Accessible Meetings and Events Guidance

DRAFT

This page outlines the key steps for planning and running accessible meetings and events. It is designed as a starting point. More detailed checklists and resources are available throughout for your reference.

Accessibility means recognizing that participants may experience barriers related to vision, hearing, mobility, speech, or information processing. Planning with these needs in mind from the beginning helps ensure that everyone can participate fully. 

Accessible meetings benefit more than just people with disabilities. They also support participants with different learning styles, language backgrounds, and communication preferences. When accessibility is built in from the start, events become clearer, more inclusive, and more effective for all. 

Creating an Inclusive Meeting Experience 

Not all accessibility needs are visible or known in advance. For this reason, it is important to create opportunities for participants to share their needs and to remain flexible when adjustments are required. 

Event invitations and registration materials should include a clear way to request accommodations, along with a specific contact person. This information should be shared at least two weeks in advance to allow time for planning. Example language you can copy and paste is:

“If you need accommodations to participate in this meeting, please contact [insert your name / email / phone number] so that appropriate access, including live captioning, transcription, or interpreter services, can be arranged. While we request at least two weeks notice for interpreter services, we will make every effort to support requests received after that time."

Common accommodations may include adjustments to seating, access to materials in advance, scheduled breaks, interpreting or captioning services, or flexibility in participation (such as recording or transcripts). Needs will vary, so the goal is to create a process that allows participants to communicate what works best for them.