ASA Announces New Policies on Accessibility at ASA Meetings

The Board of Trustees of the American Society for Aesthetics approved, on March 4, 2020, two related policies to address accessibility at all ASA meetings. The full text of both policies can be found on the ASA web site under ASA==>ASA Policies and is included below:

Accommodations Protocol at 
American Society for Aesthetics Meetings

ASA strives to foster accessible spaces during the Annual Meeting and the four divisional meetings. The Secretary-Treasurer, working with the Committee on Discrimination, Harassment, and Respectful Behavior, can help identify if current ASA accessibility protocols will meaningfully support your access needs or if additional accommodations are necessary. The ASA encourages anyone who is interested in attending the ASA Annual Meeting or its four divisional meetings to seek the appropriate accommodations in preparation for the meeting. Persons seeking accommodations are welcome to speak informally with any member of the DHRB, trustees, or officers, but are not required to do so.

You are not required to disclose your disability (mobility, auditory, sight, sensory, etc.), mental health diagnosis or identity status (Disabled, Deaf, Autistic, Chronically Ill, etc.), but are welcome to do so if you believe this information will influence the later discussion surrounding your access needs and/or accommodation requests. 

For all requests, contact the Secretary Treasurer at secretary-treasurer@aesthetics-online.org at your earliest opportunity, but no later than 60 days before the start of the meeting. Requests can most effectively be supported if they are submitted as soon as possible. An ASA representative will follow up with you, to discuss your needs and identify the best plan moving forward to provide your accommodations. This follow up will occur once the online program is available, normally at least five months before the meeting for the Annual Meeting and about two months before divisional meetings, but you are welcome to email the ASA earlier to discuss your needs sooner. Depending on the accommodation requested, the ASA may need to request your preferred schedule at the meeting. Schedule changes onsite are accommodated as resources permit, but cannot be guaranteed.

The ASA representative will meet you at the onsite registration table and review your accommodations with you and ensure you have access to the supports you need.

If during the meeting you have any questions, comments, or concerns related to any accessibility practices or your accommodations, feel free to contact ASA at secretary-treasurer@aesthetics-online.org

These are a few examples of what accommodations will be available upon request. Feel free to request accommodations outside of the options listed below as well.

• Specific meeting room setups based on your access needs
• Accompaniment by a personal assistant to help navigate the Meeting. ASA will register your assistant as a complimentary guest. Please email secretary-treasurer@aesthetics-online.org to register your assistant (name, city, state, and e-mail address are required for the badge). The personal assistant will be issued full conference registration and can pick up their nametag at the registration desk.
• ASL interpreter. You will be asked to share which sessions you want to attend so that interpreters can review the presentations and abstracts before the conference. The program for the meeting is normally available on the ASA web site at least five months before the Annual meeting and about two months before divisional meetings.

Guidelines for Session Chairs and Presenters
at Meetings of the American Society for Aesthetics

It is the desire of the American Society for Aesthetics 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 should be set with cutouts for wheelchair users. If you are a chair or presenter requiring specific accommodations please contact ASA directly via email to secretary-treasurer@aesthetics-online.org at least 60 days prior to the meeting.

 Preparing Your Presentation

For those using PowerPoint, the ASA suggests the following guidelines for creating accessible PowerPoint.

• Please consider the guidelines for Accessible PowerPoints:  https://support.office.com/en-us/article/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25
• Another good source for helpful guidelines: https://www.swarthmore.edu/sites/default/files/assets/documents/academic-advising-support/Accessible%20Presentations.pdf
• Regardless of the presentation app you use, please consider these suggestions. Every situation is different and these are suggesstions only, not mandates.
• Describe the content of graphic slides orally during your 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 very large bold font for headings.
• Please take into account accessibility in preparing your slides so that all can read them.

During Your Presentation

Every situation is different and reasonable accommodations are all that is being suggested. These are recommendations, not mandates. 

• Try  to make eye contact with the audience and avoid monotone and/or rushed speech, which can make it difficult for many people to absorb the ideas in a presentation.
• Avoid turning away from the audience while speaking.
• In roundtables and discussions, only one speaker should talk at a time.
• As requested, especially when audience members are not using microphone consider repeating all questions and comments from the audience so everyone can hear.
• When reasonable, share copies of your talk, notes or outline with audience members. Many people benefit from reading as well as hearing presentations. Consider sending your hand-out to the secretary-treasurer@aesthetics-online.org, so it can be loaded into Grupio for your session, if available.
• Presenters using visual aids like PowerPoint, photographs, and video clips should try to describe all images, providing vital information to those with visual impairments.
• If the session will be sign-language interpreted, presenters should provide a copy of their talk to the interpreter in advance. Interpreters need time to prepare adequately for a panel to become familiar with the specific terminology, names, or concepts in the presentation.

Sign Language Interpreters

ASA provides accommodations for attendees who are hearing impaired, when requested following ASA procedures. Presenters might find interpreters present at their session.

• Before you begin speaking, make sure that 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.