The rule for planning accessible meetings is “Never assume.” Ask many questions, if possible, including accessibility consultants.
Here are 10 tips to ensure that you (and most importantly your attendees) are not caught off guard:
Tip #1: Just because you are told that the room is out of place does not mean it.
The only way to ensure rooms are accessible is to check them during on-site visits to make sure they actually provide legal and required requirements.
Tip #2: The van is accessible, but is the driver well trained?
Ensure staff are able to operate lifts and ramps and train drivers to help deaf, hearing impaired, blind or vision-depressed.
Tip #3: If the destination or hotel does not have photos, bring them.
Some destinations provide guides for accessible travelers, but if they don’t visit, the venue is encouraged to provide tips and take photos.
Tip #4: Make sure the directional staff knows how to guide.
Directed personnel should be trained to help use details rather than vague statements and gestures. Instructing people to have a coffee break behind you, while the steps to the right are more helpful than “there” and guidance.
Tip #5: Don’t assume your speakers are up to date.
The speaker should be informed to face the audience and the camera to assist with the lip reader, always use the microphone, avoid talking too quickly or quietly, and be aware of the delays of those who use hearing or interpreting the device. They also need to fully describe the photos, charts, and models used in the presentation.
Tip #6: Your speakers may also have special requirements.
Sensitive for entry into the stage, microphone height, and use of the podium or podium. Modifications should allow people (not disabilities) to focus.
Tip #7: You may not be the basic common sense of another team member.
Make sure you browse the basics with your team, such as:
- Don’t think that someone you want to move when trying to help.
- Requires permission to interact with any service animals.
- Don’t think that speaking loudly will help someone understand better.
Tip #8: Not everyone moves at the same speed.
Planners will be under pressure on as much agenda as possible, but it is up to you to postpone the break between meetings. Explain to management that it takes more time to browse the venue with mobile devices, especially in crowded situations. Also, remember that changing schedules can be difficult for those who need to navigate differently from everyone else.
Tip #9: Just because you think it can be read doesn’t mean it.
Print event items should use large text (minimum 16-point font), sans serif font, matte paper and high contrast colors. The best source of things that can be read is the basis for the blind Americans.
Tip #10: Develop a separate crisis management plan for people with disabilities.
For those with accessibility needs, emergency response procedures are a critical step that many meeting organizers miss. For more information, see the NFPA Guide to Emergency Evacuation Planning for People with Disabilities.
