Accessible Meeting and Event Checklist Starting Guide
- Ensure in-person location is accessible, and seating is flexible
- Design the agenda to be inclusive and engaging for all participants.
- Include a mix of presentation styles, such as interactive activities, group discussions, and hands-on demonstrations.
- Establish and communicate clear expectations and guidelines for participation, including how to request accommodations and report any accessibility concerns.
- Provide documents and agenda ahead of the meeting whenever possible to allow participants to prepare.
- Use clear communication. Plain language and clear, concise communication ensure everyone can understand.
- Provide materials in multiple formats as needed (large print, Braille, digital).
- Minimize the use of jargon and acronyms, especially if the meeting is with people from outside the industry.
- Use visual aids, such as charts, diagrams, or images, to supplement spoken information and support comprehension for those who may have difficulty with auditory processing.
- Be mindful of assistive technologies (e.g. screen readers, enlargement apps, closed captioning) and support computer and phone based listening and speaking.
- Provide ASL interpreters with a location in the meeting that keeps them visible with the attendees.
- Schedule regular breaks and provide options for participants to request accommodations, such as additional time, alternate formats, or modified materials.
- Be mindful of sensory needs by minimizing loud noises, strong smells, or bright lights. Offer a quiet room or designated space where participants can take breaks if needed.
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