Annual Meeting Accessibility at HFES
HFES is committed to your meeting experience
The Human Factors and Ergonomics Society is dedicated to creating a welcoming, inclusive and accessible environment for all meeting attendees to fully enjoy all aspects of the HFES Annual Meeting. At the time of registration, please indicate your needs in the Accessibility Needs section of the registration form. Once your registration is complete, a member of the staff will be in contact to obtain additional information. If you have already registered and then wish to request assistance, please contact registration@meetingplanners.com.
We ask that all requests for accommodations be made as early as possible, and well in advance of the Annual Meeting so that we may best meet your needs. During the meeting, please visit the registration desk with any questions and concerns. We will meet onsite requests to the best of our ability, but resources may be limited.
The 2023 HFES Annual Meeting will take place October 23 - 27 at the Hilton Hotel in Washington, DC, USA.
Inclusivity Statement
HFES is committed to creating an environment for meetings that embraces diversity through the inclusion of individuals reflective of characteristics across age, gender identity and expression, race, sex, religious and spiritual beliefs, nationality, ethnicity, cultural identity, physical ability, cognitive ability, marital status, sexual orientation, body shape or size, socioeconomic status, and other facets of social, institutional, and identity diversity. HFES strives to create an environment in which all members are welcome, valued, affirmed, and feel that they belong.
Accessibility and Inclusion Resources
Accommodation Requests
HFES is committed to offering an accessible environment for all attendees. We strive to support those with accommodation needs while they are attending the Annual Meeting. During the registration process, please indicate any extra support necessary for you to participate. This includes requests for sign language interpreting or any other assistance. If you have questions, you can email the HFES Meetings Team at info@hfes.org.
For your hotel reservation, if you require an ADA-compliant room, please mark the box on the hotel registration site. Rooms in the HFES room block may be reserved online via this site: Online Reservations Link. Optionally, you may telephone Hilton reservations at (202) 328-2085
Special dietary needs
Attendees who indicate special dietary requirements on their registration form will be provided with special meals when the meeting catering does not accommodate them. If you have any severe food allergies, please indicate so on your registration form. HFES will do our best to provide a special meal when the standard meeting menus are not able to accommodate the request. Severe food allergies should be indicated on the registration form.
Wheelchair and Scooter Rentals
HFES is committed to making the meeting accessible and welcoming to all attendees. Wheelchair and scooter rentals are available (at the sole expense of the attendee) and can be ordered in advance through the following resources.
Rio Medical Supplies: (703) 931-9600
Scoot Around: (888) 441-7575
Wheel Around: (800) 395-4459
Quiet Room/Lactation Room
During the Annual Meeting, HFES will provide a place to break from the noise and stimuli of the meeting, and a private lactation room with refrigerator for nursing mothers. If you require use of this room, please proceed to the HFES registration desk for use of the room, located on the International Terrace foyer, Terrace level. The room will be open the following hours:
- Monday, October 23 7am-7:30pm
- Tuesday, October 24 7am-6pm
- Wednesday, October 25 7:30am-5:30pm
- Thursday, October 26 7:30am – 5:00pm
- Friday, October 27 7:30am – 12:00pm
Gender-Neutral Restrooms
Gender-neutral restrooms are an important part of making the HFES Annual Meeting more inclusive. They have visual signage on the doors saying “Gender-Neutral Restroom: All Genders Welcome.” A gender-neutral restroom will be available in the Hilton Hotel on the Concourse level near the Monroe room.
On-Site Assistance
Upon request, HFES may assist participants including, but not limited to the following:
- Sighted Guide or Mobility Assistance: There will be hotel staff and HFES student volunteers who can orient you and direct you around the meeting space in the hotel. Attendees who need a sighted guide or other mobility assistance to navigate the Annual Meeting should indicate this request on the meeting registration form; alternatively, they may indicate requests by emailing our meeting registrar at registration@meetingplanners.com.
- Reader/Note Taker: Student volunteers may either attend the session and sit with you
while capturing presentation notes or, if you desire anonymity, notes will be taken and
left for pick up at the meeting registration desk.
Attendees who need a sighted guide or other mobility assistance to navigate the Annual Meeting should indicate this request on the meeting registration site; alternatively, they may indicate requests by emailing our meeting registrar at registration@meetingplanners.com.
Attendees who require personal care assistance should bring their own assistant. Personal care assistants do not need to register for the conference. If the assistant will be having food and drink provided by the conference during coffee/tea breaks, lunches, and/or the reception, we ask that the assistant be registered as an attending guest and the applicable fee will apply.
Job Fair Accessibility
HFES is committed to maximizing accessibility for employers and job seekers who are making use of the Job Fair. We can arrange for a quiet booth to minimize noise or distraction from adjacent booths or may be able to arrange for a private interview room if space is available. If you need a quiet room or have other accessibility needs, please contact laurie@meetingplanners.com as soon as possible so that we can adequately accommodate you. On-site requests may be more difficult to accommodate.
ASL Interpreter Services
The hotel does not have audio induction loops. HFES will provide interpreter services for attendees who request ASL interpretation in advance of the meeting. To request interpreter service, contact us at info@hfes.org no later than September 8 to provide us sufficient time to arrange for appropriate interpreters. If members inform us about their anticipated attendance at particular sessions, we will coordinate with presenters and session presiders to secure advance copies of papers for interpreters.
Service Animals
Leader animals are welcome throughout the conference. The Washington Hilton exempts fees/restrictions for service animals. The Washington Hilton is a pet friendly hotel. There is a $75 fee per pet non-refundable; service animals are exempt from this fee. The Pet Relief area is located outside the hotel, along the neighborhood area.
Wheelchair Lifts and Wheelchair Height Lecterns
If you will be presenting or speaking at an education session while at the 67th International Annual Meeting and require a ramp or wheelchair lift to assist you onto a riser or stage or if you would like the use of a wheelchair height lectern, please contact us no later than August 30 at laurie@meetingplanners.com.
Fragrance-Free Environment
HFES requests that all participants refrain from wearing strong perfume, cologne, or other fragrances to promote a fragrance-free environment for the benefit of attendees with multiple chemical sensitivities.
Smoke-free Property
The entire hotel and meeting venue is a smoke-free property.
Mental Health and Substance Abuse Hotline
When in DC, individuals with a need for intervention and assistance with mental health/suicide and/or substance abuse issues can telephone (202) 673-6495 or 988 or visit https://www.namidc.org/. This is a free service.
Aides/Caretakers
HFES welcomes those who assist others in need during the 67th International Annual Meeting. Aides and caretakers are individuals who are at the meeting to assist with childcare or those with ADA needs. There is no fee related to their presence at the meeting. Please inform us whether you will have an attending aide or caretaker at the meeting.
Accessible Seating
Chairs will be removed from front row seating for mobility assistive devices. The rows next to the areas with removed chairs are reserved for anyone who needs to be closer to the front, whether for mobility, auditory, sight, sensory, or other needs. Attendees are welcome to move, sit, lay down, and stand as necessary during sessions. Please do what your body needs you to do to ensure you can meaningfully participate in the meeting.
Assisted Listening Devices
Assisted listening devices are portable headsets provided by HFES’s audiovisual company. The devices will connect to the sound board to provide clear and amplified sound directly through the device. If you are interested in reserving one, please email registration@meetingplanners.com by August 31, to request the device.
Registration Assistance
We will provide registration assistance services for anyone upon request. Additionally, we will fully complete registration for individuals via telephone or another communication method should they have any need in this regard. Please contact us at registration@meetingplanners.com.
Childcare Service
Hilton Hotel does not provide childcare services. Attendees can reach out to White House Nannies (301) 654-1242 for details on services. This service is at the expense of attendees.