Important 2023 Conference Information

We look forward to welcoming you to the 2023 Disability:IN Global Conference and Expo in Orlando! Below is important information for you to know before you arrive.

Conference App

Please download Whova, the official Conference app, brought to you by Fidelity.

The App allows you to:

• Quickly access the agenda
• Check out speaker and exhibitor information
• Gain accessibility resources
• Network and send direct messages
• and more!

Download instructions for Conference App:

1. Download App in app store
2. Click FIND MY EVENT and enter invitation code tblb3eyk99 or simply search for Disability:IN
3. Use the same email address you used for registration to gain access to the App

You can also access the conference app online by visiting the link here.

Whova Accessibility

While the Whova app is generally accessible when using a screen reader, we have identified a few areas where there are unlabeled buttons. Please download the document below to help you navigate through these issues. We are working with the Accessibility Team at Whova to continually enhance the accessibility of the app. Accessibility feedback can be provided to Disability:IN at Accessibility@DisabilityIN.org.

Attire

Given that so many of us are used to working from home in more comfortable clothes, we are encouraging everyone to wear what is comfortable for them. Feel free to sport your company brand and jeans, or alternatively, a business suit if you prefer. 

For the Disability Pride Celebration, the suggested attire is cocktail. This is meant to be a fun celebration and is a reception-style event with live music and dancing. There is no formal sit-down dinner. 

Environmental/Chemical Sensitivities

To help make this conference accessible to participants for whom chemicals or fragrances are an access barrier, Disability:IN requests that you come fragrance-free. 

Agenda

Be sure to check out the conference agenda either in the Whova app or on our website. The agenda includes information on when meals are served. 

Registration

Registration is located in the Palazzo Foyer on the main level of the JW Marriott outside the Palazzo Ballroom. 

You will receive an email on July 9 with a QR code to expedite the registration check-in process.

Registration will be open:

• Sunday, July 9: 3:30pm – 5:30pm
• Monday, July 10: 7:00am – 6:30pm
• Tuesday, July 11: 7:00am – 5:00pm
• Wednesday, July 12: 7:00am – 5:00pm
• Thursday, July 13: 7:30am – 10:00am

Dietary Considerations

• All buffets will offer Vegan, Vegetarian, and Gluten Free Options.
• All buffets will be labeled.
• If you have a dietary concern, please speak with a service attendant.

Wi-Fi 

Wi-Fi will be available throughout the conference meeting space.

• Network: DisabilityIN
• Password (case-sensitive): BostonScientific

Shipping

If you have shipped items to the JW Marriott for use during the conference, it can be picked up at the FedEx Store on the main level of the JW Marriott, near the Starbucks. Please bring your tracking number and be prepared to pay for all handling fees. They can be charged to your room. 

Parking

Parking fees are $35 self and $50 valet (plus 6.5% taxes). The Ritz-Carlton does not have self-parking, only valet. Valet will charge the prevailing self-parking rate for anyone who has accessible parking needs (with Placard) at both the JW Marriott and Ritz-Carlton. 

Team Disability:IN is excited to welcome you to our 2023 Global Conference & Expo!

This year’s event will be bigger than ever as a record number of companies have joined IN for advancing disability inclusion. Together, we’ve created a movement that has inspired impact across business.

While the unexpected growth is an opportunity for more industry peers to help each other on their disability inclusion journeys, it's also a challenge. Coupled with unprecedented interest, this year’s conference is operating under the hotel contract that was negotiated in 2017 and originally intended for our 2020 conference, which went virtual due to the COVID-19 pandemic. This means that we are working with a hotel footprint designed to accommodate our partners three years ago, and we have experienced significant growth since then.

Accessibility and Safety

Disability:IN has been working with the Grande Lakes property to ensure that we provide an inclusive, accessible, and safe environment for all attendees. We want to highlight some important information as you prepare to attend:

• We want to allow anyone who wants to attend our conference in person to join us while prioritizing accessibility. This year's plenary sessions will be in theater-style seating.

• Volunteers will be available throughout the ballroom to assist attendees in locating seats and navigating the room.

• Sections of chairs will be removed throughout the ballroom to provide attendees with physical disabilities several options for viewing the plenaries.

• Captioning and ASL interpretation will be provided at all plenary sessions with reserved seating for those who most benefit from on-stage interpretation and onscreen captions.

• We will provide overflow space with seating set in round tables carrying a live stream of the plenary, including ASL and captions.

• On Tuesday and Wednesday, boxed lunches will be served during the lunch plenaries. Trays will be available for people who would like a surface to place their meal on, and tables will be provided in the live-stream room for people who would prefer to eat at a table.

• Disability:IN will be requiring all conference attendees to wear their conference name badges at all times. You will not be permitted to enter plenary sessions, breakout sessions, receptions, and other events without displaying your name badge. If you are in the meeting space and not wearing a name badge you will be asked by members of the security team to leave the conference area and return when you have your name badge.

• Disability:IN has contracted all the meeting space at the JW Marriott and most of the meeting space at the Ritz-Carlton. Disability:IN attendees will account for 85% of occupants of the hotel rooms throughout the week, meaning that the meeting space and hotel rooms will be primarily filled with our attendees. Any attendee, family member, or PCA saying at or visiting either location will be expected to abide by the Community Guidelines listed below. We will have an increased presence of security professionals throughout the conference space. This is a preventative measure to help ensure that we are providing a safe environment for all conference attendees.

• The security team at Grande Lakes is 24/7, and is First-Aid, CPR, and AED certified and will be the first responders in case of an emergency. They have various emergency response protocols in place, as required by Marriott International, and their team receives training throughout the year. You can contact the Grade Lakes Safety & Security team at (407) 393-4357 or by dialing 88 on any house phone in the property.



• The Grande Lakes property is private property; any individual who is acting against the Community Guidelines will be asked to leave the premises.

Accessibility and safety are our top priorities and we're inviting all attendees to support us in upholding our commitments.

Community Guidelines

Diversity, equity, inclusion, and accessibility are at the core of who we are. At Disability:IN, we promote the full inclusion of people with disabilities, inspire accessible innovation for all, and foster cultures of inclusion. We’ve put a lot of thought into Community Guidelines that can help us create and protect a safe and open environment for everyone. As we gather virtually and in-person for our global conference, we ask you to help us in upholding the following shared commitments:

• Be kind, open-minded, and respectful of everyone’s perspectives and experiences.

• Do your part to prioritize accessibility and create spaces that allow everyone to participate fully and meaningfully.

• Alert event staff or security if you notice instances of harassment. Harassment is not tolerated, and you are empowered but not required to politely engage when you or others are disrespected if it safe to do so.



• We have a zero-tolerance policy for in-person or online harassment of any kind, including, but not limited to:
• Stalking/following
• Deliberate intimidation
• Harassing photography or recording
• Sustained deliberate or malicious disruption of talks or other events
• Sexual Harassment or intimidation
• Offensive verbal language
• Verbal language that reinforces social structures of domination
• Unwanted physical contact
• Physical or cyberbullying, trolling, or threats

• Attendees or their guests, family members, or PCAs asked to stop harassing behavior are expected to comply immediately. Failure to respect these boundaries may result in being removed from the premises and/or having Conference App access revoked. Decisions will be made solely by Disability:IN staff or their designees.



• Disability:IN is not responsible for theft, damages, harassment, or any behavior by conference attendees, facility staff, or other visitors not involved in the conference.

Live Streaming Sessions

Multi-language captions will be available during sessions that are live-streamed and can be accessed via a link that will be included in the session listing on the Whova app. If you are watching the session on demand after the live presentation, you will be able to access the text file of the language via the app within 24 hours of the original session. Available languages include: English, Mandarin Chinese, Hindi, Spanish, Portuguese, Japanese, French, German, Italian, Indonesian, and Filipino.

Disability Etiquette

As we prepare to gather in person, check out this starting guide for quick tips on building more inclusive spaces.

NaviLens App

NaviLens is a new system of intelligent digital markers which help to make any space more accessible. It is a set of color codes similar to QR codes, but with technical attributes that enable them to be read under conditions that no other code has. 

NaviLens markers help users to obtain useful information (for example the routes that pass through a stop, the timetable of the stop, description of the stop, incidents in the service, etc...) in the most suitable format and language for the user profile. It helps to improve accessibility to any environment/service and to improve user experience in its use. 

Quick Start Guide

(For additional information, check the User Manual Guide) 

• Install the free NaviLens app on the App store of Google Play
• Run the application, accept permits and terms of use. 
• Close the quick menu and start using the application. 
• Point the mobile phone camera towards the environment to detect a marker (markers can be located on walls, tactile paving crossings, etc...). 

When "click" is heard, which indicates that a marker has been detected:



• NaviLens gives you vocal instructions to reach the marker and the distance to it (this will be the distance between the camera and the marker). 
• NaviLens reads you the information contained in the marker will be read.  
• To stop obtaining information on a marker, shake the mobile again (the camera should not be focused on the marker or it will continue reading). 

Aira App

Aira is a visual interpretation service that connects people who are blind or have low vision to trained, professional visual interpreters who provide visual information on demand – describing, reading, explaining, navigating – just about anything, safely and securely. 

Aira's service, accessed via a mobile app, shares real-time visual information through the back-facing camera on the user's smartphone and will be available during the 2023 Disability:IN Global Conference and Expo at no cost to conference attendees. 

We invite you to use Aira to navigate Orlando International Airport and throughout the JW Marriott and Ritz-Carlton properties as you check-in, attend sessions, visit exhibits, and more. 

The service is available on-demand however, we do suggest you download the free Aira Explorer App from the  Apple or Google Play Store in advance of the conference. 

Download instructions for Aira App: 

If you are new to Aira, we suggest you try it out before the conference to get familiar with the app and camera placement. 

• Download the Aira App 
• Setup your free account 
• Once you are on-site for the conference, open the Aira app 
• Tap on "Apply a Free Access Offer", then "Promotions", then choose "Disability:IN Conference" 
• From there, you can call an Aira Agent for assistance with visual interpreting 

GoodMaps Explore App

Find your way at Disability:IN with GoodMaps. GoodMaps provides an immersive and dynamic navigation experience for visitors and staff that is convenient, inclusive, and efficient. 

To navigate the conference, download the app, available for either iOS or Android. 

Continuing Education Units (CEUs)

For those interested in obtaining continuing education credits through HRCI for the conference, please email Abbey Hunter (aHunter@QandAEvents.com) after the conference. Participation forms will be provided on request once the event has ended.

Sharing on Social Media

Feel free to share your learnings and experiences on social media. Use our toolkits to get started:

• Attendee Toolkit
• Presenter Toolkit

Questions? Please email conference@disabilityin.org in advance of the conference or visit the Registration Desk once we are on-site in Orlando!