Accessibility

Large, colorful "AMS" letters prominently displayed on a blue carpeted exhibition floor. Attendees converse in a well-lit conference space.

Accessibility for Everyone at the 37th Conference on Hurricanes and Tropical Meteorology

Hyatt Regency La Jolla at Aventine, San Diego, California

Accessibility is a core priority for our conference, ensuring that all attendees can fully participate in every aspect of the event. We are committed to compliance with the Americans with Disabilities Act (ADA), providing accommodations and support to create a welcoming environment. From mobility access to sensory considerations, our goal is to make the conference accessible, safe, and enjoyable for everyone.

If you have any questions or need assistance, please contact [email protected].

Looking for something specific? Click one of the links below to jump directly to the relevant section of this page.

Requesting ADA Accommodations | Digital & Printed Materials | Dietary Accommodations | Mobility Access | Session Room Accessibility | Poster Hall Accessibility | Quiet & Break Spaces | ADA Services & Support | Onsite Support

Requesting ADA Accommodations

Where to Submit Requests

All ADA accessibility requests should be submitted directly through the meeting registration system. Click here to access the registration information page.

  • On the Accessibility question (page 3), select Yes if you have an accommodation request.
    • You may specify needs related to:
      • Mobility
      • Sight/Vision
      • Sound/Hearing
      • Other (with a description)

A staff member will follow up via email to ensure we understand your request.

Deadlines

  • Please submit all accommodation requests by 18 March.
    • Requests after this date will be considered but may not be guaranteed.

Accessibility Features at AMS 37Hurricanes

Digital & Printed Materials

  • Slide decks, programs, and signage are being digitized and made available online.

  • Printed signage uses large lettering and high-contrast colors for visibility.

  • Use the Online Program for:
    • Session schedules
    • Room information
    • Presenter details
    • Health & wellness services
    • Maps & building information
  • Are you presenting at the meeting? Click here to view a webpage with recommendations from the AMS BRAID Accessibility committee for in-person oral and poster as well as virtual oral and poster presenters.
Venue Maps & Wayfinding

Find the restrooms, elevators and session rooms using the map in the Online Program:

Click here for the venue map

 

People gather in a conference hallway during a coffee break, chatting in groups. A sign on a table reads "AMS Coffee Break," creating a lively, networking atmosphere.

Dietary Accommodations

  • Coffee break and reception menus will be posted here: VIEW MENU

    • All coffee breaks include regular & decaf coffee, tea, and dairy and non-dairy milk/creamer.
    • Receptions include beverages (including alcohol via cash bar) and appetizers.
  • We aim to offer options accommodating:
    • Vegetarian
    • Vegan
    • Gluten-free
    • Dairy-free
    • Egg-free
    • Pork-free
    • Fish/shellfish-free
    • Nut-free
  • Attendees can note specific dietary needs (such as halal and kosher meals or allergens not listed above) during registration.
  • The Hyatt Regency La Jolla at Aventine has a water bottle refill station within the meeting space near the Encinitas Room. We encourage attendees to bring a reusable water bottle to support our Green Meetings Initiative! Additional water will also be available at the back of session rooms.

Mobility Access

The Hyatt Regency La Jolla at Aventine is an ADA-compliant facility, and AMS takes additional steps to ensure that all session rooms are accessible and comfortable for attendees using mobility aids.

General Building Access

  • The entrance of the building is at ground level, door operation may be manual.

  • All primary meeting areas are located on the first floor, including session rooms, the Speaker Ready Room (Del Mar 1), badge pick-up (Regency Foyer), and Poster Hall (La Jolla Ballroom)
  • Elevators to the sleeping rooms are conveniently available near the meeting space. Take a virtual tour of the hotel here or view the map of the meeting space here.
  • ADA sleeping rooms are available. Please contact us at [email protected] to request. Subject to availability.
  • Entrances, corridors, and stairwells include clear, high-contrast directional signage.
    •  AMS will additional directional and informational signage.
  • If you or a guest requires a mobility aid rental, please email [email protected] and note this request in registration by 18 March.

A conference room filled with seated attendees facing away from the camera and towards a speaker at a podium. An attendee is standing in the aisle near the stage to ask the presenter at the podium a question. A presentation screen on the upper left side of the image displays slides.

Session Room Accessibility

Room Layout & Seating

  • All session rooms include aisles of at least 42 inches (1 meter) to accommodate wheelchairs, scooters, walkers, etc.

  • ADA seating areas are located at both the front and back of each room, allowing visibility and ease of entry. 
    • These seats will be marked with a small blue card (approximately 3.5 inches by 3.5 inches or 9 centimeters by 9 centimeters) featuring a wheelchair symbol in white. Adjacent seating may be pre-removed or removed as needed to accommodate wheelchair access. 
  • Reserved priority seating is available for individuals who identify an accessibility need.
Staging, Podiums & Speaking Accessibility

  • Podiums and head tables may be on stages at a height of 24 inches (60 centimeters).

    • Some session rooms may not have stage ramp access. 
    • If you are a presenter and the stage setup presents any accessibility challenges, please contact us at [email protected] with your presentation details (date, time, room) or note this when registering for the conference by 18 March.
  • Podiums are approximately 46 inches (1 meter) in height.
    • For shorter speakers or those who may need additional reach, step stools (9.1-inch / 23 centimeter max height, 330 lb/149kg weight limit) are available and can be checked out from the AMS Registration Desk (Regency Foyer).
    • Clickers to advance slides are available upon request for speakers who use wheelchairs or require seating while presenting. To request a clicker, please email [email protected] with your presentation details (date, time, and room) or note this when registering for the conference by 18 March.
  • Session rooms include podium microphone, a head table microphone and aisle wireless microphone(s) on a stand. 
Additional In-Room Accessibility Features

  • All presentation screens include high-contrast visibility, and session chairs are instructed to support accessible Q&A (e.g., repeating questions spoken without a microphone).

  • Lighting levels can be adjusted upon request when possible.

 

Poster Hall Accessibility

A conference room with several attendees examining and discussing scientific posters displayed on boards. The atmosphere is engaged and collaborative.

Alt text: A large conference hall filled with attendees examining and discussing poster presentations displayed on panels.

The Poster Hall (La Jolla Ballroom) is designed for easy navigation for all attendees.

Layout and Navigation

  • The La Jolla Ballroom is located in a separate building from the main meeting space. To reach the ballroom, exit through any of the doors in the Regency Foyer and follow the outdoor walkway to the adjacent building. The patio and walkway are made of concrete, providing a smooth and accessible path for attendees using mobility devices.

  • Wide aisles measure approximately 13 feet (4 meters), supporting safe two-way traffic.
  • A 10-foot (3 meter) perpendicular aisle divides the hall into two sections for easier navigation.
Poster Displays

  • Multiple rows of 4 foot × 6 foot (1.2 meter × 1.8 meter) double-sided felt boards.

  • Each board includes a small white card (4” x 6” or 10 cm x 15 cm) with the presenter's information.
Presenter Support

  • Push pins will be supplied by AMS. If you need assistance hanging your poster to the board, please see the AMS Registration Desk in Regency Foyer. We are happy to assist.

  • Voice amplification devices may be available for presenters with softer voices.
    • Limited quantity available
    • Request in advance by emailing [email protected] or when registering for the conference with your presentation details (date, time, poster number) by 18 March.
  • If you need a chair or high-top table for accessibility or mobility-related reasons, please notify us at [email protected] or when registering for the conference with your presentation details (date, time, poster number) by 18 March.
  • For full details on poster presentations, see the Poster Presenters page, linked here

Quiet & Break Spaces

Quiet Room – Del Mar 2

A calm space for rest or decompression. Includes tables and chairs set in rounds.

General Break Areas

  • Pool Deck - Outdoor lounge chairs are available for attendees who would like to sit outside and enjoy the sun.

  • SHOR Restaurant (hotel's breakfast restaurant) - Available for seating after breakfast service (7:00–11:00 AM). Offers tables, chairs, and booths that can accommodate up to four people.

  • Pause Booths (near Del Mar 2) - Built-in wall nooks with cushioned bench seating and small tables

  • Del Mar Foyer - Soft seating area with couches and armchairs.

People stand in a line at the conference registration help desk. In the foreground of the image, there is a large sign for the 105th Annual Meeting. The sign directs attendees with large dark blue arrows to the right for badges and lanyards or to the left for the Registration Help desk.

ADA Services & Support

Closed Captioning
  • Zoom provides built-in closed captioning and transcripts for all hybrid and virtual content.
  • All attendees have access to Zoom during the meeting.
  • If you rely on captioning accommodations, please note this when registering for the conference or notify us at [email protected].
Parking & Transportation

Accessible parking is available at the Hyatt Regency La Jolla at Aventine. Attendees can choose to Valet Park for $49/day with in-and-out privileges or Self Park for $39/day with in-and-out privileges. Parking is available in a secure indoor garage with wheelchair accessible entrances. See the hotel’s Parking and Transportation page for more information.

Lactation Room - Cardiff

A lactation room will be available in Cardiff. The room will have soft seating and a refrigerator. Pease see the AMS Registration Desk to access this room.

 

Service Animals

Service animals are welcome in all AMS meeting spaces with advance notice to venue security.

Please inform us in advance during registration or emailing [email protected] by 18 March.

Lobby with AMS registration desk for a meteorological conference. Blue carpet, signs, and tablets on a table covered with a logo-themed cloth.

Onsite Support

Need help?
Visit AMS Registration Desk in Regency Foyer

Accessibility Hotline / Suggestion Box
Email: [email protected]

Food Assistance
If you need help carrying food or drinks, ask a nearby attendant. They are happy to help.

Attending with a Caregiver
If you will have a caregiver or support person onsite, please email us at [email protected].