As host, you must ensure that you are addressing inclusion in all areas, including the knowledge and education of your staff. All staff, regardless of whether they will have direct or indirect contact with attendees, should have a solid foundation of effective and accessible communication. This is a  primary building block of inclusion. What is said and how it is said can have a significant impact on attendees at any event.  Person-first language is a way of speaking about people with disabilities that refers to the person first and not their disability. Its goal is to ensure that individuals are seen as just that and not their disability or their diagnosis. An example would be a person who uses a wheelchair verses a handicapped person. The other way to refer to someone is to use identity-first language. However, for many leading with the disability validates who they are as a person and their disability. To be clear, this does not include leading with a diagnosis or a mobility device but simply affirming an identifier for that person. Talking about being a “disabled person” is fundamentally empowering because it acknowledges that their disability is a fundamental part of who they are. People with disability are unique and do not all carry the same opinion. If you are unsure of how to refer to someone, listen first to see how they refer to themselves. If you are still in doubt, you can simply refer to them by their name or ask them how they would like to be addressed by asking something like, “Do you prefer to be called disabled, person with a disability, or something else?” Moreover, you should always avoid euphemisms such as “differently-abled,” “handicapable,” and other similar terms. Another guaranteed “no-no” is the use of negative phrases such as wheelchair bound, suffers from, victim of, and confined to. While not only derogatory in use, they most likely aren’t true. Educating all staff about appropriate language should be a top priority.

Disability-Specific Competencies
First and foremost, relax and be yourself. Treat all individuals in an age-appropriate manner and in a way that you would want to be treated. It is okay to ask if someone needs assistance with something but allow them to answer and respect their answer if they say no. If a person has an interpreter or caretaker with them, be sure to speak directly to the individual and not their interpreter or caretaker.

Vision Loss
Individuals with vision loss or blindness could have any level of vision and not all adaptations will be the same. Be sure to announce when you are entering and leaving a conversation. Call the individual by name whenever possible so they are aware you are talking to them. Individuals with vision loss may use a cane or service animal, and both are always permitted to accompany them. However, if a person requires direction, never initiate touch, instead allow the individual to take your offered arm. Educate all staff to offer to read any materials that haven’t been offered in alternate formats, such as menu items or check-n documents.

Hearing Loss
Individuals with hearing loss or deafness could have any level of hearing and not all adaptations will be the same. All staff should be trained to confirm that any communication made is effective. For example, most individuals do not read lips and it is best practice to check for comprehension by asking follow up questions. If a person is deaf, there is no need to yell, speak louder, or alter your voice in any way. All staff, particularly any check-in or registration staff, should know how to use Telecommunications Relay services or TRS.  TRS is a free service that allows individuals with hearing or speech difficulty to place and receive phone calls.  The service works by using an operator to relay messages back and forth. Dial 711 to access TRS services. The event may also need to provide assistive listening device and be educated on their use.

Mobility Disabilities
Mobility disabilities are often the most recognized due to the use of mobility devices; however, each individual is unique, and their preferences or needs may vary. A mobility device is a personal item. Never touch or move a mobility device without asking. It is also never appropriate to ask someone if you can remove their mobility device from their location. For example, if an individual chooses to sit in a provided chair, it is not okay to ask if you can move their wheelchair, walker, or other assistive device to another part of the room.  If the placement of a mobility device beside an offered chair would cause a blocked isle way or other complication, it is your responsibility to plan accordingly ahead of time and not place the responsibility on the user.  All staff should be knowledgeable of accessible entrances, restrooms, and paths of travel. Appropriate signage should also be used to allow an individual with a mobility device the ability to navigate the space independently.

Intellectual Disabilities
Individuals with an intellectual disability may need more time to think or process instructions. Allow them extra time to do so without added distractions and with due respect. Be sure to limit directions to one step at a time and model or provide examples whenever possible. Remember to treat an adult as an adult and never talk down to someone or treat them like a child if they are not.

Invisible Disabilities
Some disabilities may not be obvious or visible. Regardless, all staff should be trained to treat all people with an equal amount of respect and provide accommodations. The use of Universal Design principles benefits all users and should be implemented whenever possible. Examples of universal design principles include larger print, the use of more than one mode of delivery such as written and verbal, and the use of clear simple directions.