Event Coordinator
Resources to create and provide accessible meetings
Accessible Meetings Resources Heading link
Checklist: Finalize Planning Accessible Meeting Heading link
Checklist: Finalize Planning Accessible Meeting
- Select the optimal venue and communications platform to meet your guests needs, of those available to me (Example: Registration, building entrance and rooms, telephone, virtual meeting software)
- Secure support staff, technology and services necessary to accommodate your guests’ needs (Example: Captioning, ASL interpreting, Braille, large print, assisted listening devices, ushers/guides, seating)
- Update the meeting’s promotional material, registration and agenda with any updates and additions to venue and communications platform accommodations (Example: Meeting links, captioning links, platform help files such as test meetings, keyboard controls documentation)
- Verify that all electronic presentation materials conform with their applicable accessibility standards, and have been distributed to attendees (Example: Documents, audio/visual media, no flashing or blinking)
- Conduct a dry-run or practice meeting and affirmed hosts, moderators and presenters understand how to:
- Access and operate the controls and interactive features of the communications platform selected for use in the meetings
- Control and manage accommodations such as captioning, ASL interpreting, audio descriptions
- Support for on-site activities and amenities
Example:
- Login, audio and video, screen sharing, chat, polls/surveys, whiteboards, etc.
- Enabling or turning on captions, pinning the ASL interpreters camera, describing visual information
- Building access, seating, lighting, noise mitigation, assisted listening devices