UbiComp / ISWC 2023
Accessibility FAQ
Questions
Here is a list of questions answered on the below page. Feel free to click on the questions to jump directly to them.
- How do I communicate accessibility needs to UbiComp-ISWC 2023 organizers?
- Who do I ask if my question is not answered here?
- Will sign language interpretation or live captioning be available?
- What are the taxi and public transport options for getting to the conference venue?
- Who can I ask about accessibility in Cancun, Mexico?
- Can a student volunteer assist me during the conference?
- What is the conference space like?
- Will the conference be accessible by wheelchair or power scooter?
- What are the restroom facilities like?
- What are the arrangements for presenters with accessibility needs?
- Can I bring my guide dog or service animal?
- Can I attend the conference by robot?
- How much walking or standing will be needed?
- Will there be an induction loop in the meeting rooms?
- Will speakers and audience members asking questions be using a microphone?
- What food service will be provided?
- Can the conference accommodate special dietary needs?
- Will the main conference reception on the beach be accessible?
- Will the conference be a smoke-free environment?
- Will there be loud music, strobe lighting, spotlights, or other strong sensory experiences?
- Will there be a designated quiet space at the conference?
- What if I have a medical emergency or health problem during the conference?
How do I communicate accessibility needs to UbiComp-ISWC 2023 organizers?
The Justice, Equity, Diversity and Inclusion (JEDI) chairs for UbiComp-ISWC 2023 are Jennifer Rode, Luis Castro, and Temiloluwa Prioleau, whose goals are to ensure the conference is accessible to everyone. When you register for the conference, there will be a registration question labeled โDo you have a disability or special need which requires our awareness?โ. In your response, please indicate any accessibility needs such as wheelchair access, sign language interpretation, or a guide. The Accessibility Chair will follow up with you to clarify your needs. You can contact them directly at any time by emailing accessibility-2023@ubicomp.org.
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Who do I ask if my question is not answered here?
More information about accessibility in and around Cancun, at the Cancun Convention Center, and at our official hotels is available on our detailed accessibility report.
If there is specific accessibility information you would like to see here, or if you wish to discuss any conference accessibility requirements, please contact our Accessibility Chair Jennifer Rode by email: accessibility-2023@ubicomp.org, and we will respond to you shortly.
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Will sign language interpretation or captioning be available?
The conference will provide continuous AI-generated captioning during the main conference tracks on dedicated screens in the front of the room, and reserved seating for people who need access to it; captioning the main sessions will help attendees with D(d)eaf and hard of hearing abilities, as well as international attendees who might need extra help to follow along. We will also provide captioning for additional sessions during the pre-conference depending on accessibility needs if requested by any attendees during the registration period. Please make your request as early as possible. Our Accessibility Chair will follow up with you to discuss your needs in more detail. After August 30th, 2023, the best effort will be made to accommodate requests, but we cannot guarantee that interpreters or captioners will be available.
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What are the public transport options for getting to the conference venue?
Here are options based on how you plan to get to Cancun.
Arriving by plane:
Cancun has an international airport CUN Cancun Airport (https://www.cancunairport.com/).
From the airport it takes about 30 minutes to the conference venue via car. Taxis must be booked in advance and are about $25 if you book in advance or $45 onsite. Some taxis will hold wheelchairs, but check with the vendor regarding size (See below Accessible transport for larger mobility devices).
In addition, access to special transportation options, including accessible and wheelchairs options, at reduced rates is available via a dedicated agreement with EPIC DMC with options to book a car transfer (1-4 people), a van transfer (1-8 people traveling together), or a crafter transfer (1-12 people traveling together). More information is available on our main Conference Details page.
Please note as per the Cancun International Airport website: โPassengers at Cancun Airport CUN are warned to ignore offers of transportation from solicitors outside the arrival terminals. If you book your transfer with an unauthorized company/solicitor online or at the Cancun Airport, then the airport IS NOT responsible if you are overcharged, services are not provided as described, If you paid CASH and can’t get your money back, or if you get in an accident and the company/solicitor is not insured.โ
Read guidance on avoiding scams and book here: https://www.cancunairport.com/taxi.html
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Accessible transport
Accessible transport can be booked via Cancun Accessible. Their vans will hold all sizes of manual chairs, electric chairs or scooters. Please confirm your arrangements and the specifics for your mobility device with them, and mention that you are attending the UbiComp/ISWC conference to access special rates: https://www.cancunaccesible.com/cancun-rivieramaya-handicapped-transportation/.
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For getting between hotels and conference activities:
Public โredโ buses are available to connect attendees around the Hotel Zone/Boulevard Kukulcรกn (Zona Hotelera) where all conference hotels and the conference center is located, and Avenida Tulum, downtown Cancun. The buses run 24h a day, 7 days a week, and roughly every five minutes, with the most popular routes being R1 and R2. Either of these routes will take you around the Hotel Zone, as well as back and forth between downtown and the Hotel Zone. A one-way fare typically costs $12 Pesos which is roughly 50 cents in USD. The buses do not accept American coins and it is often hard for drivers to break big bills, so make sure to carry Pesos on you if you plan to utilize the bus system. More information about the bus system is available here, and you can see the bus routes here (Spanish only, please use translator systems in your browser to access another language). Public buses are unfortunately not wheelchair accessible.
The conference will make available dedicated, wheelchair accessible, shuttles that will run every morning (before the conference starts) and evening (after the conference ends) between the official conference hotels and the conference center. More information is available on our dedicated Hotels and Accommodation page.
No Uber/Lyft service exists in Cancun, and local transportation is either the red bus, taxis, or private transportation (van, charters, etc.).
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Who can I ask about accessibility in Cancun, Mexico?
Unfortunately, Cancun tourism does not have bespoke guides for disabled people. So to prepare for the conference we sent our access chair to Cancun to document things on the ground. These insights are collected here: detailed accessibility report.
Wheelchair users may find these guides helpful:
- The Ultimate Wheelchair User’s Guide to Cancun
- 5 of the Best Wheelchair Accessible Hotels in Cancun Mexico
Can a student volunteer assist me during the conference?
Student volunteers will be available to assist attendees with disabilities with navigation, meal service, or other accessibility needs. If you will need volunteer assistance at the conference, please indicate this on your conference registration form.
Attendees who require personal care assistance should bring their own assistant. Personal care assistants also need to register for the conference, but the conference will provide free registration for them. Please reach out to the Registration Chairs at registration-2023@ubicomp.org to request personal care assistant complementary registration.
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What is the conference space like?
For overall information about the conference venue, please refer to the Cancun Center website. The page shows photos of the rooms, floor plans, and a virtual tour. The UbiComp/ISWC conference will be mainly located on the 2nd floor (Nivel 2), with the reception potentially being hosted on the third floor. [Ground floor], [1st floor], [2nd floor], [3rd floor]
The Cancun Center facility is a modern conference center and we believe meets some basic accessibility requirements, such as ramps to enter and grab bars in bathrooms. We had asked the convention center to remodel the bathrooms to be in keeping with current ADA standards, however, at the time of this writing the construction has yet to start. There is no transfer space from a wheelchair to the toilet in any bathrooms, and the doors are too narrow for larger scooters. Please see detailed measurements of entrance, hallway and stall sizes here. If you require facilities that are not currently available please email the accessibility chair, Jennifer Rode at accessibility-2023@ubicomp.org so we can pressure the convention center for timely completion, and update you on construction. There is no tactile paving, and no visual emergency alarms.
More information about accessibility at the Cancun Center is available on our detailed accessibility page.
In case of an emergency and call for evacuation, the conference center staff and the professional conference staff will assist and orient people with disabilities (e.g., blind and visually impaired attendees, people with hearing impairments) to safety.
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Will the conference be accessible by wheelchair or power scooter?
Yes, the conference will be accessible to wheelchair users. The venue has elevators and ramps to all areas where attendees will be meeting.
We have a ramp to every stage for presenters who use wheelchairs. Poster and demo sessions will have space for a wheelchair to move between the posters.
In case of an emergency and call for evacuation, Public safety officers will assist and orient people with disabilities (e.g., blind and visually impaired attendees, people with hearing impairments) to safety.
For more information about accessibility at the convention center contact Jennifer Rode at accessibility-2023@ubicomp.org.
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What are the restroom facilities like?
We had asked the convention center to remodel the bathrooms to be in keeping with current ADA standards, however, at the time of this writing the construction has yet to start. There is no transfer space from a wheelchair to the toilet in any bathrooms, and the doors are too narrow for larger scooters. Please see detailed measurements of entrance, hallway and stall sizes here. If you require facilities that are not currently available please email the accessibility chair, Jennifer Rode at accessibility-2023@ubicomp.org so we can pressure the convention center for timely completion, and update you on construction.
The doors, paper towel dispensers, flush and sink controls, paper dispenser and bathroom stall locks are manual.
The conference center will have both dedicated all-gender facilities with separated stalls and changing facilities for babies, as well as separated men and women bathrooms. All bathroom facilities will be clearly indicated by dedicated signage.
As always, email us if you have questions: accessibility-2023@ubicomp.org.
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What are the arrangements for presenters with accessibility needs?
If you are a presenter and need a ramp up to the stage, please know that all stages will have ramps and allow for easy access. Please still let the accessibility team know about your need as soon as possible ideally during the registration process and before August 30th, so we can make sure that all needs are addressed. Please contact accessibility-2023@ubicomp.org for any additional questions.
Poster sessions will have space for a wheelchair to move between the posters.
If you would like a student volunteer to operate slides or guide you onto and off the stage, or have other accessibility requests please contact Jennifer Rode at accessibility-2023@ubicomp.org by August 30th.
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Can I bring my guide dog or service animal?
Yes! Guide dogs and service cats are welcome at UbiComp-ISWC 2023. The convention center will not allow more exotic service animals. Please indicate on your registration form and before August 30th if you anticipate bringing a service animal to the conference, and we will provide a relief area with water available. Service animals will need to be harnessed, leashed or tethered at all times. While there is no space specifically reserved for guide dogs, we will provide information about close-by pet-friendly areas.
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Can I attend the conference by robot?
We are sorry, but UbiComp-ISWC 2023 will not be able to accommodate remote attendance by robot.
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How much walking or standing will be needed?
We are still working on our description of the walking demands of the conference. Hallways at the convention center are long but the convention center has agreed to place chairs in the hallways.
Please contact Jennifer Rode at accessibility-2023@ubicomp.org as early as possible if you have further questions or special requests.
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Will there be an induction loop in the meeting rooms?
We are still enquiring about the possibility to have induction loops in the conference center. We will provide AI generated captioning during the main conference sessions, and if required during specific pre-conference events as well. If you need additional support such as a personal sign language interpreter please request it during registration and before August 30th; after that deadline, we will do our best to accommodate but we cannot guarantee we can find an interpretation.
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Will speakers and audience members asking questions be using a microphone?
Yes, microphones will be used for all speakers. We will remind all session chairs to enforce their use on equity grounds.
Attendees with questions will be requested to use a microphone so that their question is more easily heard.
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What food service will be provided?
The conference will provide refreshments and snacks in morning and afternoon breaks during the pre-conference and main conference days. Please note that lunch is not provided, and attendees are on their own for lunch. Local student volunteers will help with locating close-by restaurants or food options and help making reservations if needed.
There will also be appetizers and refreshments being served at the evening receptions.
If you have special dietary needs, it is very important that you indicate these clearly on your registration form.
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Can the conference accommodate special dietary needs?
Yes. Attendees who indicate special dietary requirements or allergies on their registration form will be provided with special options by the conference catering. Official conference hotel will also accommodate special dietary needs. Specific protocols and options will be made available prior to the conference.
If you have any specific need, or a severe allergy please indicate this on your registration form.
Here you can find a useful gluten-free travel guide for Mexico prepared by the British Celiac Society.
For more detailed information please contact accessibility-2023@ubicomp.org.
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Will the main conference reception on the beach be accessible?
The main conference reception will be held outside on a beach. The whole area of the party will not be accessible, however, we have arranged for accessible areas to be shaded with chairs, low tables and decking. Strong smells from sunscreen or seaweed might be present. There will be loud music, though we will place the accessible area in a quieter area. We plan on lighting this area well to ensure fewer trip hazards, and make it easier to lip read or read signs. The accessible area of the reception will be clearly indicated so that people who need to access the area will be able to use it. Other quieter areas will be available around the reception area both on the beach and in sand-free environments.
We will update the FAQ with the details of restroom accessibility once we have it.
Please note the pool at the reception venue is not wheelchair accessible, nor is there a hoist. If you need a beach wheelchair please contact: Cancun Accessible: https://www.cancunaccesible.com/
If you have specific requirements or concerns, reach out to accessibility-2023@ubicomp.org.
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Will the conference be a smoke-free environment?
The entire conference venue is a no-smoking area.
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Will there be loud music, strobe lighting, spotlights, or other strong sensory experiences?
The sensory aspects of the conference have been screened. There will be a photographer on site taking pictures.
The main conference reception will be held outside on a beach. We have arranged for a shaded area on the beach with chairs. Strong smells from sunscreen or seaweed will might present. There will be loud music (see more information under the conference reception section).
Beyond this, we are unaware of events that include loud music, strobe lighting, spotlights, or other strong sensory experiences.
Participants and speakers have been requested not to use flash photography or to wear strong scents.
We are still gathering information on the sensory demands of the other events.
Please contact Jennifer Rode at accessibility-2023@ubicomp.org as early as possible if you have further questions or special requests.
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Will there be a designated quiet space at the conference?
We will have a dedicated quiet space at the conference on the same floor as the main conference activities, and that will be accessible during the main conference. This space will have comfortable chairs, a sofa, yoga mats, cushions and relaxing lighting. Please contact us if you are planning to attend the conference and may need such a space.
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What if I have a medical emergency or health problem during the conference?
During the conference, an ambulance service will be available on site at all times. In case of any emergency please contact the conference center staff or our dedicated professional conference staff, which will ensure that paramedics will be directed to assist in the right area immediately.
In case of need of hospitalization, our ambulance provider has an agreement with the private hospital Amerimed, which is about 15min away by car (Address: Av. Tulum sur.260 Manzanas 4, 5 y 97, 77500 Cancรบn, Q.R., Mexico). While healthcare staff will be local, they are used and trained to help international guests, and will be able to communicate in English. All expenses incurred for an hospitalization will need to be borne by the attendee.
In case of an emergency outside of the conference center, please call 911, as it works also in Mexico and all international phones will be able to dial this emergency services number.
More information on private hospitals including recommendations is available here.
If you require non-urgent medical care, please contact Jennifer Rode, Luis Castro, and Temiloluwa Prioleau at jedi-2023@ubicomp.org or ask any student volunteer. They will provide you with information about local doctors, specialists, chiropractors, etc. We can also find you a Spanish speaker volunteer to attend an appointment with you if needed.
For non-resident attendees, buying travel insurance that covers medical expenses is strongly recommended as fees for emergency treatment can be very high.
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IMPORTANT LINKS
CONTACT
Accessibility Chair:
Jennifer Rode