2023 Annual Conference

+ How do I communicate accessibility needs to the CSPA-NYS Annual Conference Planning Team organizers?

To request accommodations and/or inquire about accessibility for the Annual Conference, please contact our Accessibility and Inclusion Sub-committee at conferenceinclusion@cspanys.org. We encourage participants to make requests at least two weeks prior to the Conference to ensure that we can fulfill those requests.

+ Do you have screen reader-friendly materials?

Our Marketing Committee will be following the Web Content Accessibility Guidelines (WCAG 2.0) on most of the materials for the Conference. A .pdf version of the Conference booklet will be available closer to the conference date. We also request that all presenters prepare accessible versions of their presentation materials; we will provide guidelines on preparing presentation-friendly PowerPoint/slide decks to all presenters. To help us improve on our accessibility practices, we welcome any feedback regarding providing accommodations and implementing universal design into the Conference.

+ Will sign language interpretation or closed captioning be available?

Sign language interpretation will be provided upon request. Please e-mail conferenceinclusion@cspanys.org as soon as possible if you would like to request this service so that we can follow up accordingly. We recognize that informal interactions (social events, meals, walks between sessions, coffee breaks, etc.) are super important at conferences, and that interpreters may be preferred during these times. We cannot guarantee that closed captioning will be provided throughout the Conference; however, we will work with the other sub-committees to determine if this can be implemented in Educational Sessions.

+ Who can I ask about accessibility in Saratoga Springs?

For inquiries about accessibility within the City of Saratoga Springs, we recommend contacting Broome County/BroomeInclude. For further information, please visit this site.

+ Can a volunteer assist me during the conference?

Volunteers and Conference Planning Team members will be available to assist attendees with navigation, meal service, or other accessibility needs. If you will need volunteer assistance at the Conference, please indicate this on your registration form.

Attendees who require personal care assistance should bring their own assistant. Personal care assistants should register separately and indicate on the registration form that they will be attending as a personal care assistant. They will be able to receive the early bird rate for the conference. Please contact our Accessibility and Inclusion Sub-committee at conferenceinclusion@cspanys.org if this introduces a hardship.

+ Will the conference be accessible by wheelchair or power scooter?

Yes, the conference will be accessible to wheelchair users.

For more information about wheelchair accessibility at the Holiday Inn, please contact a hotel representative at 518-584-4550 or visit their website. Please note that some events, including night time activities are held at off-site locations and full accessibility cannot be guaranteed. However, the Conference Planning Team will do their best to ensure that all attendees are able to participate in the Conference both off-site and the hotel.

+ What are the restroom facilities like?

The Holiday Inn offers standard restroom facilities as well as select restrooms that are ADA-certified. Restrooms are available on the main floor of the hotel, in proximity of the lobby and elevators. There are also restrooms on the lower level where most conference programs will take place.

Restrooms will be designated gender neutral for the duration of our conference.

+ Can I bring my guide dog?

Yes! Guide dogs and service animals are welcome. Please indicate on your registration form if you anticipate bringing a service animal to the conference.

+ What food service will be provided?

The Conference will provide various dining options. If you have dietary needs, please indicate these clearly (including any severe food allergies/sensitivities) on your registration form.

+ Can the conference accommodate special dietary needs?

Yes. Attendees who indicate dietary needs on their registration form will be provided with meal alternatives when the Conference catering does not accommodate them. If you have a severe allergy, please indicate this on your registration form. For more detailed information regarding meals, please contact us at conferenceinclusion@cspanys.org.

+ Will there be an induction loop in the meeting rooms?

The Holiday Inn is able to provide induction loops on request. Please indicate on the registration form as soon as possible if you need this accommodation and the Conference Planning Team will make sure each room used for educational sessions has an induction loop set up.

+ Will speakers and audience members asking questions be using a microphone?

Yes, microphones will be used for keynote speakers. There will not be a microphone for attendees, but we will work with the keynote speakers to ensure that if there is an interactive portion of the presentation, audience members will be able to utilize the microphone. Microphones will not be used for the educational sessions.

+ How do I find a roommate?

Upon registration, you can indiciate that you are requesting to find a roommate. We will provide additional information.

+ What if I can't stay for the entire conference?

We may be able to record some sessions and make them available through our Members Resources page.

+ Are meals included in my registration?

We will provide Sunday dinner, Monday and Tuesday lunch!

+ Will the Conference be a smoke-free environment?

Yes, CSPA-NYS and the Holiay Inn are committed to maintaining a smoke-free environment. Please note that there are designated outdoor smoking areas for attendees and regular hotel patron.

+ What if I have a medical emergency or health problem during the conference?

In case of an emergency, call 911. The nearest hospital from the Conference venue is TBD. If you require non-urgent medical care, please contact us at conferenceinclusion@cspanys.org, or ask any Conference Planning Team member or the hotel receptionists. They will provide you with information about local doctors, specialists, chiropractors,etc. For non-resident attendees, we strongly recommend buying travel insurance that covers medical expenses, as fees for emergency treatment can be very high.

+ What is the conference space like?

You can find further information on the Holiday Inn, including a capacity chart with dimensions, here.

+ What COVID-19 prevention measures will be in place?

We will be following all local and state guidelines. For more inforamtion about COVID-19 in Saratoga Springs, NY, click here.

+ I’ve never been to a CSPA-NYS conference, so what can I expect?

You can expect to learn from higher education and student affairs scholars and practitioners from around the state and beyond. Our Association is focused on fostering the development of our members; a diverse community of educators, students and scholars within higher education. Our conference planning team develops robust and disverse schedule of programs, and there should be no shortage of new ideas, best practices, and the opportunity to connect. There is also the opportunity to network, attend socials, and get involved and volunteer with CSPA-NYS!