We keep everybody on the staff informed, during preplanning and in daily meetings during the show. I suggest they attend on a Thursday or Friday rather than on a weekend, when the shows are busiest. This makes it easier for them to move around and the experience is more enjoyable for them. To encourage them to come on a weekday, we offer a special discount rate for all members of the group, including any chaperons. If you offer shuttle bus service between hotels and a convention center, at least some of those buses must accommodate wheelchairs.
Reasonable accommodation can begin before the show.
A person who has limited sight may require large-print versions of registration forms, seminar schedules and other essential literature. Accommodating special needs does not have to be costly. It was set up with cue tones that indicated where information for each day began. Most people's requests are easily handled. If someone with special needs arrives without prior notification, show organizers must make their best effort to fulfill those needs.