Accessibility Policy

• We will have at least one wheelchair/scooter space marked in each programme room, and ensure that the layout has space for a mobility scooter to manoeuvre. 
• We will have 60 minute programme in 90 minute slots to aid travel and breaks. 
• We will have seating in any area where there is likely to be queueing and work to have a volunteer to ensure that those who need to sit are still able to access the activity/panel.
• We will mark some seats as reserved for those who need to sit or who need to be in a specific area e.g., close to the front for sight or hearing, and close to the back for anxiety or other needs.
• Staging or platforms may be used to improve visibility of participants in program items. Where these are used a step free method of access will be made available. No ramp, no stage. 
• We will use microphones for speeches, readings and panels. 

• The venue is suitable for scooters and wheelchairs, with step free access, between the convention centre and the Hilton hotel and the convention centre and the town centre. 
• Scooters will be provided free by the convention, thanks to sponsorship by Dublin 2019, but must be booked in advance by noon on Wed 16th April,
• Please book by emailing mobility@easterconbelfast.org or access@easterconbelfast.org
• Please bring ID to sign a scooter out. 

• We will draw up an access audit (based on the good work of Levitation and Conversation) to provide specific access information about the venue. We will let everyone know when it is completed. This will help to get a better idea of the venue and nearby facilities.
• We will provide a map and signage at the venue to aid navigation. Signage will aim to be clearly legible, considering font size/type and background colour contrasts.
• The Hilton Hotel room booking will be prioritised for access, and those who require it, will be allowed to book earlier than general release. 

We will work to have a Large print paper programme available on request, if you require this, please email the access team.

• We have seats in all social spaces and space for mobility scooters and wheelchairs to manoeuvre. 
• We will work with the Hilton to keep the route to the ICC clear. This route will be patrolled. 

We will have a quiet room space, especially as many fans will not be staying at the con, and resources allowing, we will work to provide a second Quiet Room of resources allowing, so there is one in both venues. We have 12 distinct spaces, so extra spaces but we aspire to get the funding to do this.

• We ask all of our attendees to refrain from applying scented products while in the convention spaces, including in the toilets. It is fine to wear scented products, but please apply them in your own hotel room or outside.
• We will endeavour to ensure that cleaning products and hand sanitisers are unscented, and hypoallergenic.

• We are working with both venues to have gender neutral toilets. At this stage we are confident we will have them on the Mezzanine of the Hilton and next to Hall 1 in the ICC. This is in addition to the accessible toilets.
• We do not police who uses which bathroom and expect our attendees not to do so either. We expect people to use the bathroom that makes them comfortable and respect others’ need for privacy. We also understand that young children or others who need assistance will need to be in the same facility as the person assisting them.

We recognise that not all conditions are visible and trust our attendees to make their needs known without having to disclose medical information or “proof”. This means that we do not use a visible badge or sticker to indicate access needs. However we are happy to provide a card that allows this to be communicated without verbal explanation. Use of this card is entirely optional. Attendees may choose to use the sunflower lanyard as an alternative.

We do not intend to introduce known allergens to the venue without being clear to our attendees. If you have an allergy (food or otherwise) or dietary requirement and would like this information passed on to party hosts, launch organisers or to the hotel, we are happy to do this. If the allergy relates to your hotel bedroom or included breakfast rather than the function rooms, we ask that you contact the hotel directly.

• We understand that childcare is an access issue, and especially welcomed by staff and volunteers. We have a space and company in mind, and we need to work to see what the need and requirement is and then find the funds for this. This will need to be pre-booked via the registration form or by emailing the access team.
• We will have child/family friendly activities at one of our break out tables in hall 1. There will be programming that is child/family friendly . 
• We recognise that breast-feeding a baby is a normal activity and does not need to be hidden away.

• We aim to have a visible way of indicating that you do not like being approached and that you do not wish to be engaged in conversation by people you don’t know such as a sticker, badge or lanyard.
• We aim to provide pronoun stickers, but to make them optional.
• Northern Ireland Sign Language NISL is described as being related to Irish Sign Language at the syntactic level while the lexicon is based on British Sign Language and American Sign Language. Given the varieties of potential languages we will have to consider requests carefully, depending on the demand and available budget. If this would be helpful for you, then email the access team.
• We will have a “New to Eastercon” meetup (everyone welcome) to ensure those who are feeling nervous or want to ask questions have an informal opportunity to do so and to facilitate meeting new people.

We will ask that any time alcohol or food is available there should be a soft drink option as well. This will apply to parties and launches.

• We will plan to stream live and record our main programme where appropriate, this is from Hall 1 A in the ICC. (Resources and costs allowing) 
• We will look at the options of captions/subtitles on this live and recorded online content. Please contact us if you would benefit from this.
• We intend to record Hall 1 A, where appropriate, to allow this to be viewed later. Attendees should know the items are being recorded and will be informed of this. 
• We are looking at having a discord if we can find the volunteers. 
• Our Code of Conduct will apply to online spaces and direct messaging as well as in physical places.

We will have a stipend to assist those who would benefit from some financial assistance. This is as well as a low-income membership rate. Our hardship rate is not judged, and we trust those who apply for it, and also can assist further, please contact the accessibility team if such assistance is helpful.

• We will put together a policy regarding covid, if it is appropriate, closer to the time. Our aim is to do this early 2025. Anyone who feels disadvantaged by that, as our prices can increase, can of course apply for the hardship rate. 
• We are monitoring how other conventions proceed. 
• We are happy to support those who wish to wear masks, and also happy to help where a person feels a fully fitted P3 hard half mask respirator with electronically press to check filter cartridges is required, through our stipend process.

The ICC has a series of videos that might be helpful, these were prepared for the 2021 Harkin International Disability Employment Summit, an accessibility conference:

Social Narrative Access Video for delegates – ttps://www.youtube.com/watch?v=TI_SAHeaDkw. 

• If you need anything else that we have not mentioned here please do contact us and let us know.

Our access team are available to deal with any concerns, queries or questions