Meetings
In-Person and Virtual Meetings
By implementing accessible meeting practices, you foster inclusivity, compliance with accessibility regulations, and improved communication. Below are key strategies for making both virtual and in-person meetings accessible.
Making Meetings Accessible: Virtual & In-Person
1. Provide Pre-Meeting Information
- Agenda and Materials: Share meeting agendas, slides, and any documents in an accessible format (e.g., Word documents with structured headings, PDFs with text recognition) before the meeting.
- Accessibility Needs: Ask participants in advance if they require accommodations such as sign language interpreters, captioning, or assistive technology.
2. Ensure Virtual Meeting Accessibility
- Use Accessible Platforms: Choose virtual meeting tools that support captions, screen reader compatibility, and keyboard navigation (e.g., Zoom, Microsoft Teams, Google Meet).
- Enable Live Captions: Activate automatic captions or provide a live captioning service for participants who are deaf or hard of hearing.
- Provide Sign Language Interpreters: If requested, arrange for an interpreter and ensure their video is pinned and clearly visible.
- Offer Multiple Communication Methods: Allow participants to engage via chat, voice, or video to accommodate different communication needs.
3. Improve In-Person Meeting Accessibility
- Accessible Venue: Ensure the meeting space is wheelchair accessible, including entrances, seating, restrooms, and stage areas.
- Assistive Listening Devices: Provide microphones, hearing loop systems, or FM systems for individuals with hearing impairments.
- Clear Visuals: Use large, high-contrast text in presentations and handouts for participants with low vision.
- Sign Language and Captions: Offer real-time captioning (CART) or sign language interpreters as needed.
4. Create an Inclusive Meeting Experience
- Introduce Participants: Have attendees introduce themselves, and state their names before speaking for the benefit of participants who are blind or visually impaired.
- Speak Clearly and Use Plain Language: Avoid jargon and speak at a moderate pace, ensuring clarity for all attendees.
- Describe Visual Content: When sharing slides or visuals, provide verbal descriptions to ensure accessibility for those with visual impairments.
- Manage Turn-Taking: Encourage structured discussions to prevent overlapping conversations, which can be difficult for captioning services and assistive technologies.
5. Share Accessible Post-Meeting Materials
- Provide Meeting Notes: Share meeting summaries, transcripts, and recorded videos with captions and descriptions.
- Follow Up on Accessibility Needs: Check in with participants to ensure they were able to fully engage and address any accessibility concerns for future meetings.