred device through the NCORE app and a PDF of the program guide.
 

Large Print and Braille program guides are also available on request. 

NOTE: Each Large Print and Braille program guide consists of two to three heavy books to satisfy accessible standards and NCORE’s large volume of content. Be prepared for a work out if you choose one of these options!

Sighted venue tours are also available upon request. 

ADA-certified service animals are welcome at NCORE meeting venues. Before each conference, NCORE will provide additional venue guidelines and partner hotel policies.

 

Questions? Contact us at ncore@ou.edu.