How TAPED Creates Fully Accessible Conferences for 700 Deaf and Hard of Hearing Attendees

When your conference serves deaf, hard of hearing, and deafblind attendees, every schedule change and networking opportunity requires intentional accessibility planning.

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The Texas Association of Parents and Educators of the Deaf (TAPED) transformed their 600-700 person biennial conference by eliminating printed programs and embracing mobile technology — freeing volunteers from wayfinding duties while ensuring real-time communication access for all participants.

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TAPED's Biennial Conference By the Numbers

• 600-700 participants every two years including professionals, families, students, and deaf/hard of hearing individuals.
• 25-member volunteer planning committee representing diverse cultural, linguistic, and educational philosophy backgrounds.
• 12 breakout session strands individualizing learning experiences across 3-day conference.
• 70-80% of planning committee fluent in manual communication (ASL or Signing Exact English).

What You'll Learn

In this 38-minute webinar, Marina McCormick (President of TAPED and Region 4 Education Service Center Program Coordinator) shares strategies for creating accessible conference experiences, including:

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Core accessibility challenges: communication access at scale

• Providing sign language interpretation and real-time captioning for all keynote speeches and breakout sessions.
• Delivering timely schedule updates to attendees who rely on visual communication methods.
• Training hotel staff and AV technicians in each host city to support inclusive experiences.

Pre-mobile technology struggles: time and money barriers

• Spending significant budget on printed programs and signage that reiterated same information.
• Deploying planning committee volunteers as human wayfinding instead of supporting event logistics.
• Losing committee effectiveness by pulling volunteers away from food service and speaker support.

Mobile app selection criteria: ease of use for volunteers

• Choosing platform requiring no app development expertise for volunteer organization.
• Building conference app quickly using self-explanatory guides (committee members have full-time day jobs).
• Leveraging pre-made educational materials for participant onboarding.

Embedded accessibility features: third-party content integration

• Embedding YouTube videos with sign language interpretation and captioning directly in app.
• Using push notifications for real-time conference updates to visual communicators.
• Incorporating Facebook integration helping scattered low-incidence disability community stay connected.

Remote captioning innovation: respectful accessibility implementation

• Connecting participants to remote captionists via iPad/Zoom instead of in-person followers.
• Eliminating visible accommodation creating potential social anxiety for some attendees.
• Implementing new technology for first time at 2024 conference successfully.

Low-tech backup strategies: preparing for technology failures

• Creating enlarged font and braille materials as alternatives for deafblind participants.
• Contacting participants in advance to understand content access preferences.
• Maintaining philosophy pairing high-tech solutions with low-tech backup options.

Intentional content distribution: strategic use of multiple formats

• Evolving from "everything in program" to asking "what can go into Guidebook?"
• Making all 3-day presentation materials exclusively available in app to drive adoption.
• Discussing strategically what needs signage versus app versus hard copy.

Generational transition management: serving both audiences

• Recognizing younger attendees prefer mobile while older generation loves printed programs.
• Watching non-app users miss push notifications and ask "how did you find out?"
• Driving downloads by making presentation materials available only through app.

Barrier identification process: planning with accessibility first

• Beginning by identifying possible barriers individuals could experience at event.
• Reviewing Accessibility Conformance Report (ACR) before committing to technology.
• Engineering solutions using both high-tech tools and low-tech alternatives.

Who Should Watch This Webinar

• Conference organizers serving deaf, hard of hearing, or deafblind communities.
• Event planners committed to creating fully accessible experiences for disability communities.
• Association leaders managing volunteer-run conferences with limited technical expertise.
• Accessibility coordinators seeking practical implementation strategies beyond compliance checklists.
• Event professionals serving low-incidence disability populations requiring specialized accommodations.

Real Results from TAPED's Accessible Event Strategy

Learn how TAPED's approach achieved:

• Freed planning committee volunteers from wayfinding duties to focus on behind-scenes logistics.
• Reduced program printing and signage costs while improving information accessibility.
• Connected low-incidence disability community scattered across large geographic areas (Texas).
• Provided equitable access to 900+ attendees at peak conference (typical 600-700 participants).
• Maintained communication access through push notifications for schedule changes and surprise offerings.

Featured Speaker

Dr. Marina McCormick serves as the Region 4 Education Service Center program coordinator for the regional day school program for the deaf in Houston, Texas. She's also an adjunct instructor for graduate and undergraduate studies at University of Houston and Texas Tech University.

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She also volunteers as chairperson for TAPED's biennial Statewide Conference for the Education of the Deaf planning committee, overseeing one of the largest conferences of its kind in the United States.