Location: Resources and Services > Planning Accessible Meetings

Planning Accessible Meetings

Table of Contents

1. Introduction
2. General Considerations
3. Choosing the location
4. Exterior Access
5. Interior Access
6. Other points to consider
7. Making refreshment and dietary arrangements
8. Producing invitations and promotional materials
9. Communications in multiple formats
10. Communications Support Attendants
11. Providing attendant care services
12. Resources and Service providers

1. Introduction

Advanced planning may help to ensure that the accommodation needs of people with disabilities are anticipated and acted upon ahead of time. Even when you may not know in advance whether any of your participants may need accommodations, you should be prepared to arrange your meeting or event to be accessible so that people with disabilities can participate fully. Important areas that need to be considered when arranging accessible meetings are physical access to the meeting space and access to the meeting contents and proceedings.

The following guidelines are meant to help you plan your meeting or event reflecting an optimal level of accessibility.

The list of examples provided is not exhaustive. A more complete guide is available on the website of the Ministry of community and Social Services at http://www.mcss.gov.on.ca/mcss/english/how/howto_meeting.htm

Preparations will vary according to the nature of the meeting and its participants.

2. General Considerations

• Ensure that a member of your staff is responsible for making the event accessible.
• Be prepared to respond to accommodation requests in the same manner that you respond to other requests and questions about the event.

3. Choosing the location

• Plan an on-site visit to the location under consideration in order to determine its level of accessibility before you book your event.
• Check accessibility of parking, entrances, elevators, meeting rooms, washrooms, restaurant and other public facilities.
• Determine whether the staff at the location has been sufficiently trained in disability awareness. If not, arrange for training from a recognized trainer prior to your event.

4. Exterior Access

Here are some points to consider to ensure easy access from outside. Signage, parking, paths and public transportation will all have to be considered according to participants’ needs. For example:

• Ensure that the signs for the street address or building name are clearly visible from the street and that they are well lit during evening events.
• Ensure snow removal from the path of travel during winter events.
• Determine that there are a sufficient number of accessible parking spots and that the designated parking spots for people with disabilities are on a firm, slip-resistant surface and located close to the entrance of the building.
• Determine that there is a barrier-free path of travel from the parking lot or drop off area to the meeting entrance, avoiding stairs, sudden changes in level, slippery or unstable ground, or objects obstructing the path of travel.
• Make certain that the location is serviced by accessible or parallel transit services.

5. Interior Access

Once participants have arrived, simple measures taken during planning will ensure better access during the event. Main access points to check are entrances, elevators, washrooms, halls and meeting/conference rooms.

• Make certain that an accessible entrance is available with all doorways wide enough for the passage of a person using a wheelchair or scooter.
• Use Braille or raised characters (tactile) for any direction signs.
• Arrange for staff or volunteers to be available at doorways and throughout the facility to direct or assist people with disabilities to the meeting location.
• Ensure the location has washrooms that are large enough to accommodate scooter and power wheelchair users and are equipped with at least one accessible stall. Make certain that the accessible washrooms are located in close proximity to the meeting rooms.
• Ensure that the boardroom or meeting room is large enough to provide circulation and seating for an adequate or anticipated number of participants who use wheelchair, scooters, guide dogs or other mobility aids.
• Remind guest speakers and exhibitors to be prepared to provide printed handout materials in alternative formats should alternative formats be requested in advance.

6. Other points to consider

• Investigate the availability of sign language interpreters.
• Investigate the availability of installed or portable FM Listening Systems in meeting facilities for people who have a hearing loss.
• Investigate the availability of telephones with auditory adjustments for people who have a hearing loss.
• Check to determine whether there are visual fire alarms.
• Ensure that the conference website is available in a format that is accessible to people who use screen readers.
• Check to see if the customer service areas (i.e., counters, display tables, etc.) are low enough for wheelchair or scooter users to see over.

7. Making refreshment and dietary arrangements

• Be aware that self-serve meals or buffets may present obstacles for some people who are visually impaired or people with a physical disability. Well-trained catering service staff can provide assistance to participants who require additional help. If catering staff is not present, ensure that someone is assigned to assist those who need help getting food.
• Provide an opportunity for participants to indicate their dietary needs on any registration form to an event where meals are being served.

8. Producing invitations and promotional materials

• Ensure invitations and promotional material about your accessible event are identified with the International Symbol of Accessibilityand other accessibility symbols.
• Provide invitations in alternate formats for people or organizations that require or request them (i.e. Braille, on audiotape, via e-mail, in large print, on computer disk).
• The invitation and promotional materials should invite participants to request any additional requirements they may have in order to fully participate in the meeting or conference.

9. Communications in multiple formats

It is important to consider the communication needs of your whole audience when preparing your meeting or conference, and accessibility is one important component of your communication plan. However, accessibility to print documents is not the only need you must take into consideration. It is important to make any oral presentation available to people who are deaf through a qualified sign language interpreter. Print materials need to be made available in French and in formats readily accessible to people who are print disabled.

10. Communication Support Attendants

Communication support attendants help people with intellectual disabilities access information presented orally at meetings, conferences, and public events. You should ask participants to indicate any special need in this respect at the planning stage.

11. Providing attendant care services

Attendant care services to people with disabilities include assistance with personal care and escorting to community outings. To ensure that adequate arrangements are made, ask the participant prior to the event about the level and type of service required. Clearly describe the specific needs of the participant to the vendor.

12. Resources and Service providers

For more information on ways to make your meetings and events more accessible, see the Ministry of Community and Social Services, Paths to Equal Opportunity, at http://www.equalopportunity.on.ca/

You will also find service providers and other useful information in the Accessible Procurement Toolkit on the Government of Canada website, at http://www.apt.gc.ca/MapE.asp?Id=1

For more information on producing documents in multiple formats, see the Manager’s Guide to Multiple Format Production on the Library and Archives Canada website at http://www.collectionscanada.ca/accessinfo/s36-202.001-e.html

For more details on the exact requirements for a person or group of persons, see the Directory of Disability Organizations in Canada, at http://www.enablelink.org/resources/doic_bodbottom1.html to find organizations that meet your needs in your region.