Accessibility Services

AWP is committed to making all reasonable arrangements that will allow conference attendees to participate in conference events. AWP complies with the American with Disabilities Act (ADA), and we work to make the conference comfortable and accessible for all participants. We recognize not all disabilities require accommodations, and some are invisible. For the overall comfort of all attendees, AWP considers such accommodations as seating areas to rest between events, quiet rooms, maps in multiple formats, and an onsite contact when help is needed. Although AWP does not require every person to disclose their disability to us, please know that given the range and variations of disabilities we may not know how to properly accommodate someone with a disability unless they contact us directly to share their questions and concerns.

Many accessibility services require advanced planning for a conference as large as AWP’s. In order to help us better prepare, all requests for accessibility services, equipment, or accommodations should be submitted in advance of the conference. AWP can best meet accessibility needs when requests are sent by Wednesday, February 5, 2020, to Colleen Cable at colleen@awpwriter.org. AWP will make every effort to accommodate requests that arrive after February 5.

Conference & Event Space

All convention centers and hotels the conference occupies are accessible in accordance with the Americans with Disabilities Act (ADA). All rooms at the conference are wheelchair accessible and have seats in the first row and back row marked as reserved for individuals with accessibility needs. 

Space has been left for two wheelchairs in the front and back of each meeting room. Please keep designated wheelchair areas and aisles clear for persons who may be using wheelchairs, canes, crutches, or motorized scooters. Space should be left around the doors and aisles to allow access. 

Convention Center & Event Space Limitations

AWP works closely with the hotels and convention center to plan the conference and assure Americans with Disability Act (ADA) and related accessibility compliance. However, AWP does not control or oversee the building’s accessibility for the hotels or the convention center. The hotels and convention centers are responsible for the accessibility of all common areas, building entrances and exits, room entrances and exits, hallways, bathrooms, roll-up doors and air walls, escalators, and elevators. AWP does not have the authority to make alterations to these spaces or their fire codes and security policies.  

While AWP has taken numerous steps to ensure these properties adhere to the guidelines set forth in the ADA, including multiple assessments of each property, as well as obtaining contractual language guaranteeing ADA adherence, we rely on the hotel and convention center staff at these venues to make sure the buildings themselves are accessible.

Each building has ADA accessible entrances as outlined in this document, but some other entrances must be locked to the outside for all attendees to ensure the security of the building for all attendees.  

Mobility Constraints

Due to the large size of the AWP Conference & Bookfair, the 550 sessions are often spread out, and distances between sessions may be considerable. Please remember in your travel plans to bring any mobility equipment you may need to help navigate throughout the conference, including between the convention center, hotels, and surrounding areas. If you find you need to rent equipment onsite, please see the Scooter & Wheelchair Rentals section of this document. If you require help navigating the conference, please see the Attendant and Assistants and Volunteer Assistance sections of this document.

Registration Services

AWP’s online registration system provides attendees with the opportunity to indicate if they have accessibility needs. If you indicate that you have accessibility needs when registering an AWP staff member will contact you to follow up to help ensure those needs are met.  

AWP does not require that any conference attendee disclose a disability; however, we can better meet specific needs if we know well ahead of time that a reasonable accommodation will be needed.

Onsite registration, located in Exhibit Hall 3 on the Street Level of the Henry B. González Convention Center, will have an entrance for attendees with disabilities who would prefer not to stand in long registration lines, in addition to a wheelchair-height registration kiosk. 

For any questions regarding the registration process, please email the Registration Coordinator, Chelsea McLin, at registration@awpwriter.org.

Onsite Accessibility Contact

We will post onsite contact information in January 2020.

Onsite Accessibility Tour

On Wednesday, March 4, there will be a tour of the Henry B. González Convention Center for attendees with accessibility needs to see the facility and the associated accessibility features. This tour will also provide the opportunity to ask questions about conference accessibility. For more information, please see the conference schedule or email Colleen Cable at colleen@awpwriter.org.

Accessibility Desk

Requests for help onsite are best addressed directly to the Accessibility Desk. While the conference is in session, AWP’s small staff cannot monitor social media for requests. Please see the staff at the Accessibility Desk if you have a request. The onsite Accessibility Desk will be located in Exhibit Hall 3 on the Street Level of the Henry B. González Convention Center, and directly next to the Registration Help Desk. If you require assistance after hours, or are unable to get to the Accessibility Desk, please see the Onsite Accessibility Contact section of this document.

AWP conference staffers will be available at the Accessibility Desk from 12:00 noon to 7:00 p.m. on Wednesday and from 8:00 a.m. to 5:30 p.m. on Thursday, Friday, and Saturday to offer assistance. 

Service Animals

All service animals are welcome in all spaces at the AWP Conference & Bookfair.

Attendees are reminded that service animals are working animals and should not distract or attempt to pet them.

Interpreters & CART

Interpreters, including American Sign Language, Cued Speech Alliteration, and Computer Assisted Real Time Captioning (CART), are available.

AWP can provide interpreters and CART services for any onsite conference event, including the bookfair, from 9:00 a.m. to 10:00 p.m., with the exception of receptions. 

Arrangements for interpreters and CART require advanced planning for a conference as large as AWP’s. Interpreters can best meet interpreting and CART needs when requests are received for the specific events you will attend in advance. To make a request for an interpreter, contact Colleen Cable at colleen@awpwriter.org by Wednesday, February 5, 2020, with a list of the events you plan to attend. AWP will make every effort to accommodate requests that arrive after February 5, but sometimes interpreters are unavailable unless booked well in advance of our conference.

Deaf & Hard of Hearing Services

The audiovisual provider has several assisted listening devices for use in a limited number of rooms at the Henry B. González Convention Center. The audiovisual provider requires rooms that utilize Assistive Listening Devices to be assigned no later than 4 days in advance of the event. 

To see if a room has been assigned an Assistive Listening Device, or to inquire if a room can be assigned an Assistive Listening Device, please email Colleen Cable at colleen@awpwriter.org, and detail the specific title, day, time, and location of the events.

Attendants & Assistants

Registered attendees requiring an attendant or assistant to facilitate their participation and accessibility needs will be granted one complimentary registration for an attendant/assistant. To register an attendant/assistant, please email Chelsea McLin at registration@awpwriter.org.

Volunteer Assistance

Volunteers are available for those who may require assistance throughout the conference. Volunteers can provide assistance with note taking, navigation, and other tasks. AWP can best meet volunteer assistance needs when requests are sent by Wednesday, February 5, 2020, to Colleen Cable at colleen@awpwriter.org. AWP will make every effort to accommodate requests that arrive after February 5. 

Attendees requiring specific problem solving and onsite assistance during the conference should request it from personnel at the Accessibility Desk. Please see the Accessibility Desk section of this document for directions.

Conference & Braille Program

The conference program is provided in multiple formats to accommodate multiple accessibility needs. Large format print and digital programs will be available in the fall.

Braille programs are available onsite at the Accessibility Desk. Please see the Accessibility Desk section of this document for directions.

Presentations & Handouts

Please see the Presenter Guidelines webpage for more information about how best to fulfill obligations to the audience, including attendees with accessibility needs.  

Skype & Technology

AWP welcomes those unable to attend the conference due to a disability to Skype in as a presenter. Those who Skype in for accessibility reasons are not required to pay a registration fee. 

AWP is able to provide internet, a projector, and screen for Skype if the organizer of the event emails the Events Coordinator, Aubrey Kamppila, at events@awpwriter.org before September 1, 2019, to make the request. If contacted before September 1, AWP can almost certainly provide this technology. 

Unfortunately, AWP is not always able to fulfill technology requests that come after September 1. In cases where presenters request to Skype in after September 1, organizers can purchase internet for their event and use a personal laptop or tablet to Skype in their remote presenter. Email events@awpwriter.org if you have questions.

Hallway Seating & Quiet Space

Several lounges throughout the bookfair provide seating options for attendees. Please consult the bookfair map in the conference planner or mobile app for location details. When possible, additional seating has also been provided in hallways and common areas at Henry B. González Convention Center.

The Dickinson Quiet Space is a dedicated space for attendees to collect their thoughts, unwind, and escape the literary commotion. The quiet space is not available for conversations or meetings. Please check the Conference Event Schedule for location information.

Weather

San Antonio, Texas, in early March has a historic average high of 73-74 degrees and a low between 50 and 53 degrees. There is less than a 20% chance of precipitation. Please prepare accordingly and visit a source such as AccuWeather for the most up-to-date San Antonio weather forecast.

Allergy Accommodations & Fragrances

As a courtesy to attendees with chemical sensitivities, attendees should refrain from using scented products to help ensure the comfort of everyone at the conference.

Some conference hotels offer allergen-free rooms, cleaning products, and bedding, as well as a mini-fridge, upon request. Please contact the hotel of your choice for more information.

Hotel Rooms

All AWP conference hotels are ADA accessible and should be contacted directly for reservations. Hotel contact information may be found on the Hotel & Travel webpage. These hotels have a limited number of rooms available for guests with accessibility needs. Given the number of attendees, and attendees with accessibility needs, at the conference, AWP hotels often sell out months in advance as reservations are made on a first-come, first-served basis. If you require an ADA room, please make reservations as soon as possible. If you are having difficulty securing an ADA room, please contact Colleen Cable at colleen@awpwriter.org.

Scooter & Wheelchair Rentals

15 scooters and 15 wheelchairs are available free of charge at the Henry B. González Convention Center. These may be reserved by emailing Colleen Cable at colleen@awpwriter.org. Reservations are not required. Scooters and wheelchairs will also be available on a first-come, first-served basis throughout the days of the conference. 

If you would like to rent a scooter for use outside of the Henry B. González Convention Center, Tom’s Wheelchair will deliver to your hotel or the convention center. Contact Tom’s at (210) 223-7878.

Convention Center & Hotel Maps

Maps of the Henry B. González Convention Center and of the Grand Hyatt San Antonio will be available in the fall.

Convention Center Layout & Visual Cues

Photos of the Henry B. González Convention Center will be posted in October 2019.

Offsite Events

Offsite events are not produced, moderated, or curated by AWP, and AWP is not responsible for their quality or accessibility services. We list these events as a courtesy to the literary field. The organizers of these events have promised to AWP that the offsite venues listed in the offsite schedule are accessible according to the standards of the Americans with Disabilities Act (ADA). If you have any questions or concerns about specific offsite events, please contact the organizers of the event directly. 

If you attend an offsite event and find it is not accessible in accordance with the ADA, please contact Colleen Cable at colleen@awpwriter.org to let us know.

Closest Pharmacies

River Center Drug Store
Shops at Rivercenter, 849 E. Commerce St. #383 (0.2 mi)
Monday-Saturday: 8:00 a.m. to 10:00 p.m.
Sunday: 8:00 a.m. to 7:00 p.m.

CVS
300 E. Commerce St. (0.4 mi)
Monday-Friday: 9:00 a.m. to 6:00 p.m.

Walgreens
300 E. Houston St. (0.5 mi)
Monday-Friday: 9:00 a.m. to 6:00 p.m.

Sober AWP

The conference hosts a daily 12-step meeting. The time and location of this meeting will be made available in the Conference Event Schedule. All in recovery are welcome. Please contact soberawp@gmail.com for more information.

Alcoholics Anonymous Meetings

There are several Alcoholics Anonymous meetings in the San Antonio area.

Narcotics Anonymous Meetings

There are several Narcotics Anonymous meetings in the San Antonio area.

127 McCullough Avenue
San Antonio, TX 78215-1830
Sunday-Saturday: 1:30 p.m. Open.

Haven for Hope Volunteer Center
1 Haven for Hope Way
San Antonio, TX 78207-1108
Monday, Wednesday, Friday: 6:30 p.m. Open.

Metropolitan Community Church
611 East Myrtle Street
San Antonio, TX 78212-4054
Wednesday: 8:00 p.m. Open.
Saturday: 11:00 a.m. Open, Women.

 

Attendee Terms & Conditions

Refund Policy

#AWP20
#AWP20

March 4–7, 2020
San Antonio, TX

Henry B. González Convention Center

Request Services

Please submit your request to colleen@awpwriter.org.

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