Accessibility guidelines for in-person meetings

Make sure all invitations to meetings and events include a request for people to register their accessibility requirements.

These could include requests for braille or large-print documents, advance receipt of handouts, a sign language interpreter, hearing loop, wheelchair access or facilities for service dogs. Give attendees at least two weeks’ notice, where possible, so any necessary adjustments can be put in place in time.

Asking in advance also allows people to share requirements privately rather than in the meeting. If you already know there are some accessibility issues, you should tell the participants in advance.

When choosing a venue, there are a number of aspects to consider.

Choose a venue with disabled parking, wheelchair access, quiet spaces, easy access to upper floors (if required) and accessible toilets. Pick a meeting room that offers people plenty of space and, if possible, natural light.

Set up the meeting room in advance and check all the equipment is working.

Trying fix something that’s not working during the meeting can be annoying for everyone and will use up valuable time in your schedule.

Send an agenda and be clear what you expect from your participants before the meeting.

For example, do you require them to report back, participate, problem solve or share ideas?  

Start by introducing yourself and anyone else who is speaking.

This is extremely helpful in larger meetings when it can be confusing listening to different speakers. If you speak multiple times, you should still announce yourself, although this is not necessary in smaller meetings once initial introductions have been made.

Speak at a normal pace, especially if there are interpreters present.

If there is a microphone available, use it, even if you think you have a loud voice. Having a microphone available for audience members to use is helpful for a questions-and-answers session, provided only one person talks at a time. Where possible, make sure there is a clear view of your face and mouth to assist lip reading.

Stay within the allotted time in the agenda and ensure scheduled breaks are taken.

Be clear about the message you want to share and keep your language simple and direct.

Lights and sounds can be distracting.

Turn off projectors and other equipment that make noise or emit light when not in use to help people to hear and see better.

Use black, broad-tipped pens on flipcharts/whiteboards.

Writing should be large and bold for maximum clarity and contrast, and care should be taken to describe any diagrams, models or tables that are drawn on the flipchart/whiteboard. Whiteboards produce glare because of their colour and glossy surface, so you may want to consider using a blackboard.

Produce brief, clear notes of the topics discussed, what decisions were taken, who is going to take action and by when.

Ensure all documents shared are accessible. It is important to use plain language and avoid acronyms or jargon. The only time to use acronyms is when they are more commonly recognised than when spelled out. Examples include URL, QR code and USB.

Ask attendees for their feedback regarding accessibility and inclusion.

Look at what could be improved for next time.