Accessibility Services

AWP is committed to making all reasonable arrangements that will allow conference attendees to participate in conference events. AWP complies with the American with Disabilities Act (ADA), and we work to make the conference comfortable and accessible for all participants. We recognize not all disabilities require accommodations, and some are invisible. For the overall comfort of all attendees, AWP considers such accommodations as seating areas to rest between events, quiet rooms, maps in multiple formats, and an onsite contact when help is needed. Although AWP does not require every person to disclose their disability to us, please know that given the range and variations of disabilities we may not know how to properly accommodate someone with a disability unless they contact us directly to share their questions and concerns.

Many accessibility services require advanced planning for a conference as large as AWP’s. In order to help us better prepare, all requests for accessibility services, equipment, or accommodations should be submitted in advance of the conference. AWP can best meet accessibility needs when requests are sent by Wednesday, February 5, 2020, to Colleen Cable at colleen@awpwriter.org. AWP will make every effort to accommodate requests that arrive after February 5.

Conference & Event Space

All convention centers and hotels the conference occupies are accessible in accordance with the Americans with Disabilities Act (ADA). All rooms at the conference are wheelchair accessible and have seats in the first row and back row marked as reserved for individuals with accessibility needs. 

Space has been left for two wheelchairs in the front and back of each meeting room. Please keep designated wheelchair areas and aisles clear for persons who may be using wheelchairs, canes, crutches, or motorized scooters. Space should be left around the doors and aisles to allow access. 

Convention Center & Event Space Limitations

AWP works closely with the hotels and convention center to plan the conference and assure Americans with Disability Act (ADA) and related accessibility compliance. However, AWP does not control or oversee the building’s accessibility for the hotels or the convention center. The hotels and convention centers are responsible for the accessibility of all common areas, building entrances and exits, room entrances and exits, hallways, bathrooms, roll-up doors and air walls, escalators, and elevators. AWP does not have the authority to make alterations to these spaces or their fire codes and security policies.  

While AWP has taken numerous steps to ensure these properties adhere to the guidelines set forth in the ADA, including multiple assessments of each property, as well as obtaining contractual language guaranteeing ADA adherence, we rely on the hotel and convention center staff at these venues to make sure the buildings themselves are accessible.

Each building has ADA accessible entrances as outlined in this document, but some other entrances must be locked to the outside for all attendees to ensure the security of the building for all attendees.  

Mobility Constraints

Due to the large size of the AWP Conference & Bookfair, the 550 sessions are often spread out, and distances between sessions may be considerable. Please remember in your travel plans to bring any mobility equipment you may need to help navigate throughout the conference, including between the convention center, hotels, and surrounding areas. If you find you need to rent equipment onsite, please see the Scooter & Wheelchair Rentals section of this document. If you require help navigating the conference, please see the Attendant and Assistants and Volunteer Assistance sections of this document.

Registration Services

AWP’s online registration system provides attendees with the opportunity to indicate if they have accessibility needs. If you indicate that you have accessibility needs when registering an AWP staff member will contact you to follow up to help ensure those needs are met.  

AWP does not require that any conference attendee disclose a disability; however, we can better meet specific needs if we know well ahead of time that a reasonable accommodation will be needed.

Onsite registration, located in Exhibit Hall 3 on the Street Level of the Henry B. González Convention Center, will have an entrance for attendees with disabilities who would prefer not to stand in long registration lines, in addition to a wheelchair-height registration kiosk. 

For any questions regarding the registration process, please email the Registration Coordinator, Chelsea McLin, at registration@awpwriter.org.

Onsite Accessibility Contact

We will post onsite contact information in January 2020.

Onsite Accessibility Tour

On Wednesday, March 4, there will be a tour of the Henry B. González Convention Center for attendees with accessibility needs to see the facility and the associated accessibility features. This tour will also provide the opportunity to ask questions about conference accessibility. For more information, please see the conference schedule or email Colleen Cable at colleen@awpwriter.org.

Accessibility Desk

Requests for help onsite are best addressed directly to the Accessibility Desk. While the conference is in session, AWP’s small staff cannot monitor social media for requests. Please see the staff at the Accessibility Desk if you have a request. The onsite Accessibility Desk will be located in Exhibit Hall 3 on the Street Level of the Henry B. González Convention Center, and directly next to the Registration Help Desk. If you require assistance after hours, or are unable to get to the Accessibility Desk, please see the Onsite Accessibility Contact section of this document.

AWP conference staffers will be available at the Accessibility Desk from 12:00 noon to 7:00 p.m. on Wednesday and from 8:00 a.m. to 5:30 p.m. on Thursday, Friday, and Saturday to offer assistance. 

Service Animals

All service animals are welcome in all spaces at the AWP Conference & Bookfair.

Attendees are reminded that service animals are working animals and should not distract or attempt to pet them.

Interpreters & CART

Interpreters, including American Sign Language, Cued Speech Alliteration, and Computer Assisted Real Time Captioning (CART), are available.

AWP can provide interpreters and CART services for any onsite conference event, including the bookfair, from 9:00 a.m. to 10:00 p.m., with the exception of receptions. 

Arrangements for interpreters and CART require advanced planning for a conference as large as AWP’s. Interpreters can best meet interpreting and CART needs when requests are received for the specific events you will attend in advance. To make a request for an interpreter, contact Colleen Cable at colleen@awpwriter.org by Wednesday, February 5, 2020, with a list of the events you plan to attend. AWP will make every effort to accommodate requests that arrive after February 5, but sometimes interpreters are unavailable unless booked well in advance of our conference.

The deadline to request ASL interpreters for specific events was February 5, 2020. We hope if you did not have the chance to request ASL interpreters that you can take advantage of these events that have been requested by other attendees: 
#AWP20 ASL Interpreted Events (DOCX)
#AWP20 ASL Interpreted Events (PDF)

Deaf & Hard of Hearing Services

The audiovisual provider has several assisted listening devices for use in a limited number of rooms at the Henry B. González Convention Center. The audiovisual provider requires rooms that utilize Assistive Listening Devices to be assigned no later than 4 days in advance of the event.   

To see if a room has been assigned an Assistive Listening Device, or to inquire if a room can be assigned an Assistive Listening Device, please email Colleen Cable at colleen@awpwriter.org, and detail the specific title, day, time, and location of the events.

All events in the Lila Cockrell Theatre, Hemisfair Ballroom C1, and Hemisfair Ballroom C3 will have Assisted Listening Devices available at the A/V tech booth. Please ask the person at that booth for a device to use during the presentation and return when you are finished.

Rooms 210B, 214A, 214D, 217C, 217D, and 218 will also have assisted listening devices available at the head tables for all days of the conference. Please use these as needed and return to the head table at the end of the session.

Attendants & Assistants

Registered attendees requiring an attendant or assistant to facilitate their participation and accessibility needs will be granted one complimentary registration for an attendant/assistant. To register an attendant/assistant, please email Chelsea McLin at registration@awpwriter.org.

Volunteer Assistance

Volunteers are available for those who may require assistance throughout the conference. Volunteers can provide assistance with note taking, navigation, and other tasks. AWP can best meet volunteer assistance needs when requests are sent by Wednesday, February 5, 2020, to Colleen Cable at colleen@awpwriter.org. AWP will make every effort to accommodate requests that arrive after February 5. 

Attendees requiring specific problem solving and onsite assistance during the conference should request it from personnel at the Accessibility Desk. Please see the Accessibility Desk section of this document for directions.

Conference & Braille Program

The conference program is provided in multiple formats to accommodate multiple accessibility needs. Large format print and digital programs will be available in the fall.

Braille programs are available onsite at the Accessibility Desk. Please see the Accessibility Desk section of this document for directions.

Presentations & Handouts

Please see the Presenter Guidelines webpage for more information about how best to fulfill obligations to the audience, including attendees with accessibility needs.  

Skype & Technology

AWP welcomes those unable to attend the conference due to a disability to Skype in as a presenter. Those who Skype in for accessibility reasons are not required to pay a registration fee. 

AWP is able to provide internet, a projector, and screen for Skype if the organizer of the event emails the Events Coordinator, Aubrey Kamppila, at events@awpwriter.org before September 1, 2019, to make the request. If contacted before September 1, AWP can almost certainly provide this technology. 

Unfortunately, AWP is not always able to fulfill technology requests that come after September 1. In cases where presenters request to Skype in after September 1, organizers can purchase internet for their event and use a personal laptop or tablet to Skype in their remote presenter. Email events@awpwriter.org if you have questions.

Hallway Seating & Quiet Space

Several lounges throughout the bookfair provide seating options for attendees. Please consult the bookfair map in the conference planner or mobile app for location details. When possible, additional seating has also been provided in hallways and common areas at Henry B. González Convention Center.

The Dickinson Quiet Space is a dedicated space for attendees to collect their thoughts, unwind, and escape the literary commotion. The quiet space is not available for conversations or meetings. Please check the Conference Event Schedule for location information.

Fluorescent Lighting

The Henry B. González Convention Center uses fluorescent lighting throughout the venue. For those sensitive to fluorescent lighting, we recommend bringing eye masks, hats, or any other layers that may help mitigate the effects of this kind of light.

We will have a space available at the Henry B. González Convention Center in Room 004 that will have its fluorescent lighting turned off for the duration of the conference. The room has floor-to-ceiling windows allowing for only natural light. A limited number of yoga mats will be provided for use by those needing them for accessibility. 

This room will also host Yoga for Writers and Meditation sessions a few times each day, but we have asked the yoga instructors not to use music to keep the space as quiet as possible.

Weather

San Antonio, Texas, in early March has a historic average high of 73-74 degrees and a low between 50 and 53 degrees. There is less than a 20% chance of precipitation. Please prepare accordingly and visit a source such as AccuWeather for the most up-to-date San Antonio weather forecast.

Allergy Accommodations & Fragrances

As a courtesy to attendees with chemical sensitivities, attendees should refrain from using scented products to help ensure the comfort of everyone at the conference.

Some conference hotels offer allergen-free rooms, cleaning products, and bedding, as well as a mini-fridge, upon request. Please contact the hotel of your choice for more information.

Hotel Rooms

All AWP conference hotels are ADA accessible and should be contacted directly for reservations. Hotel contact information may be found on the Hotel & Travel webpage. These hotels have a limited number of rooms available for guests with accessibility needs. Given the number of attendees, and attendees with accessibility needs, at the conference, AWP hotels often sell out months in advance as reservations are made on a first-come, first-served basis. If you require an ADA room, please make reservations as soon as possible. If you are having difficulty securing an ADA room, please contact Colleen Cable at colleen@awpwriter.org.

Scooter & Wheelchair Rentals

15 scooters and 15 wheelchairs are available free of charge at the Henry B. González Convention Center. These may be reserved by emailing Colleen Cable at colleen@awpwriter.org. Reservations are not required. Scooters and wheelchairs will also be available on a first-come, first-served basis throughout the days of the conference. 

If you would like to rent a scooter for use outside of the Henry B. González Convention Center, Tom’s Wheelchair will deliver to your hotel or the convention center. Contact Tom’s at (210) 223-7878.

Convention Center & Hotel Maps

Maps of the Henry B. González Convention Center and of the Grand Hyatt San Antonio:

Convention Center Layout & Visual Cues

The photos below of the Henry B. González Convention Center and the Lila Cockrell Theatre have alt text for those who would like written descriptions of the visuals.

This is an exterior view from Market Street of the Henry B. González Convention Center. This is the main entrance to the convention center and the closest entrance to the registration area.

This photo is an exterior image of the Henry B. González Convention Center, taken from Market Street. There are arrows indicating the main entry in the middle of the photo, stairs, and a ramp from the sidewalk.

Outside of the Market Street entrance, you will find a ramp leading down from the sidewalk to the entrance and stairs.

This photo shows a set of stairs from the Market Street sidewalk down to the plaza outside of the main entrance to the convention center. On either side of the stairs are silver handrails. Also in this photo is a ramp from the sidewalk down to the main entrance of the convention center. The ramp also has silver handrails on either side.

The Market Street entrance has a short pole to the right of the doorway with a wheelchair button. There are several entry doors, but not all of them have wheelchair access. This door is on the far right of all entry doors and is the closest door to the ramp from the Market Street sidewalk.

This photo shows a glass entry door to the convention center. There is a short pole to the right of the doorway with a wheelchair button.

Directly inside the Market Street entrance is a UPS Store.

This photo shows the entrance to the UPS Store. The UPS Store has a glass entry door. The flooring before the entry is textured black-and-white stripe.

This is the Main Lobby, directly inside the Market Street entrance.

This photo shows the Main Lobby of the convention center. There is an arrow in this photo indicating that the escalators, elevators, and stairs to rooms 220-225 and the ballroom level are to the left. There is an arrow indicating Registration & Bookfair is straight ahead. A third arrow indicates a hallway to the West Lobby and access to all other meeting rooms to the right.

The escalator, stairs, and elevator in the Main Lobby are located directly to the left of the Market Street entrance. The elevator has access to rooms 220-225 and the ballroom level. The escalator and stairs will take you to rooms 220-225 on the Meeting Room level. At the top of this escalator and stairs is another set of escalators and stairs will take you to the Ballroom level.

This photo shows arrows indicating an escalator to the left, next to a set of stairs with silver handrails on either side. Another arrow points farther down a hallway, and to the left is an elevator.

This is a pre-function area at the top of those elevators and escalators from the Main Lobby. This pre-function area allows access to meeting rooms 220-225. While no regular conference events will take place in this area, supplemental programming will be scheduled here such as Sober AWP, one of our Dickinson Quiet Spaces, and private meetings.

This photo shows a spacious lobby-like area outside of rooms 220-225 on the Meeting Room level. The photo shows different types of seating options including armchairs. This photo has an arrow indicating escalators and stairs leading up to the Ballroom level and an arrow pointing to the right toward the elevator with access to the Main Lobby on the street level and the Ballroom level.

This is room 220, also called the Cantilever Room.

This is a photo of a large meeting room called the Cantilever Room. The carpet is made up of squares in varying shades of gray. The walls are yellow with floor-to-ceiling windows along one side. There are various types of seating in this space from low armchairs to high barstool-type chairs.

This is the hallway (approximately 665 feet) from the Main Lobby to the West Lobby. Along the hallway are built-in seating areas. You can also see one of the nursing mothers’ rooms in this photo.

This photo shows the hallway between the Main Lobby and the West Lobby. The floor, like that in the Main Lobby, is made up of large beige speckled tiles. There are built-in seating areas on the left-hand side of the hallway that include benches, armchairs, and other mixed seating options. The nursing mothers’ room is also on the left of the hallway and has a sign posted above the door with a graphic indicating a mother and infant.

This is the West Lobby, where you will find a café and a seating area.

This photo shows the view from the end of the hallway between the Main Lobby and the West Lobby. The tile continues from the hallway but is cut off by a carpeted area around the café and seating area. The carpet is maroon with gold stars, and further down the hallway there are patterned stripes in the carpet. In this photo is an arrow pointing to the left that indicates access to all levels. An arrow to the right indicates the Lila Cockrell Theatre and the exit closest to the Grand Hyatt.

When you reach the end of the hallway between the Main Lobby and the West Lobby and turn left, you will see these two archways, elevators, and escalators. These elevators and escalators allow access to all levels of the Convention Center and the majority of AWP’s event space.

This photo shows two large archways leading to a hallway. The hallway contains elevators on the left and escalators further down the hall and slightly to the right.

The River level is the lowest level at the Convention Center. Rooms 006-008 are located on the left-hand side of the hallway, and the Riverwalk is located directly outside of the doors on the right.

This photo is of the River level hallway.

This photo was taken on the Meeting Room level at the top of the escalators from the street level near the West Lobby.

This photo shows the top of the escalators from the street level. The floor on the Meeting Room level is carpeted in a green, red, and yellow pattern. Down the hallway there is a patchwork pattern.

This is a photo of an area of the Meeting Room level hallway called Park View Registration. The escalators down the hall and to the right will lead up to the Ballroom level.

This photo shows a wide hallway with meeting rooms on the left side. The carpet is made up of individual squares, each with a unique pattern. There are also armchairs and couches on the left-hand side and doors leading out to a patio.

This is a photograph taken further down the Meeting Room level hallway. This section is called Tower View Registration. Through the glass doors at the end of the hallway are escalators and stairs to the Ballroom level. Directly above where this photo was taken is the Hemisfair Ballroom, where all of AWP’s Featured Events will take place.

This photo shows another wide hallway, very similar to Park View Registration. The area is carpeted in a pattern that is green, spotted with gold stars, and overlaid with a red vein-like pattern.

The doors you see in this photo lead directly to the intersection of Park View and Tower View Registration. In between these two areas is an entrance to the Bookfair, located a level below on street level. There are elevators and escalators down to the Bookfair in this photo.

This is a photo of the area off of the Meeting Room level hallway and shows an elevator to the left that goes down to the Bookfair. Also on the left is an escalator leading down to the Bookfair.

This is a typical Meeting Room level room.

The room’s walls are navy blue on the bottom and a lighter teal on top. The carpet is a unique pattern of greens, yellows, and reds, all outlined by a red border.

This is a closer photo of the Meeting Room level carpet.

The carpet is a unique pattern of greens, yellows, and reds, all outlined by a red border.

There is a nursing mothers’ room located on the Meeting Room level next to room 215, depicted here.

The nursing mothers’ room is depicted in this photo.

One level up from Meeting Room level is the Ballroom level. This is the Hemisfair Ballroom, where all daytime Featured Events take place.

The Hemisfair Ballroom is depicted in this photo. The Hemisfair Ballroom has three entrances called C1, C2, and C3.

This is a photo of the hallway between the Hemisfair Ballroom and the 300 level meeting rooms. This hallway is approximately 304 feet long.

This photo shows a hallway. Extending approximately halfway down the hallway are rectangular beige tiles and then a gray and red striped carpet. On the left in this photo are escalators that lead down to the Meeting Room level.

This is a continuation of the hallway leading to the 300 level meeting rooms. This hallway is approximately 302 feet long.

This hallway is completely carpeted in a pattern of light blue and gray stripes. On the left in this photo is an escalator that leads down to the Meeting Room level.

This is a closer view of the Ballroom level carpet.

The carpet is light blue and gray striped with interlocking circles in red and yellow.

Lila Cockrell Theatre

While you can access the Lila Cockrell Theatre from the West Lobby, many attendees will likely also access the theater from outside. This is the closest entrance to the Lila Cockrell Theatre and is steps from the Grand Hyatt.

This photo shows a beige cement landing, leading up to a beige stone wall with three dark entryways. The entry on the leftmost side has text above it reading Lila Cockrell Theatre. The middle entry has text above reading Henry B. González Convention Center. The rightmost entry leads to a side outdoor porch and stairs to the River level.

This is the flooring directly inside the entrance.

Inside the entrance doors are alternating stripes of metal and black carpet flooring.

This is the hallway directly inside the entrance. To the right in this picture is the entrance to the Lila Cockrell Theatre.

This photo shows a hallway leading from the entrance off Alamo Street to the West Lobby of the Convention Center. On the right of this photo are black doors leading to the Lila Cockrell Theatre.

This is the carpet in the main entrance hallway outside of the Lila Cockrell Theatre.

The carpet is a pattern of orange, green, and blue, with yellow stars interspersed.

This is an entrance to the Lila Cockrell Theatre.

This photo shows a white marble entrance that juts into the hallway. There are black French-style doors leading to the Lila Cockrell Theatre lobby. Directly before the doorway is black tile.

This photo is of the black tile in front of the entrance to the Lila Cockrell Theatre.

The hallway carpet ends approximately three feet before the doorway entrance. This photo shows thin rectangular black tile before the Lila Cockrell Theatre entrance.

This is a photo of the Lila Cockrell Theatre lobby.

This photo shows the Lila Cockrell Theatre lobby. It has red carpet and rectangular granite columns. The entrance doors to the theater are interspersed through the lobby, are a light brown wood, and are located along a white tile wall.

This is a photo of the carpet in the Lila Cockrell Theatre lobby.

The photo shows a bright red textured carpet.

This is a photo of the Lila Cockrell Theatre from the stage. Wheelchair spaces are designated in the first row on the orchestra level, and on a landing at the back of orchestra level.

In the Lila Cockrell Theatre, there are three tiers of seating. All the chairs are upholstered in red, and the carpet in the aisles is gray.

When navigating closer to the stage on the orchestra level, there are three steps down with a low railing on either side.

This photo shows the three steps in the aisle of the Lila Cockrell Theatre on the orchestra level. The carpet in the aisle is gray with lighter gray stripes.

This is seating that will be reserved for those with disabilities and companions and is accessible for those in wheelchairs from the Lila Cockrell Theatre lobby.

This photo shows a balcony with red armchairs and red carpeting.

 

Accessibility & the San Antonio River Walk

Many of AWP's hotel blocks and the Henry B. González Convention Center are located directly along the San Antonio River Walk, along with many other restaurants and attractions. Much of the River Walk is accessible by wheelchair. Please see the following resources provided by the City of San Antonio including maps of the route with the locations of ramps and elevators.

Offsite Events

Offsite events are not produced, moderated, or curated by AWP, and AWP is not responsible for their quality or accessibility services. We list these events as a courtesy to the literary field. The organizers of these events have promised to AWP that the offsite venues listed in the offsite schedule are accessible according to the standards of the Americans with Disabilities Act (ADA). If you have any questions or concerns about specific offsite events, please contact the organizers of the event directly. 

If you attend an offsite event and find it is not accessible in accordance with the ADA, please contact Colleen Cable at colleen@awpwriter.org to let us know.

Closest Pharmacies

River Center Drug Store
Shops at Rivercenter, 849 E. Commerce St. #383 (0.2 mi)
Monday-Saturday: 8:00 a.m. to 10:00 p.m.
Sunday: 8:00 a.m. to 7:00 p.m.

CVS
300 E. Commerce St. (0.4 mi)
Monday-Friday: 9:00 a.m. to 6:00 p.m.

Walgreens
300 E. Houston St. (0.5 mi)
Monday-Friday: 9:00 a.m. to 6:00 p.m.

Sober AWP

The conference hosts a daily 12-step meeting. The time and location of this meeting will be made available in the Conference Event Schedule. All in recovery are welcome. Please contact soberawp@gmail.com for more information.

Alcoholics Anonymous Meetings

There are several Alcoholics Anonymous meetings in the San Antonio area.

Narcotics Anonymous Meetings

There are several Narcotics Anonymous meetings in the San Antonio area.

127 McCullough Avenue
San Antonio, TX 78215-1830
Sunday-Saturday: 1:30 p.m. Open.

Haven for Hope Volunteer Center
1 Haven for Hope Way
San Antonio, TX 78207-1108
Monday, Wednesday, Friday: 6:30 p.m. Open.

Metropolitan Community Church
611 East Myrtle Street
San Antonio, TX 78212-4054
Wednesday: 8:00 p.m. Open.
Saturday: 11:00 a.m. Open, Women.

 

Attendee Terms & Conditions

Refund Policy

#AWP20
#AWP20

March 4–7, 2020
San Antonio, TX

Henry B. González Convention Center

Request Services

Please submit your request to colleen@awpwriter.org.

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