Introduction

SIGDOC is committed to working toward a culture of accessibility, and we hope this conference will be a step forward in developing deeper commitments to accessibility in our field. Accessibility is a group effort. As you prepare for and participate during this year’s conference, we encourage you to consult the resources in this document to help SIGDOC continue its goals of greater inclusivity.

The goal of SIGDOC is to make every conference accessible for as many people as possible – both delegates and speakers – without them having to disclose their accessibility needs, so that they can attend without asking for treatment as a special case. However, funding constraints, location considerations, catering contracts can sometimes impact the ability to do so. So we request you to contact us if your question is not answered here or if the conference arrangements as described are not enough to allow you to attend. We will work with you, to the best of our ability, to make the conference more accessible and meaningful.

This document is a constant work-in-progress as we reflect and learn from our experiences at each conference. Every conference poses new challenges, but the SIGDOC community is committed to addressing as many as possible with each iteration. We acknowledge the work of several community members in developing this document starting with Sherena Huntsman, the accessibility chair of SIGDOC 2023, who developed most of the materials. Before Sherena, Emma Rose developed a FAQ section for participants attending the SIGDOC 2019 conference. The pandemic put a hold on these efforts, but they were soon revitalized as SIGDOC became an in-person event again. The SIGDOC 2024 chairs, Nupoor Ranade and McKinley Green, used previous knowledge and resources while adding new content to publish  the document in the current format.

As organizers, we faced a series of challenging decisions related to the format of this year’s SIGDOC. While in-person conferences can present barriers to participation, virtual conferences can be significantly different and require completely different assets and tools. Because of the resources available to us, it was difficult to run both – the in-person events and provide virtual support. Accordingly, while SIGDOC 2024 is primarily an in-person conference, there are virtual presentation options available for presenters if it’s for personal health, accessibility, or emergency reasons. Please reach out to us at sigdoc24@acm.org with questions.

Preparing to attend SIGDOC 24

Registration

The registration is done through Cvent. You’ll find the registration links on the conference webpage. When you go through the registration process, there will be spaces to communicate most accessibility needs. The organizers refer to the early registrations when making most planning decisions. While SIGDOC cannot guarantee all accommodations, we will work with you to address any requests you have in the best way we can.

Communicate accessibility needs: Please respond to the registration question labeled “Do you have a disability or special need that impacts your access to ACM conferences, special interest groups, publications, or digital resources?” in as much detail as possible. In your response, please indicate any accessibility needs such as wheelchair access, sign language interpretation, or a guide. The Conference Chair/Accessibility Chair will follow up with you to clarify your needs.

Printed copy of program:The SIGDOC 24 conference program will be made available on the website for easy access and sustainability. If you need a print copy of the program (with or without any specific formatting requirements), please let the conference chairs know in advance.

Communicate food requirements:Careful thought has been given when deciding the menu of this conference especially in terms of cultural norms, allergies and general preferences. Please convey other requirements through your registration so that the organizers can prepare for it.

Food at SIGDOC 2024: Food will be served at two events during the conference: On Day 1 at the Ignite talks and on Day 2 during the Keynote. Drinks will also be served at Ignite talks. Food will be served buffet style as it typically works best for all audiences. Water fountains are available in the Van Metre Hall. Restaurants are in close proximity (refer to local guide for more information).

Preparing posters

Posters should be no larger than 36” tall x 48” wide (0.9 m x 1.3 m). We plan to place posters on easel stands with cardboard backing. Therefore, either paper or fabric posters are acceptable.

Poster Accessibility:We encourage the following best practices for accessibility of poster presentations. We also suggest including a url or QR code linking to an accessible, downloadable version of your poster.

Clarity:Use plain language, spell out acronyms and abbreviations, define terms, and avoid or define jargon. Provide information in multiple formats, such as by combining text, images, graphs, and tables. Keep text concise.

Format: Use large, bold, sans serif typefaces, such as Arial, Geneva, Helvetica, Roboto, or Open Sans, on plain backgrounds. Use 72–152 point font for the title; 48–56 point for section headings; and 24–36 point for body text. Provide adequate spacing, avoid clutter, and visually highlight sections with borders, headings with color, and spacing.

Visuals: Use color combinations that are high contrast can be distinguished by those who have color vision deficiency. Keep graphics and tables simple. Provide captions for tables and graphics. Avoid blurry images by including those with at least 300 dpi resolution.

Organization:Readers should be logically led in the correct direction from the title through the poster by a clear narrative and logical design. In your verbal presentation, describe the major points in the poster concisely for your audience.

Preparing slides

We recommend that presenters giving talks use slideshare software, such as PowerPoint or Google Slides, to record visual presentation components. We anticipate allocating 12 minutes for each oral presentation; members of organized panels should expect 12 minutes per person. A recommended practice for timekeeping is to bring a timer (e.g., on a smartphone) with you to help you keep your presentation on time. To minimize disruptions and lost time caused by switching between laptops and connecting to WiFi, we will ask that:

  • each session’s presenters coordinate before the start of their sessions and put all talks onto a single laptop;
  • presenters who use cloud-based storage download their talks to avoid any unanticipated internet-related slowdown.

We will try our best to provide session moderators to assist with timekeeping and coordination. Use best practices for all document formats that you plan to use at the conference.

Venue and location

Getting to the venue and transportation

Refer to the local area guide for information on getting to the venue by flights/trains/driving. For local access, scooter and wheelchair rental is available via Scoot Around or ScooterPlus Rentals and there will be designated scooter/wheelchair parking spots in all conference rooms. You can also check out Wheelmap for information on the physical accessibility of places in and around campus.

Meeting rooms

All events will take place on the first floor of the Van Metre Hall. The conference rooms include the Auditorium on the left of the registration desk and Multi-purpose conference room on the right. If you walk further from the Multi-purpose room, the path will lead you to Room 121, Room 120 and Room 113 a little further ahead. All rooms except the Multi-purpose room will be used for panel sessions.

Stairs and elevators:The main entrance has some stairs, but also has an accessible ramp. All the rooms are on the left except Room 113 which is straight from the main entrance. Elevators won’t be required unless you need to access the Quiet Room on the third floor. Elevators are halfway between the main entrance and Room 113. There is an information desk on the first floor if you need directions.

Capacity:Each room can fit at least 60 persons. There will be space to stand or pull up wheelchairs and scooters. There will also be ample space to bring your service animal, crutches, or any other equipment you need.

Seating and capacity arrangement: The following links will lead you to GMU’s website which has more information about each of the rooms. You can visit the page to check out the layout of the room along with directions to use technology of the rooms where panel sessions will be conducted.

Technology instructions:All classrooms will have a panel screen console to control the AV system. Touching the panel screen will start the system and the display screen(s) will automatically power on. The PC will be the default selection. You can tap to select the appropriate source button for viewing (“laptop” if connected through HDMI). Options include a document camera, laptop, and/or wireless. Adjust the volume and screen-blanking options by touching the appropriate button on the touch panel. The auditorium AV setup may be similar. There will be a student volunteer to help in case it doesn’t work. Every room will have a hand-held microphone for the speaker. We encourage everyone to use the microphone to give your audience the best experience. The auditorium will have an extra microphone for questions and a volunteer to pass it around the room.

ASL interpretation and auto-captioning

The conference will provide a team of sign language interpreters or captioners if requested by any attendees during the early registration period. Please make your request as early as possible. Our Conference/Accessibility Chair will follow up with you to discuss your needs in more detail. After the early registration deadline, a best effort will be made to accommodate requests, but we cannot guarantee that interpreters or captioners will be available.

Restrooms

There are two gender-neutral restrooms on the first floor of Van Metre Hall. One is located across from the registration desk and the other is adjacent to room 113 (see map below). There are also gender neutral restrooms on the 2nd, 3rd, and 4th floors of the building.  If you have other concerns, please reach out to the conference chairs.

Layout map of the conference rooms and locations.
Layout map of the conference rooms and locations. View a larger version of the map.

Quiet rooms

At SIGDOC 2024, we are able to provide one quiet roomduring all days of the conference. You can use the room for prayer, quiet time or any other needs. You can access this room using the elevator between the main entrance and Room 113. To reserve the space for specific times during the day, please reach out to the conference chairs. If we get more than one request for a particular time, we’ll try our best to accommodate them but cannot guarantee a spot.

Lactation spaces

For SIGDOC 2024, Room 323A in the Van Metre Hall is a Lactation Space which is available in accordance with building hours, currently 7 a.m. – 11 p.m. Please lock the door when you are using the space. If you experience any issues with this space, please contact 703-993-2095 or arlops@gmu.edu.

Miscellaneous

Face coverings

Face coverings will not be required for conference attendees for SIGDOC 2024. Masks will be available (until the stock lasts) for you at the registration desk. We encourage everyone to consider their own well being and the well being of everyone else at the conference through vaccinations and using face coverings when required. The nature of conference attendance brings together people from different locations and with different experiences and needs. To mitigate the risks associated with bringing people together in close quarters, we recommend that attendees take all the measures that are needed.

Service animals

Guide dogs and other service animals are welcome at SIGDOC 2024. There will be a relief area with water available. All of the conference venues welcome service animals. Please indicate on your registration form if you anticipate bringing a service animal to the conference.

Medical needs

The nearest hospital to campus is the Virginia Hospital Center at 1701 N George Mason Dr, Arlington, VA 22205, which is approximately 1.7 miles and 6 minute drive away. The nearest pharmacy is the CVS at 3336 Wilson Blvd, Arlington, VA 22201, which is approximately 0.1 miles and a 4 minute walk away. For medical emergencies in the United States, please dial 911. For non-emergency medical needs, contact the conference chairs.

George Mason Accessibility

  • Disability services: Disability Services staff  at the venue are available for meetings, phone calls, and emails during the hours of 9:00 a.m. to 5:00 p.m. Monday through Friday. Please reach out to your conference chairs if you have any needs. If you want to reach out to the venue’s disability services for other potential requests, you can email them at ods@gmu.edu. Appointments need to be scheduled in advance. Appointments can be conducted either in person, by phone, or virtually.
  • Virginia’s accessibility guide:You can visit the state of Virginia’s accessibility guide (https://www.accessiblevirginia.org/) if and when you plan to step out of the conference venue. Accessible Virginia gives extraordinarily detailed descriptions of Virginia attractions, lodging, bed and breakfasts, restaurants, outdoor recreation and shopping facilities that meet the needs of travelers of varied abilities. This web site provides comprehensive information such as locations and measurements of doors, aisles, stairways and bathroom facilities, as well as listings of dialysis centers, equipment repair locations and even veterinarians for assistance animals.

Communication/Contact organizers

If you require any other care such as medical, accommodation or other services, please contact the conference chairs Nupoor Ranade at dr.nranade@gmail.com +1 (984) 215-8006 or McKinley Green at mgreen48@gmu.edu or ‭+1 (419) 564-2840‬.