ADA Policies
Book Harvest is committed to creating an accessible, inclusive, and welcoming environment for all those in attendance. This includes readers, authors, vendors, and staff. We strive to comply with the Americans with Disabilities Act (ADA) and to go above the level minimally required to maintain an event environment where all can enjoy themselves and have equitable participation.
This policy outlines the accessibility standards and accommodations available for Book Harvest.
Commitment to Inclusion
We believe access is not optional—it is foundational. Book Harvest owners, operators, and staff are committed to actively working to remove barriers related to:
- Mobility and physical access
- Sensory access (auditory, visual, neurodivergent needs)
- Communications access
- Service Animal access
- Dietary and medical needs (when applicable)
We recognize that disabilities are not always visible and may be temporary.
This includes, but is not limited to:
Chronic illness
Pregnancy-related mobility needs
Post-surgical limitations
Anxiety disorders
PTSD
Migraine disorders
Fatigue-related conditions
All accommodation requests will be treated with dignity and without skepticism.
We will work with all attendees who communicate their needs to provide the level of accommodation that allows for attendees to experience Book Harvest in the way they wish wherever possible.
Confidentiality
Book Harvest staff will maintain the highest level of confidentiality for all accommodation requests submitted. Information regarding the requests and their parameters will only be shared with the necessary event staff in order support the request. All requests are welcome and respected without the requirement of disclosure beyond what is necessary to provide the accommodation.
Book Harvest Owners, Operators, and Volunteers commit to the following:
Venue & Mobility Accessibility
Book Harvest fully welcomes:
Wheelchairs (manual and electric)
Scooters
Walkers and Rollators
Canes and crutches
Aisles will remain unobstructed and maintain ADA width requirements.
All Staff and Volunteers will be trained to prevent congestion in accessible areas.
If a venue limitation arises unexpectedly, we will provide alternative access solutions whenever possible.
All event venues have been selected with accessibility as a priority.
Physical Access Standards
- Step-free entrances or ramp access
- ADA-compliant door widths and hallways
- Elevator access to all event floors
- Accessible restrooms with appropriate turning radius and grab bars
- Clearly marked accessible seating areas integrated throughout the event space
- Accessible vendor and signing tables (minimum 27” knee clearance)
- Reserved front-row or aisle seating upon request at all panel and group event spaces where a communal setting is required.
Sensory Accessibility
We recognize sensory environments can impact neurodivergent individuals and others with various sensory processing sensitivities.
Lighting
Avoidance of strobe or flashing lights
Stable, consistent lighting levels
No sudden changes in lighting during panels or readings
Sounds
Microphones used for all panels and announcements
Volumes monitored to avoid excessive amplification
Quiet areas designated away from the main event floor
Advance notice if music or crowd noise will increase
Quiet Room/Decompression Space
Book Harvest will provide, clearly label, and make all attendees aware of a space with low stimulus, to include but not limited to:
Soft lighting
Seating that allows for decompression breaks
A no-conversation or low-conversation guideline in the space.
Attendees may step in and out of sessions and signing spaces into the quiet and decompression spaces as needed without penalty.
Support Persons
Book Harvest attendees may require a support person to safely and fully participate in the event in the manner they wish. Support persons can include, but are not limited to: family members, friends, personal care professionals, aides, or others who are able to provide assistance with communication, mobility, medical needs, or activities of daily living.
Support persons are welcome to accompany attendees throughout the event. To assist staff and organizers with planning, safety, and capacity considerations, Book Harvest does request you advise us via email of your companions' attendance prior to the event.
ADA-Compliant Service Animals
Service animals are welcome in all areas of the event open to the public, in accordance with ADA guidelines.
Definition:
Under the ADA, a service animal is a dog (or, in some cases, a miniature horse—although please make the organizers aware if you have selected a mini horse as your service animal so we are able to make additional accommodations based on size) individually trained to perform specific tasks for a person with a disability.
Guidelines
Service Animals must remain under their handler’s control at all times (leashed, harnessed, or tethered unless the task requires otherwise).
Staff may ask only the two legally permitted ADA questions:
1. Is a service animal required because of a disability?
2. What work or task has the animal been trained to perform?
NO documentation or certification will be required.
Emotional Support Animals
Emotional support animals, therapy animals, or comfort animals that are task-trained are not considered service animals under ADA and may be subject to venue policy restrictions. However, Book Harvest staff will review all requests individually and respectfully and work with venue staff to accommodate requests as received.
Lines, Seating, & Crowd Accommodations
To ensure equitable access:
- Accessible line alternatives available upon request
- Priority seating for those with mobility or medical needs
- Staff trained to assist with navigation
- Clearly marked rest areas
- Option to have books signed by proxy if standing is difficult
No attendee will be required to publicly disclose medical information to access accommodations.
Mobile Accessibility & Event Navigation
Book Harvest recognizes accessibility extends beyond the physical venue and commits to the following:
Digital & Mobile Access
- Event schedules provided in a mobile-friendly format
- QR codes paired with printed materials
- Digital documents compatible with screen readers
- Clear maps indicating elevators, restrooms, quiet rooms, and accessible seating
- Text-based announcements when possible in addition to verbal announcements
On-Site Communication
- Staff identifiable and trained in accessibility protocol
- Accessibility desk or designated contact person
- On-site phone number or text line for assistance
Communication Accessibility
We aim to ensure context is accessible to deaf, hard of hearing, blind, low-vision, and attendees with other communication needs.
Available upon request (Advance notice is requested and recommended):
ASL interpreters
Real-time captioning (CART services)
Reserved seating for lip reading
Large-print programs or schedules
Digital programs compatible with screen readers
Verbal descriptions of visual content during panels (upon request)
Presenters will be encouraged to:
State their name before speaking
Verbally describe visual slides
Use microphones consistently
Medical & Dietary Accommodations
Attendees may bring medically necessary food, drink, and medications.
Organizers can arrange with venue staff for refrigeration for medication storage onsite if requested.
Private space for medical needs (e.g., insulin administration, pumping) will be made available.
Allergen awareness signage will be provided where food is served
Common allergies will be avoided in any décor for the venue spaces.
Vendors will be encouraged to label common allergens when possible.
Requesting Accommodations
Book Harvest does not discriminate on the basis of disability and will not tolerate harassment or exclusion of any attendee requiring accommodations.
Failure to respect accessibility boundaries, including interference with service animals or blocking accessible areas, may result in removal from the event.
We encourage attendees to submit accommodation requests at least 3 weeks prior to the event to ensure availability.
Requests may be submitted via:
Email: ada@bookharvestcon.com
ADA Accommodation Form
Late requests will be honored whenever possible.
We acknowledge accessibility is an ongoing and ever-evolving process. We welcome feedback both prior to and following the event to improve the accessibility experience for all attendees.
Please contact: ada@bookharvestcon.com