spellbound in the valley 2026 accessibility faq
Spellbound in the Valley is designed with accessibility as a foundation, not an afterthought. Accessibility is considered throughout our planning, including seating, queuing, event spaces, panels, service-animal access, medical needs, and volunteer procedures.
Even if the accommodation you need is already addressed below, we still encourage you to make our Accessibility Team aware of your needs before the event. Knowing what our attendees, authors, vendors, influencers, volunteers, and PAs may need allows us to better prepare our spaces, staffing, procedures, seating, and resources.
If you have any questions about accessibility, accommodations, or event procedures, please reach out to our Accessibility Team at ADA.SpellboundintheValley@gmail.com.
Do I need to provide my diagnosis or medical documentation?
No.
We do not need your diagnosis, medical records, or an explanation of your medical history.
When requesting an accommodation, please let us know what access barrier you experience and what accommodation would help provide equitable access to the event.
I already see my accommodation
listed here.
Should I still tell you about it?
Yes, please.
Many accessibility measures are already built into Spellbound in the Valley, but knowing in advance how many people may need a particular accommodation allows us to better prepare.
You do not need to justify your disability or provide unnecessary medical information. We simply want the opportunity to prepare appropriately.
What if I need to change my accessibility needs before the event?
Please let us know.
We understand that accessibility needs can change. If something changes after you have submitted your request, contact the Accessibility Team so we can update our information and prepare accordingly.
Will seating be available if I cannot stand for long periods?
Yes.
Respite seating will be available throughout the signing venue for those who need to sit while navigating the event, taking a break, or waiting.
Please be mindful that accessibility and respite seating is intended for individuals who need it.
How will author lines work if I cannot stand or wait in a long physical line?
Spellbound in the Valley will use Waitwhile, a digital queueing system, to help reduce extended physical waiting.
Authors who are expected to have significant wait times may have their Waitwhile queues available from the beginning of the signing. If another author's physical line becomes congested during the event, a Waitwhile queue may be activated for that author as well.
When Waitwhile notifies you that it is time to return to the author's line, attendees who are unable to stand while waiting may use a place marker to maintain their position without being required to remain standing. Please let the volunteer managing the line know when you check-in.
If you experience an access barrier with a line or queue, please speak with any event volunteer for assistance.
Does having an accommodation
mean I can skip every line?
No.
Accessibility accommodations are intended to provide equitable access. They do not automatically provide immediate or unrestricted front-of-line access.
Depending on the situation, accommodations may include digital queues, alternative waiting procedures, respite seating, place markers, accessible queues, or other modifications.
How will panel access work?
Everyone attending a panel is required to register for that panel through the Waitwhile app. This allows panel entry to be managed in an organized way and helps prevent a rush or free-for-all when doors open.
Attendees who are registered for accessibility accommodations may enter panels 15 minutes before general admission.
Registering for accessibility accommodations does not automatically register you for a panel. You must still sign up through Waitwhile for each panel you wish to attend.
Attendees using early access are responsible for arriving during the designated 15-minute early-entry period. Once general admission begins, available seating will be open to those entering the room, and attendees who are already seated will not be asked to move for someone arriving later.
Early access applies to panels only. It does not provide early access to the signing floor, author or vendor tables, merchandise areas, or other event activities.
Is accessibility priority seating available?
Yes.
Accessibility priority seating will be available where appropriate for programmed events. Any event volunteer can assist with directions or seating procedures.
Are wheelchairs, scooters, walkers, canes, crutches, and other mobility devices permitted?
Yes.
Spellbound in the Valley accommodates personal mobility devices, including wheelchairs, scooters, walkers, canes, crutches, and other mobility aids.
Space is designed to accommodate individuals using their own mobility devices.
Spellbound in the Valley does not provide or rent wheelchairs or scooters. If you anticipate needing one during the event, please arrange to bring or rent one before arriving.
Are service animals permitted?
Yes.
Trained service animals recognized under the ADA are permitted. Service animals must remain under the handler's control. The handler is responsible for the animal's care, supervision, and toileting throughout the event
When the animal's work or task is not apparent, staff may ask the questions permitted under the ADA.
Spellbound in the Valley otherwise maintains a strict no-pet policy, regardless of venue policy. Pets, emotional support animals, and therapy animals are not permitted as substitutes for trained service animals.
Service dogs are highly trained working animals and should be treated with the same respect given to other medical equipment. They are working for their handler and are not present for the entertainment or interaction of other guests. Do not touch, pet, call to, talk to, distract, pester, photograph for interaction, or otherwise engage with a service animal without the handler's explicit permission.
If a handler declines a request to interact with their service animal, that answer should be respected. Repeatedly asking after a handler has declined is not appropriate.
If you are a service-animal handler and feel that you or your service animal are being harassed, pressured, or repeatedly approached for interaction after you have declined, please notify event staff.
Where is the service dog relief area?
A designated service-animal toileting area is available directly across the street from the venue.
Handlers are responsible for cleaning up after their service animal.
Please leave the area clean and accessible so other service-animal teams and pedestrians can safely enter and use the space.
Is there a quiet or low-stimulation space?
Yes.
A quiet room will be available for individuals who need a lower-stimulation environment or a temporary break from the convention environment.
The quiet room is located in the adjoining Double Tree Hotel.
Volunteers throughout the signing area will be available to provide directions and help you locate the space.
The quiet room is an accessibility space. It is not intended to provide medical care, personal supervision, or childcare.
Can I bring medication or medical equipment, and will event staff assist with it?
Yes and No.
Medically necessary medications, supplies, and equipment are permitted. However, attendees, authors, vendors, influencers, volunteers, PAs, and other event participants are solely responsible for the possession, storage, administration, and use of their own medications and medical equipment throughout the event.
Spellbound in the Valley staff, volunteers or MJN Center facilities or staff will not carry, hold, store, secure, administer, or otherwise take responsibility for medications, emergency medications, medical supplies, or medical equipment.
This includes, but is not limited to, insulin, glucagon, epinephrine, glucose supplies, continuous glucose monitors, insulin pumps, prescription medications, rescue medications, and other medically necessary supplies or devices.
Please keep anything you may need safely and readily accessible to you.
Can I bring medically necessary food?
Yes.
Food that is medically necessary due to a disability, medical condition, severe allergy, blood-sugar management, or other medical need may be brought into the event.
Medically necessary food may not be brought into the signing aisles or around author and vendor tables.
This restriction protects books, merchandise, displays, equipment, and other materials from accidental spills or damage.
Food may remain with you and can be eaten in an appropriate area when needed.
Will I need to use stairs to
access the event?
No. Attendee entrance, exit, signing spaces, and bathrooms are all located on the same floor, so attendees will not need to use stairs to access the main event areas.
The green room is located on a lower level for authors, influencers, vendors, volunteers, and other approved personnel. An elevator will be available for anyone who cannot or does not wish to use the stairs.
If you need help locating the elevator or an accessible route, please ask any event volunteer.
What if I have severe food allergies?
Please make the event aware of your allergy in advance, even if you are not requesting additional accommodation.
Spellbound in the Valley cannot guarantee an allergen-free environment or guarantee that cross-contact has not occurred.
Individuals who cannot safely eat event-provided food may bring medically necessary food for their own use.
Information regarding allergens in event-provided food will be communicated separately to individuals who have reported food allergies and have access to events or spaces where
food is being provided.
What if I need frequent restroom access?
If you require frequent restroom or medical access, please let us know when submitting your accommodation information.
If you need to step away from a queue or activity because of a disability-related restroom or medical need, speak with any event volunteer for assistance with the applicable procedure.
What happens if someone appears to be experiencing a medical emergency?
If an attendee, volunteer, author, influencer, vendor, PA, or other event participant appears to be incapacitated, has passed out or fainted, or is experiencing what is reasonably perceived to be a medical emergency, emergency medical services will be called.
Spellbound in the Valley will not ask volunteers or event staff to determine the severity of a potential medical emergency.
Once emergency medical professionals arrive, the individual may make their own decisions regarding evaluation, treatment, or transportation when they are able to do so.
How will volunteers know I have accommodations?
Event accessibility identifiers, such as designated lanyards, wristbands, or other approved methods, may be used to help volunteers recognize that someone has access to particular accessibility procedures.
These identifiers do not disclose a person's diagnosis.
Who do I contact if I need accessibility assistance during the event?
Our Accessibility Team can be reached at ADA.SpellboundintheValley@gmail.com
This email will be monitored throughout the entire event.
You may also approach any Spellbound in the Valley staff or volunteer for assistance.
If the volunteer you approach cannot resolve the issue directly, they can get you in contact with a member of the event team who specializes in or is better equipped to assist with your specific concern.
If something at the event is creating an access barrier, please let us know. We want the opportunity to address accessibility concerns when they arise.
Still have questions?
If you have any questions about accessibility, accommodations, or event procedures, please reach out to our Accessibility Team at