Accessibility at RenLUG Events

👉 Be sure to read the Venue & Event Communication Policy at the bottom of this page.

RenLUG Accessibility & Inclusion Statement

RenLUG is committed to making our community and events welcoming and inclusive for everyone. In line with the Americans with Disabilities Act (ADA), we provide reasonable accommodations to ensure members and guests with disabilities can fully participate in meetings, displays, and activities. If you need assistance or accommodations, please reach out to RenLUG leadership in advance using the form below – we’re here to help make building and sharing with LEGO® an experience open to all.

RenLUG ADA Accommodation Policy

Purpose

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.

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).

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.

← Back

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 Notes

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 to explore reasonable accommodations.

For Leadership Use Only

Date received: ____________
Accommodation discussed: _______________________________
Accommodation provided: _______________________________
Notes: _________________________________________________
Leadership initials: _______

Venue & Event Communication Policy

To protect RenLUG’s agreements with event organizers and ensure fair treatment of 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. Accommodation requests must be submitted through the ADA Accommodation Request Form located under “Resources” on the RenLUG website. 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, members agree to follow this policy.

Violations of this policy may result in removal from the event, other corrective action and/or loss of future participation privileges as determined by RenLUG leadership.