Your Partner in Inclusive Event Design
Accessibility is more than a checklist; it’s about creating genuine connection. We take the time to listen, learn your event’s unique goals, and provide the expertise needed to make your community feel truly welcome.
Let’s move beyond "standard" planning. Together, we’ll build an event that is authentically inclusive and meaningfully welcoming for all.
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Focused Advisory & Inclusion Bundles
Empowering your team with expert advisory consultations and specialized neuro-inclusive frameworks.
Accessibility Advisory Session
$350 Flat Fee
New to accessibility planning? Start here.
A focused 60-minute conversation about your event's most significant accessibility gaps — no jargon, no judgment. Within 3 business days you'll receive a short written summary of key takeaways you can act on right away.
Neurodivergent Inclusion Bundle
<500 Attendees $850 | >500 Attendees $1,100
Social Story + Accessible Event Map + Staff Training Workshop
Designed for fan conventions, anime events, gaming cons, and community festivals — events where neurodivergent and sensory-sensitive attendees are a significant and consistently underserved part of the community.
Covers the three areas that make the biggest difference: knowing what to expect before arrival, navigating the space independently, and encountering staff who respond with genuine awareness and respect.
Full-Service Event Consulting
Comprehensive accessibility and neuro-inclusion strategies for public, private, and community-focused events.
Tier 1: Access Audit and Roadmap
For organizations that want a hands-on partner from the very start. Tier 2 builds accessibility into your event from the ground up, not just identifying gaps after the fact.
<500 Attendees: $2,000–$2,500 | 500–2,000 Attendees: $2,800–$3,500 | >2,000 Attendees: $3,500–$5,000
Every Tier 2 engagement includes everything in Tier 1 plus:
Live Venue Walkthrough to evaluate the physical space in real-time
Attendee Accessibility Guide to provide clear, upfront logistics for your guests
End-to-End Accommodation Process Design to seamlessly manage specific attendee requests
Accessible Event Map highlighting key features and navigation routes
Returning Client Credit: Clients who completed a Tier 1 engagement within the past 12 months receive a credit toward Tier 2.
Tier 3: Annual Advisory Retainer
<500 Attendees $500 | 500 -1000 Attendees $750 | >1000 Attendees $1000
The full picture of where your event stands — and a clear, prioritized plan for getting there.
Every Tier 1 engagement includes:
Intake Consultation (60–90 min) to understand your event, venue, and goals
Structured Accessibility Review covering physical access, communications, programming, and staff readiness
Written Accessibility Roadmap with findings prioritized as Must Address / Should Address / Worth Considering
Roadmap Review Call (30–45 min) to walk through findings, answer questions, and identify relevant accessibility service providers from Rooted Inclusion's private vendor resource guide
Rooted Inclusion does not procure or contract vendor services on behalf of clients.
A 50% deposit is due at booking. The remaining 50% is due upon delivery of your completed roadmap.
Tier 2: Comprehensive Implementation Partner
For organizations seeking an ongoing partner to maintain and scale their accessibility efforts across multiple recurring events throughout the year.
Light (1–2 events): $3,500–$4,500/yr | Standard (3–4 events): $6,000–$8,000/yr | Standard Plus (5–6 events): $9,000–$12,000/yr
Every Tier 3 retainer engagement includes:
Tier 1 Access Audit & Roadmap Updates: Targeted reviews and updates for each covered event (not rebuilt from scratch) followed by a 30–45 min Review Call.
Asset Maintenance: Reviews and updates for your Access Statement, Accessible Event Map (same venue*), and Social Story (targeted edits*).
Strategic Touchpoints: Scheduled check-in calls and asynchronous email access to support your team throughout the year.
Retainer Level Enhancements:
Light Retainer (1–2 events): Includes quarterly check-in calls (4/year) and a 3-business-day email response window.
Standard Retainer (3–4 events): Upgrades to monthly check-in calls (12/year) and a 2-business-day priority email window. Adds a Post-Event Design Brief per event, one annual virtual Staff & Volunteer Training Workshop, and an Annual Accessibility Progress Report with year-over-year metrics.
Standard Plus Retainer (5–6 events): Includes everything in the Standard tier, scaled to provide identical deliverables, depth, and support for a larger portfolio of 5 to 6 annual events.
Retainer Policies & Discounts:
Nonprofit Discount: A 15% discount applies to all retainer levels.
À La Carte Add-Ons: Retainer clients receive a 10% discount on à la carte services (*including first-time Social Stories or new event venues).
Terms: Unused event allocations do not roll over to the following year.
Àl la Carte Event Services
Flexible, on-demand solutions tailored to target specific access gaps or enhance your existing event plans.
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$450 Virtual | $600 In-Person
A 90-minute workshop giving your event team the awareness, language, and practical skills to support disabled attendees with confidence.
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Simple $250 | Moderate $325 | Complex $400
A clean, high-contrast map of your event space with accessibility features clearly marked — entrances, restrooms, accessible seating, quiet spaces, elevators, ramps, and help desk locations.
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Standard $275 | Extended $375
A visual, plain-language walkthrough of the event experience written for neurodivergent attendees and anyone who benefits from knowing what to expect before they arrive. Covers what the event is, what it looks, sounds, and feels like, and what to do if something feels overwhelming.
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Standard $175 | Comprehensive $275
A clear, public-facing document for your website or registration page that tells prospective attendees exactly what accessibility provisions are in place — and invites them to reach out if they need something more.
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Standard $300 | Comprehensive $400
Accessibility planning doesn’t end when the event does. This add-on helps you capture what worked, what didn’t, and what to carry forward — so each event builds on the last.
Facilitated & Intensive Program Accessibility
A specialty service track for organizations running multi-day, immersive professional programming.
Your facilitators are trained to read the room. They’re rarely trained to see what disability looks like in it.
$1,500–$2,000 | One-time flat fee for initial facilitator cohort
This half-day training equips professional facilitators, coaches, and group practitioners with the knowledge and protocols to recognize and respond to non-apparent disability needs—without requiring participants to self-identify or request accommodation mid-session. It is designed specifically for intensive group environments where cognitive demand is high, novelty is sustained, and struggling participants can look, to an untrained eye, like they’re simply disengaged.
After this training, your facilitation team will have:
The Language & Framework to recognize non-apparent disability needs in the room.
Practical Protocols for responding with skill and dignity—without singling anyone out.
A Written Facilitator Accessibility Protocol reference document for active use during live programs.
A Shared Internal Language for discussing accessibility without violating participant confidentiality.
Format & Delivery: Half-day (approx. 3.5–4 hours). In-person preferred; virtual available. Fully customized to your program environment and facilitation culture.
Facilitation Accessibility Training
Immersive Program Social Story
Uncertainty is cognitive load. Cognitive load competes with the generative thinking your program is designed to unlock.
$750–$1,000 | Per engagement
A visual, plain-language document that tells participants exactly what to expect before they arrive—removing the stigma and self-identification barrier by framing access as high-quality preparation. For neurodivergent participants or those with non-apparent disabilities, arriving prepared rather than primed for uncertainty can be the difference between full engagement and a first day spent just trying to orient.
Each Social Story is custom-built for your program and covers:
The Physical Space: Appearance, sounds, sensory conditions, wayfinding, facilities, and environmental features.
The Daily Structure: Timing, transitions, and the rhythm of focused work and breaks.
The Facilitation Approach: How ideas are contributed, participation expectations, and cultural norms in practice.
Available Accommodations: Clear pathways for requesting support and direct contact protocols.
Format & Delivery: Approximately 8–12 pages. Visual-forward design, plain language, and digital PDF optimized for screen and print. Delivered 1–2 weeks before program start.
Every cohort teaches you something. This makes sure accessibility is part of what you learn.
$750–$1,000 | Per engagement
A structured written assessment delivered within 5–7 business days of your program close. It documents how well your environment, materials, and facilitation served participants with non-apparent disabilities and neurodivergent profiles—closing the feedback loop so Cohort 2 doesn't inherit the unintentional barriers of Cohort 1.
Each Debrief is organized into four strategic sections:
Environment: Performance of the physical space for neuro-inclusion and structural changes for next time.
Materials: Accessibility review of participant-facing documents (including the Social Story evaluation).
Facilitation: Analysis of specific practices that worked, moments that created barriers, and protocol adjustments.
Recommendations: A prioritized, actionable roadmap organized by owner and impact for organizational learning.
Format & Delivery: Approximately 4–6 pages. Structured written document with narrative observations and prioritized recommendations. Input sources include facilitator reflections, direct on-site observation, and post-program participant feedback. All client-specific content remains strictly confidential.
Intensive Program Accessibility Debrief
Facilitated & Intensive Program Accessibility Package (Bundle)
Three services. One end-to-end accessibility layer. One named line item in your proposal.
$2,000–$3,000 | Per engagement flat fee
This package bundles your key specialty services into a single flat-fee engagement designed to appear as an explicitly named accessibility line item in your client-facing proposals. This visible positioning tells corporate buyers that accessibility has been designed for systematically—by a credentialed, disability-led partner—not added as an afterthought.
A complete program accessibility layer built across three phases:
Before Your Program: The Immersive Program Social Story prepares participants, reducing anticipatory anxiety and freeing up cognitive bandwidth from Day 1.
During Your Program: Facilitators trained through Facilitation Accessibility Training recognize and respond to non-apparent needs seamlessly without disrupting group flow.
After Your Program: The Intensive Program Accessibility Debrief documents exactly what worked and what to improve before your next cohort launches.
Proposal Positioning: Designed to be presented to your clients as: Accessibility Partner: Rooted Inclusion, LLC — Facilitated & Intensive Program Accessibility Package. Delivered by Sara Huehls, CPACC.
*Pricing Note: Facilitation Training is priced as a one-time fee ($1,500–$2,000) for the initial cohort. Per-engagement bundle pricing covers the ongoing Social Story and Debrief, effectively amortizing training costs across subsequent engagements.
Co-Engagement Advisory
This isn’t a vendor relationship. It’s an embedded accessibility partnership.
Phase 1: $2,000–$2,500 per engagement | Phase 2: $1,200–$1,500 per engagement
A strategic advisory relationship providing ongoing, proactive input into how your programs are structured and designed for accessibility and neuroinclusion—long before delivery stage. It combines asynchronous material reviews with real-time support, embedding expert insights directly at the design table.
Co-Engagement Advisory relationships include:
Async Review & Feedback: Continuous auditing of engagement design documents, facilitation guides, and materials with recommended adjustments prior to program launch.
Pre-Program Strategy: Dedicated calls to review accessibility design and proactively flag potential barriers.
Real-Time Availability: Observation, on-call consultation, or on-site presence during active program weeks.
Post-Program Debriefing: Direct, collaborative dialogue with your program team beyond the written Debrief deliverable to steadily scale your internal accessibility model.
Pricing Structure & Scope:
Phase 1: Reflects high-touch co-development and initial on-site availability (travel expenses billed separately at cost).
Phase 2: Applies once the program model is established and support shifts to a lighter ongoing cadence. Monthly retainers are available once engagement frequency is established.
Co-Engagement Advisory is always scoped and invoiced separately from the flat-fee package listed above.
Pricing and Payment
All Rooted Inclusion services use flat-fee, value-based pricing — no hourly billing, no surprise invoices. You know what you're paying before we begin.
For the Accessibility Advisory Call and Àl la Carte Services — full payment is collected at booking. For Tier 1 Access Audit and Roadmap, a 50% deposit is due at booking to secure your engagement. The remaining 50% is due upon delivery of your completed deliverable.
Fees paid toward any service are credited toward a larger engagement. If you start with an Advisory Call and decide to move forward with a Tier 1 audit, your $350 applies toward that fee. We want working with Rooted Inclusion to feel like a relationship, not a series of separate transactions.
Nonprofit organizations receive a 15% discount on all services. If your organization is a registered 501(c)(3) or equivalent, mention it when you book — we'll confirm at contracting and apply the discount before your final invoice.
In-person services within 20 miles of Indianapolis are included in your service fee. Travel beyond 20 miles is billed at a flat rate based on distance zone and quoted in advance — no surprises.
Payment is accepted via credit card or ACH bank transfer. A service agreement is sent for e-signature before work begins on any multi-deliverable engagement.
Questions about pricing or what's right for your situation? Complete the contact form below and we are happy to help you figure out the best fit.
A Note on Scope
A quick note on what we're not: Rooted Inclusion is not a law firm, and we don't certify ADA compliance. We're not a technical web accessibility service, and we don't have a vendor network to upsell you. What we are is a consulting partner who will give you a straight answer about where your event falls short and what you can actually do about it. If your question is outside our lane, we'll say so — and we'll do our best to point you in the right direction.
Rooted Inclusion is continuously evolving. If your organization has an accessibility or program design need that isn't listed here, please reach out. We are happy to discuss custom scoping or point you toward trusted specialists in our network.
Let's Remove Barriers Together
Ready to prioritize inclusion? Tell us a bit about your event, and we’ll set up a time to chat about how we can build a barrier-free experience together.