Accessibility in Meetings

Venue Accessibility: If the meeting is in person, ensure the location is physically accessible for people with mobility impairments. This includes ramps, elevators, wheelchair-accessible restrooms, and appropriate seating arrangements.

Clear Signage: Use clear and visible signs to direct participants to key areas such as the meeting room, restrooms, exits, and elevators.

Lighting and Sound: Ensure that the room is well-lit and acoustically appropriate. Ensure microphones are used if the room is large, and that participants with hearing impairments can hear the speakers clearly.

Use Accessible Formats: Share meeting materials (e.g., slides, documents) in accessible formats, such as:

• Text-based documents (not PDFs or images) that screen readers can read.

• Ensure that any documents or slides follow accessibility guidelines (e.g., proper use of headings, alternative text for images).

Screen Reader Compatibility: Ensure your virtual meeting platform is compatible with screen readers and other assistive technologies.

Virtual Meetings: Use a platform that has accessibility features, such as live captioning, screen reader compatibility, and keyboard shortcuts. Tools like Zoom, Teams, and Google Meet often offer closed captioning or real-time transcription.

Hybrid Meetings: For hybrid settings (in-person + virtual), ensure that remote participants can see and hear everyone clearly. A good microphone and camera setup is essential.

Provide Written Options: Allow people to participate via chat, and not just audio or video, in case they are unable to speak or prefer written communication.

Sign Language Interpreters: If requested, arrange for a sign language interpreter for deaf or hard-of-hearing participants.

Reat-Time Captioning/Transcription: Use real-time captioning tools or provide a transcription of the meeting afterward for people who are deaf or hard of hearing.

Language Accessibility: If participants speak different languages, consider offering translation services or providing materials in multiple languages.

Time Zone Sensitivity: Schedule meetings at times that are accessible to people across different time zones.

Allow Time for Breaks: If meetings are long, incorporate regular breaks to accommodate participants with attention or health concerns.

Accessible Meeting Platforms: Use platforms that are WCAG-compliant (Web Content Accessibility Guidelines), ensuring they are accessible for people with disabilities.

Test Your Technology: Before the meeting, test the platform, materials, and accessibility features (e.g., captions, screen reader functionality) to ensure everything works smoothly.

Share an Agenda: Before the meeting provide an agenda in a clear and accessible format.This allows participants to review the content in advance and prepare any accommodations or questions they may need.

Include a statement about how participants can request accommodations or assistance, such as providing captioning or other access needs

Encourage Inclusivity: Create a culture where participants feel comfortable sharing their needs. For example, encourage people to let you know if they need any specific accommodations.

Be Mindful of Communication Styles: Be aware that some people may need extra time to respond or prefer different forms of communication (e.g., written rather than spoken).

Follow Up: After the meeting, provide meeting notes, transcriptions, or recordings in accessible formats for those who may have missed parts of the meeting or need extra time to review the content.

Feedback Mechanism: Ask for feedback from participants about the accessibility of the meeting and any improvements that could be made for future meetings.