Accessibility at RenLUG Events

RenLUG is committed to making our community and events welcoming and inclusive for everyone. We believe that building and sharing with LEGO® should be an experience open to all — regardless of ability, disability, or access need. If you need assistance or accommodations at any RenLUG event, please use the form below or contact us in advance and we will do our best to help.

Please note: This page also includes our Venue & Event Communication Policy, which applies to all RenLUG members attending events. Both policies work together to ensure a fair, safe, and well-coordinated experience for everyone.

RenLUG Accessibility & Inclusion Statement

RenLUG is committed to fostering an inclusive and welcoming community. In accordance with the Americans with Disabilities Act (ADA), RenLUG will provide reasonable accommodations to ensure that members and participants with disabilities can fully engage in meetings, events, and public displays.

We recognize that accessibility needs vary widely — including physical, sensory, cognitive, and communication needs. Whether you use a mobility device, have sensory sensitivities, require communication support, or have another access need, we encourage you to reach out so we can work with you to find a solution.

Service Animals: Service animals as defined by the ADA are welcome at RenLUG events. Please notify RenLUG leadership in advance when possible so we can ensure appropriate space and access.

Sensory Considerations: LEGO® events can be busy, loud, and visually stimulating environments. If you or a family member have sensory sensitivities, please let us know when submitting your accommodation request and we will do our best to provide guidance on quieter times, lower-stimulation areas, or other appropriate adjustments at the venue.

RenLUG ADA Accommodation Policy

Purpose

Requesting Accommodations

Members may request accommodations by notifying RenLUG leadership as early as possible before an event by using the RenLUG Accommodation Request Form below.
Requests should include the specific barrier the member faces and the type of assistance needed.
RenLUG leadership will acknowledge the request and engage in an interactive process to determine an appropriate and effective accommodation.

Reasonable Accommodations Examples of reasonable accommodations may include, but are not limited to:

Assistance from fellow members with transporting, lifting, or setting up displays.
Adjustments to communication methods (e.g., providing interpreters, captioning, or written instructions).
Flexible meeting participation methods (e.g., remote attendance when possible).
Guidance on sensory-friendly timing or lower-stimulation areas within an event venue

Limits of Accommodations

Accommodations must be reasonable and must not impose an undue hardship on RenLUG or create a fundamental alteration of event operations.
Individual early access to event venues is not considered a reasonable accommodation unless explicitly permitted by the event organizer and coordinated with RenLUG leadership.
All setup and display participation must occur under the supervision of RenLUG leadership to ensure fairness, layout integrity, and adherence to event agreements.

Interactive Process When an accommodation request is received, RenLUG will:

Discuss the request with the member.
Explore feasible accommodations.
Provide a reasonable solution that meets access needs while maintaining group operations.
Document the request and the accommodation provided.

Member Responsibilities

Members receiving accommodations are expected to cooperate with RenLUG leadership in implementing them.
Members must respect layout boundaries, reserved spaces, and setup procedures, regardless of accommodations granted.

Appeals If a member believes their accommodation needs have not been adequately addressed, they may request a review by the RenLUG leadership team.

RenLUG Accommodation Request Form

RenLUG is committed to accessibility and inclusion. Please use this form to request accommodations so we can best support your participation in meetings, events, and displays. Submit your request as early as possible before the event — the more lead time we have, the better we can help.

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Thank you for your response. ✨

Full name

Email address

Today’s Date (YYYY-MM-DD)

Event/Meeting Name & Date(s) (YYYY-MM-DD):

Describe the barrier you are experiencing:

Requested accommodations:

Alternative accommodations that may also work (if any):

Best email to contact you at for follow-up:

Additional Message:

I have read and understand the Venue & Event Communication Policy at the bottom of this page. (Directly under the blue “submit” button.)

Please be sure to hit the blue “submit” button.

Important: RenLUG’s designated event coordinator is the sole point of contact with convention organizers and venues. To ensure consistency and protect the group’s agreements, members may not contact venues or event staff independently regarding accommodations for RenLUG’s assigned space. RenLUG leadership will coordinate with the venue as needed on your behalf.

Venue & Event Communication Policy

This policy applies to all RenLUG members attending events and exists to ensure RenLUG is represented professionally, avoids miscommunication, and protects fair treatment for all members.

Official Point of Contact Only the RenLUG Event Coordinator or designated leadership may contact the venue or event organizer on behalf of RenLUG.

No Independent Arrangements Members may not contact venues directly, make side agreements, adjust our assigned space, or request special access without written approval from leadership.

Requests & Accommodations If you need assistance, schedule adjustments, or accommodations, please submit your request to RenLUG leadership using the Accommodation Request Form above. Leadership will coordinate with the venue as needed.

Consistency Matters This policy ensures RenLUG is represented professionally, avoids miscommunication, and protects fair treatment for all members.

Supervised Participation All setup and display participation must occur under the supervision of RenLUG leadership to maintain fairness, layout integrity, and adherence to event agreements.

By attending RenLUG events, all members agree to follow this policy. Violations may result in removal from the event, corrective action, and/or loss of future participation privileges as determined by RenLUG leadership.

Questions?

If you have questions about accessibility, accommodations, or this policy that aren’t addressed above, please reach out — we’re here to help.

Contact RenLUG →