Accessibility at the Annual Meeting Making the Annual Meeting Welcoming for Everyone

SER is committed to creating an inclusive and accessible experience for all attendees. This page provides details on venue accessibility, available accommodations, and how to request assistance before and during the Annual Meeting.

How to Submit an Accessibility Request

Complete the Accessibility Request Form to let us know your needs. Submit the form as early as possible to ensure arrangements can be made before the meeting.

Request Form

Become an Accessibility Ambassador

Help make the Annual Meeting welcoming for everyone! As an ambassador, you’ll assist attendees with accessibility needs and ensure they have a smooth experience. Sign up today to volunteer and make a difference.

Volunteer Form

Applications for the 2026 Accessibility Program will be accepted through April 1, 2026.

SER Annual Meeting Accessibility Plan

The Society for Epidemiologic Research (SER) is committed to working toward justice and equity within our Society, within the field of epidemiology, and in society at large. We respect and seek out inclusion of differences, understanding that diversity of thought, background and approach at SER is not only morally just, but creates context for both personal and professional enrichment. To that end, SER is committed to providing resources to increasing the accessibility of our Annual Meeting. More information about SER’s overall commitment to diversity, equity, and inclusion is available on-line (https://epiresearch.org/about-us/diversity-equity-and-inclusion-statement/).

The focus of this document is to provide information about on-site accessibility resources and services available at the SER Annual Meeting, typically held in June. Guidance for other in-person or virtual SER events will be provided in future documents. We encourage feedback on additional changes needed to improve accessibility of the Annual Meeting and other SER events, and suggestions for how to make this document easier to use and understand. Information on how to provide feedback is provided at the end of this document.

All conference facilities housing SER-sponsored events and SER-affiliated hotels are American Disabilities Act (ADA) compliant. Specific aspects of this compliance and additional resources or services that can be provided by SER upon request are described in this document, and information on how to request resources or services is provided at the end of this document.

On-Site Accessibility

Accessibility has been considered in broad categories. We recognize that there may be overlap between categories and repetition of some information in various sections. Importantly, this categorization is not meant to misrepresent accessibility in any way but has been used solely for the general structuring of the Accessibility Plan.

Mobility
Events being held in the main hall will have a ramp to the platform upon which the podium will be positioned. Events being held in other rooms will have the podium placed on the floor, with no ramps or steps leading to the presentation area. SER will provide stools to sit or stand on upon request. If Presenters need a stool to sit on while presenting or step stool to stand on during presentation, please use the Accessibility Intake Form to request these items.
Due to the size of the Annual Meeting, attendees may be required to walk a fair distance between sessions or events. Please remember to bring any mobility equipment you may need to navigate throughout the space. In order to ensure that mobility equipment is up-to-date and meets accessibility and safety standards, SER is not able to provide specific mobility equipment on-site and recommends rentals if individuals are unable to bring mobility equipment with them. SER will provide rental company recommendations based upon expressed need.
Should you need assistance in navigating the physical event space or in obtaining food and beverages during buffeted events, SER will assist in connecting you with an Accessibility Ambassador. Please use the intake form to request such assistance.
Special seating can be reserved to meet accessibility needs of conference participants. Examples of special settings reservations could include a reserved seat in the front row or back row, or additional space for a service animal. Special seating requests need to be made in advance of the conference to ensure availability. Please use the intake form to request special seating accommodations. You will be asked to provide information about what type of seating is needed and the presentations/events for which you need reserved seating. SER will attempt to accommodate all seating requests, but ability to meet requests will ultimately depend on demand and availability.

Hearing
Meeting rooms in which the session will be recorded will have closed captioning available.
Special seating can be reserved to meet accessibility needs of conference participants. Examples of special seating reservations could include a reserved seat in the front row or back row, or additional space for a service animal. Special seating requests need to be reserved in advance of the conference to ensure availability. Please use the intake form to request special seating accommodations. You will be asked to provide information about what type of seating is needed and the presentations/events for which you need reserved seating. SER will attempt to accommodate all seating requests, but ability to meet requests will ultimately depend on demand and availability.

Vision
Presenters will be encouraged to pre-upload their presentation slides to the conference app so that individuals can view the slides on the app during the presentation. This will allow individuals to zoom into the presentation content or adjust the colors of their own devices as needed. While we encourage Presenters to upload their slides, we cannot make this a requirement and some slides may not be available in this format.
Special seating can be reserved to meet accessibility needs of conference participants. Examples of special seating reservations could include a reserved seat in the front row or back row, or additional space for a service animal. Special seating requests need to be reserved in advance of the conference to ensure availability. Please use the intake form to request special seating accommodations. You will be asked to provide information about what type of seating is needed and the presentations/events for which you need reserved seating. SER will attempt to accommodate all seating requests, but ability to meet requests will ultimately depend on demand and availability.

Quiet Space
We recognize that attendees may have a need for a quiet space for prayer, to center themselves before presenting, or to take a break from crowds. A designated shared quiet space will be available through the Accessibility Coordinator at the conference hotel for those unable to use their personal hotel rooms to meet these needs. The purpose of the space is for quiet activities and should not be used for meetings or conversation. The room will also be designated as an unplugged room and people using the space will be asked to refrain from using electronic devices in the space. To reserve the room in advance of the meeting, please fill out the intake form with requested times. Pending availability, the quiet space is also available on-demand without a reservation, please contact the on-site Accessibility Coordinator (please see information at the end of this document).

Family
A designated space for pumping or breastfeeding individuals will be available for reservation at the conference hotel. Currently, the Family room includes shared space and seating. If you require refrigeration or other additional resources, please indicate this in the intake form so that a refrigerator can be secured for this space. To reserve this space in advance of the meeting, please fill out the intake form with requested times. Pending availability, the family room is also available on-demand without a reservation, please contact the on-site Accessibility Coordinator (please see information at the end of this document).

Gender-Neutral Restrooms

Dietary
SER works with the conference hotel to provide appropriate allergy labeling to food and beverage items served during conference events. SER encourages individuals to complete the intake form to indicate allergies or intolerances so that we can work with the event catering to provide sufficient dietary options as feasible. SER will make every effort to accommodate dietary allergies and intolerances, but ability to meet requests will ultimately depend on demand and availability.
An additional listing of nearby food establishments that cater to common dietary preferences and needs will be provided at the conference registration check-in desk.
Should you need an individual to assist in obtaining food and beverages during buffeted events, please fill out the intake form and SER will assist in connecting you with an Accessibility Ambassador. Please use the intake form to such request assistance.

Medical

Requesting Accessibility Services

In Advance of the Conference for On-Site Services

To request any of the above services in advance of the meeting or to request additional services not listed above, please fill out the intake form here by April 1, 2026.

If accessibility needs change between initial deadline for completing this form and the start of the conference, please reach to Courtney Long at clong@epiresearch.org to discuss possibilities for resource availability.

Please note that requests for services not listed above may incur additional fees not covered by SER. SER will attempt to connect individuals with local companies or resources that may be able to provide services at no-cost or at-cost. SER is not responsible for the services provided by those companies, and individuals are encouraged to evaluate several companies prior to reserving or utilizing their services.

At the Conference for On-Site Services

Individuals that request in-person assistance will be connected with an Accessibility Ambassador that can be used for on-site requests. SER will also have an on-site Accessibility Coordinator who is part of the conference registration staff and will be responsible for coordinating services that happen on-site. Contact information for this individual will be available at the conference registration check-in desk. Ambassadors may sign up here by April 1, 2025.

Contact Information for Feedback, Concerns, or Additional Information

We encourage feedback on additional changes needed to improve accessibility for the Annual Meeting and other SER events, and suggestions for how to make this document easier to use and understand. Please contact Courtney Long at clong@epiresearch.org for feedback, concerns, or additional information.