1. Meetings, Conferences, etc.
Inclusive Events
Meetings, Conferences, etc.

2. Barriers barrier | noun
something (such as a fence or natural obstacle) that prevents or blocks movement from one place to another
a law, rule, problem, etc., that makes something difficult or impossible
something that makes it difficult for people to understand each other
-Merriam-Webster’s Learner’s Dictionary

3. But How Do You Get to the Counter?, Jesse Scott, Creative Commons
Physical Barriers
But How Do You Get to the Counter?, Jesse Scott, Creative Commons

4. Accessibility on the Web, ITU Pictures, Creative Commons
Virtual Barriers
Accessibility on the Web, ITU Pictures, Creative Commons

5. Make it Truly Inclusive
May be step beyond legal requirements
Legal requirements just remove most barriers
Inclusive is more proactive
Lots of people with disabilities that want or need to participate, but cannot
Lots of people that don’t have disabilities that benefit
PWD are a big market, and it’s getting bigger as baby boomers age
On last point, more people in the event means more speakers/meeting organizers get more of their message out
And, think about how just basic accessibility steps can make your event better for everyone:
Ramps, elevators and clearance in aisles, doorways and hallways makes it easier on presenters, trainers and exhibitors
Accessible technology means fewer individual accommodations for people that need them
Accessible environments are flexible! Let people consume accessible tech on their devices, or use a variety of mobility devices without need to reconfigure space on demand

6. Including people with disabilities in your meeting, conference or event
Injecting Access into All Aspects of Event Planning and Hosting

7. Relationships Include people with disabilities in evaluations
Physical locations
Technology
Train staff in disability etiquette

8. Location, Location, Location
Accessible to Americans with Disabilities Act (ADA) standards
Parking
Entrance, including path of travel from parking
Doorways
Bathrooms
Drinking fountains
ADA 2010 Standards

9. Before You Sign that Contract
Include requirement for accessibility
Physical: ADA, Architectural Barriers Act, etc.
Technology: Oklahoma Electronic and Information Technology Accessibility (EITA), Section 508, Web Content Guidelines 2.0 AA, etc.
Build in ways to check in advance
Physical site survey
Include people with disabilities
Technology accessibility review
Live or paper-based

10. Accessible Invitation and Information
Meeting planning and scheduling
Informational web sites
Telephone communication
TTY?
Relay service?
Social media

11. Advanced Registration
Registration website
Web?
PDF?
Registration telephone number
TTY
Relay service
Ask for accommodations up front

12. On-site Registration Kiosk Alternative format for paper
Large print
Braille
Assistance available and prepared

13. Room Configuration Enough space for wheelchair travel
Room under table for wheelchair
Seating for personal attendants
Enough room for Communication Realtime Access Translation (CART) provider
Account for your presenter, trainer or speaker’s needs

14. Audio and Visual
Assistive listening devices available from venue? Provided by you?
Experience with on-site or remote CART at venue?
Use the microphone! (Audience, too)
Alternative format (Braille, large print) available
Accessible presentation slides

15. Accessible Slides Color contrast Color use Flashing or animation
Multimedia

16. Food Service table height Avoid tiered setup Servers available
Account for dietary restrictions
Avoid common, high risk foods
Shellfish or peanuts, for example
Staff is prepared

17. Accommodations for People with Communication Disabilities

18. Ask in Advance Specific alternate formats
Braille
Large print
Accessible electronic
Specific communication aids and services
Translator
CART
Listening device
Diet
Vegetarian
Gluten free

19. For People Who are Deaf or Hard of Hearing
Communication etiquette
Ask for repetition, don’t assume understanding
TTY
Staff know how to use device
Multimedia has captions
Specify sessions with CART if you have a multi-track event

20. For People who are Blind or Have Low Vision
Large print, on hand
Program, agenda in particular
Legible fonts
Digital versions accessible
WCAG to ICT guidance (

21. Personal Assistants and Service Animals
As important to someone with a disability as a mobility device
Typically, don’t charge personal assistants
Unless they participate in program or earn CEU’s, etc.
Allow service animals
Fact sheet on service animals under the ADA (
Staff trained

22. Tips for Speakers and Trainers
Face audience
Lip reading
Repeat questions when no audience microphone
Also handy if streaming or in meeting with phone participants
Describe visuals
How would you describe it if on the telephone?
Speak at medium rate
Spell out acronyms the first time
Account for different ways of audience participation
Summarize responses to questions asked of audience
“About 25% of the audience indicated ‘Yes’”

23. Much More Information
Brand new Workforce System Guide to Planning Accessible Meetings, Events and Conferences
Thanks to Mid-Atlantic ADA Center!
Includes details and tips
Includes a quick checklist

24. Questions? Rob Carr, Accessibility Coordinator rgcarr@okstate.edu
Oklahoma ABLE Tech
Oklahoma State University
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