Hosting Students with Disabilities at Conferences

A student sits on an inflatable tube with the words on a poster behind them saying "Need to Recharge?"

Hosting Students with Disabilities at Conferences

The vision is for disabled students to know and feel that they belong to the Kingdom of God, belong to the campus, and belong to the world. Let's help host all students well and be mindful of the unique needs of our disabled students.

Where to Start?

Asking questions to help serve your conference participants well is a great way to start to see what accessible accommodations are needed.

Sample Questions
  • Do you need accessible housing?
  • How can we best meet your access needs at this conference?
  • What dietary and accommodations needs do you have?
Accessibility Tools at ConferencesAccessible Locations at ConferencesLanguage Tips
  • The conference host is not responsible to provide all accessibility needs.
  • Try to meet them as best as possible.
  • Example: If there is a personal care assistant or nurse, help them bring necessary equipment or aid.
  • Identify accessible locations at your conference venues.
  • Clearly communicate where they are.
  • It's okay to use the word "disabled."
  • Avoid terms like "special needs" or "differently abled."
  • Some prefer "people with disabilities," others "disabled students."
  • Autistic students may prefer "Autistic" or "neurodivergent."
  • Ask how you can help, and honor their needs.
  • Help offered without consent can be harmful.

 

Disability Categories and a List of Potential Ways to be More Accessible

This is not an exhaustive list of categories and accommodations but it serves to get some initial ideas on how to make conferences accessible.

Sensory / Neurodivergent

  • Have sensory bags available
  • Have ear plugs available
  • Create a quiet room for overstimulated students
  • Offer quiet dining space
  • Provide a schedule overview in advance
Access Sensory Bag Set showing a green drawstring bag with items like earplugs, fidget toys, sunglasses, and drawing materials
Access InterVarsity's Sensory Bag Set - $34

Each kit includes:

  • Sunglasses (helps with flashing lights)
  • Coloring Book with Colored Pencil Set
  • Access InterVarsity Stress Ball
  • Fun Block Fidget
  • 10 Individually Packed Disposable Earplugs
  • Drawstring Access Sensory Bag

 

Purchase Sensory Bag Set

 
Other Sensory Bag Item Links

Wheelchair / Limited Mobility

Sight

  • Provide braille or large print.
  • Share slides, songs, and materials ahead of time.
  • Give WiFi access for screen readers.

Hearing

  • Hire an ASL translator.

Intellectual or Communication

  • Conferences may not be the best setting.
  • Consider collaborating with YL Capernaum for better support.
Resource Topic - Primary
Community
Discipleship
Resource Type
Guide
Audience
Everyone
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Kathlyn Roffina

Kathlyn serves as a Campus Staff Minister at Rider University and Rowan College of South Jersey in New Jersey. She first got involved in InterVasity as a freshmen at Rider University where she currently serves. She has a passion on helping students get the accommodations they need to grow closer to Jesus no matter there ability. She lives in Morrisville, PA with her husband and son.

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