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It is the policy of ASAE to hold meetings, conferences and other professional events where barriers of any type do not exclude people from attending or participating.

Find information pertaining to access at XDP below.


Visual Impairment

Use of Personal Assistant

Should you require an aide or personal assistant to help navigate ASAE's Xperience Design Project (XDP), ASAE will register your aide as a complimentary guest. Please contact to register your personal aide (name, city and state is required for the badge). The badge for personal aide will be mailed to the attendee. Personal aides may attend sessions and access the exhibit hall, but are not able to earn CAE credits. If you need ASAE to arrange for an aide to help you navigate the meeting, request must be submitted in advance outlining specific type of assistance required. Email requests to or call 202.626.2888.

Final Program in Alternative Format

Be sure to contact at least three (3) weeks before the meeting if you require the final program in a different digital format.

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Mobility Constraints

Due to the size of XDP, sessions are sometimes events are spread out and distances between sessions can be considerable. If you are a regular wheelchair user you should bring your chair with you, however if you are in need of renting a scooter please review the information below.


There will not be any shuttle service at the event this year as almost all of the events taking place are being held at the Gaylord National Resort & Convention Center.  Should you need assistance getting to the destination please contact us at prior to May 1, 2020.

Taxi Service for those with Mobility Constraints

Most events surrounding XDP will be taking place at the Gaylord National Resort & Convention Center.  Taxi Service should not be required while onsite at the conference for attendees. 

Registration of Personal Aide/Companion

Should you require an aide or personal assistant to help you navigate XDP, ASAE will register your aide as a complimentary guest. Please contact to register your personal aide (name, city and state is required for the badge). Badge for personal aide will be mailed to original registrant along with his/her attendee badge. Personal aides may attend sessions and access the exhibit hall, but are not able to earn CAE credits. If you need ASAE to arrange for an aide to help you navigate the meeting, request must be submitted in writing outlining specific type of assistance required. Email requests to

Wheelchair Rentals

If you need a scooter while onsite at Gaylord National Resort and Convention Center for XDP, please contact SCOOT-A-ROUND via their website or at 888.441.7575, extension x6234.  The cost for any scooter rentals will be billed directly to the attendee.

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Hearing Impairment

Sign Language Interpreters

Attendees can request a sign language interpreter for XDP. Please email with this request.

Sign language interpreters are available for ASAE-sponsored education and events ONLY. All additional events outside of this scope must be arranged with the interpreter separately at the individual's cost.

During XDP, all attendees will utilize personal audio headsets to participate in some of the Idea Accelerators.  ASAE will distribute tailored headsets for individuals with hearing aids upon advance request.  Please email with this request.

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Accessible Transportation and Housing

All ADA-designated hotel rooms in the official ASAE hotel block will be specifically set aside for individuals requesting them. These rooms are guaranteed.


Each year ASAE conducts a detailed accessibility survey of all official ASAE room block hotels. These surveys (completed by the hotels) provide information about accessible entrances, parking and drop-off areas and information regarding accessible public areas, guest rooms, meeting rooms, restaurants, hotel amenities, and assistive devices. Use this information to select the hotel that best meets your needs.

Make hotel reservations as early as possible as there are a limited number of accessible rooms available at each property.


Food Allergies

ASAE is diligent about handling food allergies for all ASAE events. Onsite, all food is labeled by the facility to provide attendees with potential allergens. Upon registration for ASAE meetings, please make sure to answer the question about specific allergies so that the registration system can capture your responses and specific information. Approximately three weeks before the meeting, ASAE will email all those who have marked specific allergies in the registration process full menus at all ASAE-sponsored events.

ASAE's goal is to have a varied menu to appeal to the majority of attendee's dietary needs.

Please email for more information or to ask specific questions about your allergy.

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Presenter Resources

Access Information for Presenters

It is ASAE's mission to make all meetings accessible to the widest range of people possible. Please pay special attention to members of the audience with disabilities. Be aware that registrants with disabilities are to be given priority seating. Every session room will be set with cutouts for wheelchair users.

For information about accessibility services provided for registrants, visit our Access webpage ( If you are a presenter requiring specific accommodations please contact or 202.626.2888.

Accessible PowerPoint

The ASAE Access team in conjunction with the ASAE Learning department has created the following guidelines for creating accessible PowerPoint.

  • Use the Accessible PowerPoint Template developed by the ASAE Access Team in conjunction with ASAE University
  • Describe the content of graphic slides orally during their presentation
  • Have sufficient text descriptions of graphs and tables for presentations posted online or sent digitally
  • If using video, make sure the video is captioned
  • Use the PowerPoint default font of 44-point bold font for headings
  • Use 32-point font or higher for bullets
  • Include no more than 6 lines of text on each slide
Presentation Handouts

When developing handouts please be sure that the type size is readable, no less than 12 point. Copies should be uploaded to the online program for those who cannot read printed versions. It's also helpful (though optional) to bring a few large print handouts. These handouts should be printed in a minimum of 18 point font.

Reaching Participants with Vision Impairments:

  • Describe slides briefly. Example: "This slide covers these three key points…", "This graph illustrates these key points."
  • Avoid pointing to something on the slide and using words like "this, that, these, and those," unless you indicate what "this" means. Example: "This map shows…" (not "This shows…"). People who can't see you pointing to a slide don't know what "this" used alone means.

Reaching Participants with Hearing Impairments:

  • Speak audibly, clearly and directly into the microphone at a moderate pace. This practice promotes understanding in the audience and allows sign language interpreters or CART transcribers time to translate what you are saying.
  • Look at your audience rather than the screen or your paper. Keep your hands away from your mouth so that people who speech read can understand you. Use active words, short sentences. Words should reinforce visual material.
  • Always repeat all comments and questions into the microphone.
  • Videos used in presentations should be captioned.
  • Ensure that only one person speaks at a time by asking members of the group to wait until they are acknowledged before commenting or asking questions.

ASAE provides accommodations for attendees who are hearing impaired. For more information, contact Presenters may find interpreters to present at their session.

  • Before you begin speaking, make sure that sign language interpreters have a copy of your presentation.
  • Do not walk in front of interpreters while they are signing.
  • Let interpreters know if you are willing to be stopped during your presentation if they need clarification.
  • When you address a person using an interpreter, speak directly to the person, not the interpreter.
  • Spell unusual terms, names and foreign words.
  • When using visuals allow extra time for the audience to look at the items after you discuss them. People using interpreters cannot examine items when they are watching the interpreter.

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