Accessibility at Penguicon

Accessibility at Penguicon

This Accessibility document was assembled using the Science Fiction & Fantasy Writers of America’s Accessibility Checklist for SFWA spaces in order to better acquaint you with Penguicon’s hotel and event.  It is not exhaustive and does not cover every accessibility need – we encourage you to contact our Accessibility Liaison through [email protected] with any additional questions you have, and we will update this document accordingly.

The entire convention will be contained within the Westin Southfield Hotel, except for the events happening in the Executive Meeting Center on the 2nd floor of the building connected via the North hallway.  There are 4 elevators providing access between floors of the main hotel, and 6 elevators providing access to the EMC; you do not have to go outdoors to go from one building to the other, though there is also an alternate path through the covered garage.

While we encourage people to ride up and walk down to better save the elevators for those who need them, the party floors are unavoidably at the top of the hotel. We intend to have volunteers assisting elevator access – please ask at the nearby Greeter Desk if you have any difficulty reaching an elevator in an orderly manner.

We are excited to be able to provide microphones and AV equipment in our event space this year. Please let us know (at Operations) if there are any problems using them or if your presenters don’t use them, making it difficult to hear.  Many of our presenters also provide their slides, presentations, or assets to be made available online – please check out our Presentations page.

Known issues:

  • Although all of the hallways at Penguicon are accessible, foot traffic surrounding vendor tables in hallways may cause congestion and the possibility of difficult mobility. If the hall is congested, please contact Operations, and we can assist in clearing pathways.
  • Elevator access can get congested at peak hours. While we intend to have volunteers assisting for the elevators, please speak to a staff member if you have any difficulty getting onto the elevators.
  • While we do not have braille versions of our printed Souvenir Book or our Schedule Book, we will have electronic PDF versions available at penguicon.org, and hope to have some Google Calendars of our schedule as well.

Please let us know if there is anything we can do to help improve your experience at Penguicon. If you experience any harassment for your disability, we urge you to notify Operations immediately.


  1. Event Committee Resources
    1. There is a member of the committee or event staff with working knowledge of accessibility issues, resources, and solutions assigned as Accessibility Liaison.
      Our Operations Staff includes an Accessibility Liaison, Amy Wilkins, an Occupational Therapist who works on ADA issues. She can be reached by asking for her at our Operations Desk or by emailing [email protected] with your question or concern.
  2. Ground Transportation
    1. Cab companies providing service between the airport and the event hotel have wheelchair-accessible cabs in their fleets.
      The Detroit area does not have much in the way of public transportation. ABC Transportation does offer vans specifically designed for persons requiring wheelchair accessible service with advance notice.
    2. Shared-ride shuttle companies providing service between the airport and the event hotel have lift-equipped vans in their fleets.
      As our hotel is some distance away from Detroit Metro airport, there are no shuttles available.
    3. The location has a convenient drop-off and pick-up point, adjacent to the main entrance, where attendees with disabilities can disembark or wait for transportation.
      The Westin Southfield has a very large entry space with automatic doors, a roof overhanging the pick-up location, and accessible sidewalk space for waiting for transportation.
    4. The venue can be reached by public transportation, as well as by car. (A reasonable distance should not exceed one or two blocks to a bus stop or train station.)
      The closest SMART Bus stop is at 10 Mile Rd and Evergreen, which is across the parking lot just south of the hotel.
  3. Event Hotel
    1. The entrance to the hotel is wheelchair-accessible, with an opening of at least 32 inches of clear width.
      The Westin Southfield has a very large front entrance with automatic double doors.
    2. Non-accessible entrances have signs giving directions to the accessible entrance.
      Westin: All guest entrances are accessible
    3. There are accessible parking spaces near the accessible entrance
      The hotel offers accessible parking spaces to either side of the front entrance.
    4. Public spaces in the hotel (restaurants, bars, etc.) are wheelchair-accessible.
      The hotel’s official public spaces are all on the ground floor and accessible with a wheelchair.  Our hospitality suite is on the second floor, available by elevator.
    5. Hotel has an adequate number of wheelchair-accessible sleeping rooms that include roll-in showers and/or low tubs with ADA-compliant grab bars.
      The hotel has three accessible rooms. The doors to both the room and the bathroom are 33 inches. The commode is 18 inches high, grab bars are accessible and in an appropriate horizontal placement. The shower has a low threshold to enter. The showers feature a built in shower bench attached to opposite end of shower from shower controls. The sink is a wheelchair accessible pedestal style sink.
    6. Hotel has at least one restaurant serving breakfast, lunch, and dinner during the event.
      The restaurant will be available throughout the weekend.
    7. Tables in food service areas are less than 34” high.
      The hotel assures us that its restaurant tables meet accessibility requirements.
    8. There are wheelchair-accessible restaurants within reasonable (one to two blocks) distance of the hotel that can be reached by people in wheelchairs. (Sidewalks, curb-cuts, etc.)
      Restaurants within walking distance of the hotel include Kerby’s Koney Island, Fuddruckers, Qdoba Mexican Eats, and Tim Hortons.  It is not currently known whether the walk to each of these places is completely accessible.  We will update this document with any information we learn to this effect, and encourage anyone to help us with this information.  Meanwhile, there are local restaurants that deliver. We will have that information available at our Operations desk or in the souvenir book.
    9. Room signs and elevators have raised or Braille characters.
      The hotel informs us that Room signs and elevators meet Braille requirements.
    10. Exits are clearly identified and accessible.
      Exits are clear and accessible.
    11. Fire and emergency alarms have both audible and visual signals.
      All meeting rooms have both audible and visual emergency devices.
    12. There is an evacuation plan for persons with physical, hearing, and visual disabilities.
      The hotel prints out a list of occupied accessibility rooms daily, and in the event of any emergency they will assist as needed.
    13. Hotel has a minimum of one TTY-equipped public telephone with appropriate signage.
      The hotel has two TDD portable systems available for use.
    14. Water fountains are low enough to permit use by someone in a wheelchair or have a cup dispenser, which can be reached easily.
      Water is available in cups and pitchers throughout the hotel, and someone from Operations would be happy to assist anyone who requests help getting water. We believe the water fountains are of accessible height.
  4. Event Venue
    1. All event-specific functions are in the host hotel, an accessibly-connected adjacent building, or within reasonable (one to two blocks) distance of the hotel that can be reached by people in wheelchairs. (Sidewalks, curb-cuts, etc.)
      All official events except Geeks with Guns are held within the hotel proper.
    2. Floors on which event spaces are located are served by public elevators.
      All official Penguicon events are accessible via the public elevators.
    3. Public facilities (rest rooms, powder rooms) are wheelchair-accessible.
      The hotel provides one accessible stall per public restroom.
    4. Entrances and architecture of all event spaces (ballrooms, meeting rooms, etc.) are wheelchair-accessible.  In the case of multi-tiered spaces, ADA-compliant ramps or lifts are provided, or access to the front of the room is provided via alternate entrances.
      We believe that all event spaces can be entered with a wheelchair, with the exception of our Artemis gaming room, which is a hotel room with “DIY” physical gaming equipment. We have confirmed with the hotel that we are getting a ramp for the big top stage (where opening and closing ceremonies occur), and that is the only multi-tiered space. While we are making every effort to ensure an accessible ramp, we are not yet certain if the ramp provided by the hotel will meet ADA compliance in its angle of ascent. We commit to having staff available during these events to assist those in wheelchairs in getting up the ramp.
    5. Room signs and elevators have raised or Braille characters.
      Yes, they both meet requirements for Braille.
    6. Exits are clearly identified and accessible.
      All exits in the hotel are accessible and identifiable.
    7. Fire and emergency alarms have both audible and visual signals.
      All emergency alarms have both audible and visual signals.
    8. There is an evacuation plan for persons with physical, auditory and visual disabilities.
      The hotel informs us that there is an evacuation plan for those with disabilities.
  5. Banquet and Awards Presentation
    Penguicon does not have an official Banquet or Awards Presentation.  We do have a fairly informal Guest of Honor dinner held on the Thursday before the convention – the seating is accessible for wheelchairs. We also have a ConSuite where we provide some food and beverages for attendees.

    1. Hospitality Suite will have marked traffic direction indicators on the floor to keep congestion to a minimum.
    2. Hospitality Suite will have an area set aside for gluten free food.
  6. Panels and Presentations
    1. Stages and raised platforms are wheelchair-accessible via lifts or ADA-compliant ramps.
      We have confirmed with the hotel that we are getting a ramp for the big top stage (where opening and closing ceremonies occur), and that is the only multi-tiered space. While we are making every effort to ensure an accessible ramp, we are not yet certain if the ramp provided by the hotel will meet ADA compliance in its angle of ascent. We commit to having staff available during these events to assist those in wheelchairs in getting up the ramp.
    2. Seats at the front of the room are available visually-impaired and hearing-impaired attendees.  Seats on either side of “center” in that section are available for lip-readers so that panelists’ faces are not hidden by microphones.
      We are currently working out our seating arrangements for our events. We will update this document with more information as we get closer to the event.
    3. Audience seating includes spaces for wheelchairs and scooters. In large rooms, several spaces at various points in several locations.
      We intend to tape out space for wheelchairs or scooters in each of our rooms, as space allows. Please contact Operations if you find a room other than those with permanent unmovable board tables that does not have room set aside for a wheelchair.
    4. All video content is closed captioned.
      Any video content provided during programming is fully produced or provided by our presenters.  There may not be captioning available.
    5. One or more assistive listening devices are available.
      We are looking into having assistive listening devices to provide attendees. Please inquire at the Operations desk.
    6. An ASL interpreter is available to sign the panel or presentation, and the fact it will be signed included in the program.
      We are currently working with our local community to provide ASL interpreters as needed.  More information about this will be provided as we make those determinations. UPDATE 4/22: For 2016, we did not anticipate the cost of one or more ASL interpreters of sufficient experience to cover a technical conference like Penguicon. Any person coming to interpret for someone who prefers an interpreter will be allowed in free of charge.  ASL interpreters looking to provide service for attendees in general will also be allowed in free of charge.
    7. Lighting is at an adequate level to ensure hearing impaired attendees can read lips or clearly see the ASL interpreter.
      Almost every room will be at full lighting. The Big Top’s events will have lighting for presenters on the stage. If people are showing video, there may not be lighting immediately available.  In that case, please come talk to Operations to see if we can set up lighting accommodations.
    8. For panels that include one or more hearing-impaired panelists, the moderator and the panel(s) meet prior to the panel to work out how best to accommodate the panelist.
      When our schedule is released to the presenters, we will be asking them at that time if they have any accessibility needs.  We will work with them individually to make sure everyone has the best experience possible.
  7.  Miscellaneous
    1. In the event an attendee or guest with disabilities requires a caretaker/assistant, the caretaker/assistant’s registration is comped.
      A caretaker or assistant can enter free of charge with a paying attendee. If there is a concern, please speak with our Accessibility Liaison, Amy Wilkins, or ask to speak to the Convention Chair.
    2. Service animals are permitted in all hotel and convention spaces.
      Service animals are permitted. The ConSuite has fresh water available for service animals upon request.
    3. In all instances where food is served (banquet, hospitality suites, etc.), accommodation of food allergies and sensitivities are addressed.
      We offer a variety of foods, some packaged, and some (like fruit) that are not. We will make every effort to mark non-obvious food that may affect common allergies. ConSuite will have product labels and you may ask ConSuite staff for help in determining the ingredients. ConSuite will provide a table for gluten free food.
    4. Liquid Nitrogen Ice Cream events will have dairy-free and sugar-free flavor batch options. Please ask.
  8. Mental and Emotional accommodations
    1. Although Penguicon makes accommodations to address attendee’s mental and emotional health, we strongly recommend that each attendee attend to their own mental and emotional health over the course of penguicon.
    2. Penguicon offers interaction stickers that people can wear on their badge and change at any time – different colors and shapes indicate whether people are open to talking to strangers, only open to talking to people who know them or have a reason, or people who do not want to interact with others.
    3. Penguicon is offering quiet rooms to reset in. These rooms are to be used to relax and give yourself quiet mental space.