Ski for Light Event Planning Manual

June 2011

31. Special Format Communications Coordinator

The Special-format Communications Coordinator is responsible for coordinating the preparation of braille, large print, recorded, and electronic materials needed by visually-impaired participants before, during, and after the event.

Pre-Event

June 1

• Contact Visually-impaired Participant Applications Coordinator to determine if braille or large-print versions of promotional a flyer will be needed for consumer conventions.
• If needed, agree on time frame and method of text transfer.

Planning Meeting

• Depending on travel distance, time and budget constraints, you may be asked to attend the planning meeting. If you do not attend, please ensure your responsibilities are carried out by someone who does.

November 1

• If not present at the hotel, coordinate with Event Vice-Chair for the preparation of braille room numbers, restroom signs, and other required signage. These can be made with a standard braille printer using tractor-fed clear plastic label sheets called Embossables from the American Thermoform Corporation.

December 1

• Coordinate with person doing audio participant materials (if being used) to assist with production-related aspects, if needed.

January 1

• Coordinate with Program Journal Coordinator the method of text transfer for the event program schedule.
• Prepare or arrange for the preparation of braille, large-print, and electronic versions of the program schedule. Typically, braille and large-print versions are only the week's schedule while other versions may include the entire program journal.
• many foreign participants may find an uncontracted braille version helpful. Large-print versions should be in 18-point type, Times-Roman font.
• Check with VIP Coordinator to determine exact numbers for each.
• Check with Event Chair to see if someone is bringing a braille writer. If not, often one can be borrowed locally.

International Week

Saturday

• Deliver programs to Registration and Housing Coordinator.
• Arrange to have braille signage and room numbers, if numbers are not tactilely legible, placed throughout hotel.

Throughout the Week

• Assist the Information room Coordinator with making braille versions of items needing posting, such as Information Room schedule, Sales Room schedule, special-interest session schedule, etc.
• Contact the silent auction coordinator and determine how braille information will be added to silent auction sheets.