1. Accessible Meetings and Events
A Practical Guide to Planning Inclusive Meetings and Events
Anne Mullen
Accessibility and Human Rights Manager
Office of Human Rights, Equity and Accessibility
Wednesday, March 18th 2015

2. Overview Resources Understanding Barriers & Common Issues
Selecting a Venue
Signage and Way-Finding
Website
Identifying Needs Early/To-Do Before the Event
Training Volunteers
Accessible Documents / Agenda and Materials
Helping Presenters Communicate Clearly
Resources

3. Being Inclusive
A successful meeting or event is one where everyone is able to participate fully. Barriers exist because of a lack of knowledge about how to be inclusive.

4. Barriers Barrier means:
anything that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice; (“obstacle”)

5. Common Issues
When planning a meeting or event, there are some common issues that can be easily overlooked, which create barriers to full participation by all persons, including persons with disabilities. Some examples include:
Holding the event in a building or room that is not accessible
Not giving attendees an opportunity to provide event organizers with notice of requirements
Not having accessible washrooms near the event
Only providing information in one format (no alternate formats)
Lack of adequate mic system

6. Selecting a Venue Aspects to consider:
Proximity to accessible parking and drop-off areas
Building entrances
Signs for an alternate accessible entrance are posted at inaccessible entrances and key decision points along the accessible route.

7. Inside the Building Aspects to consider: Hallways, pathways
Meeting Rooms
Washrooms
Dining facilities

8. Meeting Space and Room Set-Up
Seating locations should include variety and pathways should have a minimum of 72 inches width.
Clear all protruding objects from access routes and under tables.
Seating for communication: try to arrange furniture away from windows or cover the windows so that participants, speakers, and interpreters are not silhouetted by the natural backlighting, which makes speech-reading challenging.
Food table – place all items in locations that are within close reach from the edge of the table.
Avoid long-flowing table cloths.
Tape or cover all cords to prevent tripping hazards.
Ensure a ramp for the stage is provided, if required.
If possible, provide an adjustable-height podium.

9. Signage and Way-Finding
Review path from accessible parking to the building.
Review the paths and entrances leading into the building. Is the main entrance accessible? If not, put up signage guiding person to the accessible entrance.
For each decision-making point, use signage.
Signage should have large font that can be seen from a distance, with strong colour contrast (e.g. black writing on white paper)
Have volunteers circulating the building starting ½ hour before the meeting or event.

10. Recognizing Persons’ Different Needs
It is important to remember that persons with disabilities might have specific needs. Plan for the event with this awareness and try to imagine the different needs each individual may require.

11. Website Program for the day
Contact information of event organizers
Registration information
Add presentations prior to the event, if possible
Include information about accessible parking, way-finding, FAQs

12. To-Do Before the Meeting or Event
Include the following for Registrants and Speakers: “Do you have any accessibility-related needs or accommodation requirements?  If yes, please provide details”
Review accessibility/accommodation requirements and ensure they have been implemented (e.g. Sign Language Interpreters, Closed-Captionist; Assistive Listening System, etc.)
Encourage a scent-free environment
or post presentations
Check all building equipment a couple of days prior to the meeting or event (elevators, actuators, etc.)
Print-out some copies of materials in large print (14 to 16 point font)

13. Setting the Agenda for the Day
Provide an agenda for the day in advance of the event
Ensure adequate breaks (frequency and duration)
Provide details about refreshments. If there are no refreshments let attendees know, as some people may need to eat or drink.

14. Training Volunteers
Ensure volunteers have completed Accessible Customer Service Training. Available online at: or training booklets are available through the Office of Human Rights, Equity and Accessibility.
Prior to the event, review needs attendees may have and questions that volunteers may be asked.
If possible, have volunteers wear some type of clothing that is easily identifiable.

15. Presenting Accessible Content
If possible, send an electronic copy of your presentation to participants prior to the event or upload it to the event’s website.
Provide an agenda along with the invitation.
Use a mic system, if available. If one is not available, at the start of the presentation, ask participants if they can hear you.
Explain the location of the washrooms and eating areas.
Identify volunteers who can assist with way-finding.

16. Accessible Electronic Materials
Use formatting functions when creating documents (Word and PDF), this includes headings and Table of Content functions.
Use Alt Tags when adding pictures to electronic materials (presentations and websites), for example:

17. Avoiding Barriers in Presentations
Some examples:
Using only colour to convey information
Using font that is too small or
Font styles that are difficult to read
Colour Contrast that is hard to read
Pie Chart Showing Shirt Colours in the Room
Times New Roman and Arial are good fonts to use

18. Resources that May be Required
Sign Language Interpreting Services are available through: St. Clair College (519) or the Canadian Hearing Society
Real-time Closed Captioning Services are available through:
CART - Phone: ; or
Temmer Enterprises – Phone: Toll Free
Student Disability Services has a Braille printing machine
Assistive Listening Systems in Meeting Rooms – for assistance, please contact the Centre for Teaching and Learning

19. Case Study 1
You are organizing a conference and a delegate who is hard-of-hearing will be attending. The delegate does not speak Sign Language. What are some options you can offer to the delegate to make the conference more accessible?

20. Case Study 2
You have a meeting scheduled in a building that has one universal/accessible washroom. A few days before the meeting you review the space and find that the accessible washroom is out of order, and will be unavailable for the meeting. What should you do?

21. Reference Resources
Council of Ontario Universities’ “A Planning Guide for Accessible Conferences”:
CNIB’s “Clear Print Guidelines”:
OCAD University’s “Accessible Digital Office Document Project”

22. Questions?