The term accessibility relates to whether all people are able to use, participate in or benefit from a particular resource, service or environment regardless of any disabilities or other needs. This would include, for example, buildings and premises, products and services and sources of information such as websites and printed material. Direct access means that no adjustments or alternative means of access need to be provided and every person is able to gain access in the same way. Indirect access is where auxiliary aids, additional services or alternative formats need to be used in order to achieve accessibility. Direct access should be facilitated wherever possible.

Source: https://academic.admin.ox.ac.uk/files/das-glossary-key-disability-termspdf

The provision of buildings or parts of buildings for people, regardless of disability, age or gender, to be able to approach, enter, use and exit from and evacuate a building independently, in an equitable and dignified manner and to the greatest extent possible.

Source: https://accessibilitytoolkit.unicef.org/glossary

Equipment or software that has been designed, created or modified, specifically to meet the needs of an individual with a disability. An example would be a keyguard for a keyboard, a joystick mouse, or a voice output communication aid (VOCA).

Source: https://academic.admin.ox.ac.uk/files/das-glossary-key-disability-termspdf

Formats of documents and other information that include options that can be read via touch, sound or sight, e.g., the format can be read easily by screen-reading software, such as EPUB, DAISY, HTML or Braille readable format, or has been designed with pictures or icons and simple, large letters/type or font.

Source: https://accessibilitytoolkit.unicef.org/glossary

Equipment or software which performs the same function as the standard option. It will not have been explicitly designed or modified with accessibility for disabled users in mind, but through its design it can better accommodate an individual need. An example would be a compact keyboard, or mind-mapping software.

Source: https://academic.admin.ox.ac.uk/files/das-glossary-key-disability-termspdf

The duty to make reasonable adjustments is anticipatory. It requires the consideration of, and action in relation to, barriers that may impede disabled people before any particular individual requires access to that benefit, facility or service. This means that no part of [an institution] should wait until it is asked to consider what adjustments should be made, but should be ready where feasible with solutions to overcome potential barriers for disabled [people].

Source: https://academic.admin.ox.ac.uk/files/das-glossary-key-disability-termspdf

Assistance animals are animals that have undergone specific training to help a disabled person perform certain tasks. For example, ‘hearing dogs’, dogs that can perform tasks for wheelchair users, and animals that alert diabetic owners to low blood sugar levels.

Source: https://businessdisabilityforum.org.uk/resource/a-z-of-disability/

Assistive technology refers to any piece of equipment or software that is used to increase, maintain, or improve functional capabilities of individuals with disabilities.

Source: https://academic.admin.ox.ac.uk/files/das-glossary-key-disability-termspdf

A system of raised dots that people who are blind can use to read with their fingers.

Source: https://accessibilitytoolkit.unicef.org/glossary

A carer is a person of any age who looks after another person who needs help due to an illness, disability, or frailty. Most often this is a family member, but it may also be a neighbour or friend. The role is unpaid and often unrecognised, even by the carer. The role of carer can impact the person’s physical and mental health, especially where increasingly more time, emotional and physical input is required. The duration of their caring role and the level of support a carer receives can also have an impact

Source: https://businessdisabilityforum.org.uk/resource/a-z-of-disability/

In the UK, the Equality Act 2010 defines disability as a physical or mental impairment that has a substantial and a long-term effect on the person’s ability to carry out normal day-to-day activities. A long-term effect is one which has lasted, or is expected to last, at least 12 months or the rest of the person’s life if shorter. There are other ways of looking at disability, however. The most appropriate one to use will depend on the individual(s), the situation, and how they identify themselves.

Source: https://businessdisabilityforum.org.uk/resource/a-z-of-disability/

A sound system (built-in or portable) that produces an electromagnetic signal in an area of a building that can be received directly by hearing aids

Source: https://accessibilitytoolkit.unicef.org/glossary

Neurodiversity means that different people think differently - not just because of differences in culture or life experience, but because their brains function differently. This includes variation in the brain regarding sociability, learning, attention, mood and other mental functions.

Source: https://academic.admin.ox.ac.uk/files/das-glossary-key-disability-termspdf

Designated spaces [which] provide individuals with a peaceful and safe environment to retreat to when they feel overwhelmed or overstimulated by the noise and crowds. […] Quiet rooms at events serve as a sanctuary for individuals who require a break from the hustle and bustle of crowded venues. These spaces not only prioritise mental wellbeing but also contribute to safeguarding by ensuring the safety and comfort of attendees.

https://www.policechaplaincy.uk/media/kunena/attachments/2042/QuietRooms.pdf

Source: https://eventwell.org/the-crucial-safeguarding-role-of-quiet-rooms-at-events/

Reasonable adjustments are central to the concept of disability equality. Where a disabled [person] suffers, or would suffer, a substantial disadvantage, the [institution] is under a duty to make reasonable adjustments to overcome that disadvantage. The intention is that the adjustments should level the playing field for the disabled [person]. It is important that adjustments meet the needs of the individual disabled [person] rather than providing a generic response to a class or type of disability. Once implemented, adjustments do not provide automatic precedents for other [people], but may be taken into account when considering what would be appropriate in a different case. The duty is anticipatory which means that the [institution] should not wait until it is asked to consider what adjustments might be made, but should be ready where feasible with solutions to overcome disadvantages. The failure to make reasonable adjustments cannot be legally justified and if an adjustment is deemed to be reasonable then it must be made.

Source: https://academic.admin.ox.ac.uk/files/das-glossary-key-disability-termspdf

A sensory room is a dedicated space that contains sensory equipment to modulate the environment and provide sensory stimulation across different sensory domains. It is an adaptive space as the user or practitioner can control the equipment, changing the types and amount of stimulation to meet the user’s needs.

Source: https://www.cardiff.ac.uk/psychology/research/impact/sensory-room-guide-supporting-the-learning-and-wellbeing-of-autistic-children

A soft start time would allow people to arrive over a wider space of time and not miss anything important such as registration, plenaries and keynotes, instead of everything starting strictly at one time. This will allow parents and carers to arrive after they have completed any morning care responsibilities and be able to be more flexible in their arrival to the event.