Onsite accessibility coordination for a large-scale event

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Event Type: National Association Annual Conference

Audience: Professional educators and practitioners (approx. 5,000 attendees)

Format: In-person

Role: Onsite Accessibility Coordinator

Timeline: Responsibilities 1 week prior to event and onsite.

While attendee-facing accessibility resources and internal processes were already in place, the organization recognized the need for focused, real-time support during the most intensive phases of the event—particularly onsite, where attendee needs often arise quickly and unpredictably. 

This national professional association made a deliberate decision to expand its accessibility support by adding a dedicated onsite Accessibility Coordinator. The role was planned and budgeted well in advance as part of the overall conference strategy.

I was contracted several months ahead of the conference, with active involvement beginning one week prior to the event. At that point, responsibility for the accessibility inbox transitioned to me, allowing for continuity between pre-event communication and onsite support.

Onsite, my role included:

• Staffing a dedicated accessibility desk co-located with registration to provide a clear, visible point of contact
• Responding to attendee questions and requests in real time
• Coordinating mobility device logistics, including scooter distribution, tracking, and returns
• Assisting attendees during urgent health-related situations and coordinating appropriate responses
• Supporting general attendee check-in during peak registration periods, providing added operational support to the planning team

The role was designed to be both highly visible to attendees and seamlessly integrated into overall conference operations.

Across two consecutive years, the onsite accessibility coordination role provided consistent, hands-on support for attendees navigating a wide range of needs. Attendees frequently shared appreciation for having a dedicated, knowledgeable point of contact onsite and for seeing accessibility addressed in a practical, tangible way.

From an operational perspective, the role also reduced strain on core planning and registration teams during peak moments, contributing to a smoother and more responsive onsite experience.