Access

Planning accessibility features you will want your venue to have and backup plans if some features do not function as intended is important. We recommend making a list. Below are some general tips to think about.

Physical meeting access features

• Zero-step path of travel
• Short path of travel from parking/drop-off area
• Accessible parking (may need to bring & signs to mark)
• Signs indicating accessibility features and paths of travel
• Inclusive seating for wheelchair/mobility device users (not separate from other users)
• Sightlines to speakers for all participants
• Accessible doors (with button, lightweight, etc.)
• Signs with a number to call if the access feature (door, etc.) is stuck or not working or staff assisting with access
• Adjustable lighting
• Adjustable volume
• Elevator if on a separate floor – You will also want to have a plan if the elevator/lift does not function or if it is too small for mobility devices
• Space for travel in between seating areas (wide spaces for mobility device users)
• Remove potential travel barriers like potted plants, wall-mounted items without indicators underneath, chairs, or furniture in path-of-travel
• Location with good access to public transit or roadways
• Hearing/Audio Induction loops
• Certified-ASL interpreters
• ESL or other language interpreters
• CART captioning
• Accessible sign-in sheets/person to assist people who cannot physically use a pen
• Nametags with low-vision accessible contrast & large font
• Adjustable tables/surfaces for people in various heights of wheelchair
• Accessible bathrooms and other amenities
• Space for service animals
• Quiet space people can excuse themselves to
• Scent- and allergen-free environment
• Common considerations are exclusion of certain foods (peanuts, others) and no perfume
• Also consider hand sanitizer in use, cleaning chemicals used, other smells or strong things that may be dangerous to people with chemical damage
• Handouts before meetings when possible (if RSVPs) in various accessible formats
  • Braille
  • Large print
  • .RTF electronic documents

Features to consider for digital meetings

• Captioning
• High-contrast slides
• Image descriptions
• Maximally accessible digital platform (does not require sight to use features)

Other considerations

• Designate a clear contact person to handle other accommodation requests ahead of the event
• Provide alternative ways to attend events:
  • Call-in number
  • Participate in live discussions or streaming on social media
  • Email or write-in comments
  • Video conferencing software
• Allow multiple ways to provide input:
  • Ask participants to write out questions beforehand
  • Place comments/questions into an anonymous basket (especially for sensitive or contentious topics)
  • Written question submission (e.g. email, letters) after the event