Accessibility Timeline

***NOTE: These timelines are estimates, you may need to adjust for your specific convention date

Immediately after accepting the position

• Get access to your convention email.
• Read through the emails to get an idea of what sort of messages you should expect for the next year.
  • Contact helpdesk@digitalgrail.org if you are not able to get access/permission for your email and Google Drive or any other tech concerns
• Validate information on the convention’s website and notify webmaster@<convention email> of any changes or additions you would like.

6 months before the convention

• Review with staff any additions/deletions/modifications needed for the upcoming convention.

• Check inventory for the Quiet Room and do a budget request for any additional items for the room.
• Confirm with hotel@<convention email> that a ramp will be available for Main Programming.
• Confirm we have enough pronoun stickers/pins/whatever is being using.
  • Work with Logistics to check inventory and order/make more if needed.
• Work with registration@<convention email> to determine if there is a need for fast passes.

5 months before the convention

• Create any posters you need for the convention or ask graphics@<convention email> if they are able to make one, along with any other graphics needs.
• Create welcome sign for special needs guests or ask Graphicsif they are able to make one.
• Request the convention dates off from work. It’s suggested you also take the Monday following the convention off as well.

4 months before the convention

• Contact Registration to figure out special rates for local non-profits that work with disabled individuals.
• Contact local non-profits that work with disabled individuals to notify them of special rates for their clients during certain hours.

3 months before the convention

• Develop a team of volunteers (or work with the Volunteer head) to man the Quiet Room throughout the convention.

2 months before the convention

• Write a paragraph about the Quiet Room, location, hours, and purpose. Send it to programguide@<convention email> and scheduling@<convention email> by the 15th of this month.
• Send your hotel needs and room layout to hotel@<convention email> by the 15th of this month.

1 month before the convention

• Send anything you need announced during opening and closing ceremonies including slides to the Ceremonies head by the end of this month.

Month of the convention

• Validate Accessibility SOP, and ensure any updates are complete before the end of the first week. This will include information about how Ops/Reg/Convention Heads should handle different things that may arise related to your position.
• Work with volunteers@<convention email> to fill any open Quiet Room shifts.
• Send out reminders to local non-profits that work with disabled individuals of special rates for their clients during certain hours.

Responsibilities at Convention

• Day before the convention- Help set up the Quiet Room.
• Make sure the Quiet Room is clean and staffed throughout the convention.
• Sunday - Help tear down the Quiet Room.