How to run an Accessibility Camp

Below you will find eight different topic areas for “How to Run an Accessibility Camp” with bulleted lists of the main steps involved.

Find a few Good Helpers

  • Find helpers from the Technology and Adaptive Technology user communities.
  • Search Twitter for people in the Tech community who are interested in Accessibility
    • Use Twitter hashtags such as #accessibility #A11y #AxS #WebDev #WebDesign #UX
    • Create a Twitter hashtag for your event like: #AccessCampDC
    • Create a Twitter account for your event such as @AccessCampDC and an e-mail address
  • Contact organizers of local Tech meet-ups like ReFresh, TechCocktail, BarCamp, Ignite, etc.
  • Put the word out to the community of people who are using Adaptive Technologies (ATs) at a high level and have some understanding of the language of web accessibility
  • Encourage participation by novices and non-technical folks who could learn by being immersed in the technical conversations.

Find a Location

  • Central downtown Public Library or local University are ideal
  • Other possibilities include: Community Center, Private Company, Co-working space, etc.
  • Libraries are typically accessible, affordable, and have facilities and audio visual equipments

    • Accessible - to and in building and to buses, subways, etc.
    • Affordable - free or inexpensive
    • Facilities with Audio-Visual capability

Facilities and Audio Visual Support

  • Tables, chairs, and lights
  • Make sure WIFI can support the amount of traffic
  • Ethernet connections for speakers and CART (WIFI might get overloaded)
  • Microphones on podiums for speakers and portable mics to pass for questions
  • Screens and projectors for each room or at least most rooms
  • Adaptive Technologies for demos (screenreader (JAWS, NVDA, etc.), screen magnifier software, etc.)


  • Include an accommodation statement on the registration website and in publicity
  • Hire CART (captioning) service (remote - cheaper/hr) (on-location - more expensive/hr)
  • Hire Sign Language Interpreters
  • Produce Braille and Large Print schedules on-site if possible
  • Remind presenters to verbally describe the graphics in their presentations

Set a Date for the Event and Publicize

  • Set event for a Saturday all day, or include Friday night or Sunday day.
  • Be careful to avoid conflicts with other events in the community
  • Announce the date using social media (e.g., Twitter), and e-mail lists, Google and Yahoo groups, etc.
  • Seek the help of web design and development, usability, and disability organizations for promotion

Set-up a Web Presence

  • Set up a Registration and Sponsorship site at or other event website
  • Create an accessible website and link to the general Accessibility Camp website
  • Create a spreadsheet for the schedule and email details to participants
  • Promote in the community using Twitter, Facebook, Google groups, Yahoo Groups, e-mail and telephone

Sponsorship Funds: Food and Entertainment

  • Make T-shirts with a list of sponsors, if extra funds
  • Provide breakfast, lunch, snacks, and drinks
  • Donate leftovers to a shelter or facility you are using
  • Provide a post event location such as a bar for an after-party/networking

Run the Day of the Event

  • Keep a sign-in sheet with name tags and record e-mail addresses for future events
  • Provide simple clear signage
  • Do intros at the “all hands” meeting. Include: name, job, and presentation topics.
  • Group similar topics into panel discussions, and avoid conflicts.
  • Include adaptive technology demos, such as screen reader, Dragon Naturally Speaking, for developers who have never seen these.
  • Plan talks for 45 minutes with questions so people have time to network and get to next talk.
  • Have volunteers available for sighted guide and navigational assistance.
  • Pre-schedule talks to fill one room for the entire day.
  • The after-party location should be accessible.