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Guide to Accessible Meetings and Events

DRAFT

Accordion Theme

Being mindful of accessibility means recognizing that some participants may be disabled and may experience barriers related to vision, hearing, mobility, speech, or information processing. By intentionally considering these access needs from the outset, organizers and speakers can create meetings that are inclusive and supportive of full participation for everyone.  

Creating an Inclusive Meeting Experience

To ensure inclusivity, consider the following examples: 

  • Organizers should confirm that both the remote platform and in-person venue are accessible as outlined in this guideline.  
  • Speakers should describe visual information aloud to ensure that everyone, including those with visual access needs, can fully engage with the content.
  • Participants should use a quality microphone and speak clearly to ensure comprehension for all attendees, including those relying on assistive listening devices or captioning.
  • Consistent design in slides and presentations helps minimize cognitive load, making information easier to access.  
  • Clear, understandable content in plain language enhances comprehension for all attendees, including those for whom English is not a first language.
  • General good practices—such as providing an overview at the start and summarizing key points at the end—are especially beneficial for individuals with cognitive disabilities.

Respecting Participants' Individual Needs

Not all accessibility needs are immediately visible, and some may not be anticipated. Be prepared to accommodate various requirements, such as:

  • Providing scheduled breaks for individuals with medical needs (e.g., insulin injections, sensory regulation, or mobility concerns).
  • Understanding that some participants may exhibit involuntary vocalizations, such as individuals with Tourette syndrome.
  • Allowing participants to record sessions or receive transcripts.

Often, speakers and organizers may not be aware of participants’ accessibility needs in advance—especially in large conferences where such information might not be gathered during registration. Even when needs are known, unexpected circumstances may arise, such as last-minute attendee additions or newly developed accessibility requirements.

Benefits of Accessible Meetings

  • Ensures participation for individuals with disabilities.
  • Benefits individuals with a variety of learning styles and language fluencies.
  • Enhances engagement and comprehension for all attendees.
  • Increases the reach and impact of presentations through accessible materials. 

Ask Attendees About Their Accessibility Needs

  • Include an accessibility request section in meeting invitations and registration forms, which should be disseminated at least 2 weeks prior to the event or meeting, to ensure ample time for facilitating accommodations.

    • Example: “We are committed to creating inclusive and accessible events. If you need accommodations to participate—such as sign language interpretation, CART (live captioning), materials in alternative formats, physical access support, an access need not listed, or if you have general questions about format and access —please let us know.

      To help us support you, please contact [insert your name/email/phone number] with any support requests or questions. “

  • Be open to requests for specific accommodations.
  • Provide clear instructions for requesting accommodations.

Select an Accessible Venue (In-Person)

  • Ensure the venue has accessible parking, entrances, restrooms, seating, and clear pathways.
  • Provide accessible routes between meeting rooms and ensure seating arrangements accommodate wheelchairs.
  • Allow participants and speakers to visit the space in advance to assess accessibility needs
  • Download the City of Seattle’s Community Guide to Accessible Events and Meetings (opens a PDF) for more guidance on site selection

Choose an Accessible Meeting Platform (Remote & Hybrid)

  • Use a platform (such as Zoom) that supports captioning, screen reader compatibility, and keyboard navigation.
  • Provide multiple ways to connect (e.g., phone dial-in, chat options).
  • Ensure all materials shared via screen are also available in an accessible format outside the platform.

Provide Accommodations and Assistive Technology

  • Arrange for interpreters and captioners as needed, and at least 2 weeks ahead of the event (for more information on how to do this, visit the ASL Interpretation and CART Services page).  
  • Confirm that microphones and speakers are properly set up and functional.

Plan for Schedule Flexibility

  • Include scheduled breaks for those with medical or sensory needs.
  • Allow extra time for transitions between locations.
  • Stick to the schedule as much as possible and communicate any changes promptly.

Minimize Distractions

  • Reduce background noise, including unnecessary music and side conversations.
  • Ensure clear signage and instructions to reduce confusion.
  • Limit distractions such as catering setup or interruptions during sessions.

Inform Speakers of Accessibility Expectations

  • Provide accessibility guidelines to all speakers.
  • Request that speakers use plain language, describe visual content, and speak into a microphone.
  • Encourage the use of accessible slides and presentation materials.

Distribute Accessible Materials in Advance

  • Share slides, agendas, and handouts in accessible formats before the meeting.
  • Ensure PDFs, Word documents, and presentations follow accessibility standards.
  • Offer alternative formats such as large print, braille, and screen-reader-friendly versions. 

Provide Accessible Visual and Audio Content

  • Use high-contrast text and a simple, easy-to-read font.
  • Avoid excessive motion, flashing, or complex backgrounds.
  • Ensure that all essential audio content has captions or transcripts.

Collaborate with Interpreters and Captioners

  • Share presentation materials with interpreters in advance by sending them to the Accessibility Services Coordinator (jessica.slivinski@seattlecolleges.edu).  
  • Clarify technical terms, acronyms, and proper names before the session.
  • Allow time for them to ask questions about the content, beforehand.  

Design Inclusive Activities

  • Offer multiple ways for participants to engage (e.g., verbal, written, polling tools).
  • Avoid time-sensitive activities that may disadvantage participants with certain disabilities.
  • Ensure interactive elements are accessible via keyboard and screen readers.

Describe All Visual Information

  • Introduce yourself to the audience and provide a brief visual description for participants who are blind or have low vision
    • Example: “Hello, my name is Jessica, and I use she/her pronouns. I am a white woman with blonde hair, green eyes, and am wearing a blue shirt.”
  • Verbally explain all images, graphs, and slides.
  • Read out all text displayed on slides instead of assuming participants can read it.
  • When asking for audience participation (e.g., “Raise your hand if...”), describe the response.

Speak Clearly and At a Moderate Pace

  • Avoid speaking too fast to allow for comprehension and interpreter translation.
  • Minimize jargon and explain acronyms.
  • Use plain language for clarity.

Ensure Good Audio and Visibility

  • Use a high-quality microphone and ensure it picks up your voice well.
  • Speak directly into the microphone and avoid covering your face.
  • For remote meetings, ensure adequate lighting and clear visibility of your face for lip reading.

Repeat Questions and Responses

  • If an audience member speaks without a microphone, repeat their question or comment before responding.
  • Ensure remote participants can hear and engage equally.

Limit Distractions During the Session

  • Encourage participants to mute notifications and limit side conversations.
  • Avoid unnecessary visual effects, animations, or flashing elements. 

Share Accessible Follow-Up Materials

  • Provide meeting recordings with captions and transcripts.
  • Distribute key points and meeting notes in accessible formats.

Collect Feedback on Accessibility