This Quick Guide to Accessible Meetings has easy-to-use, practical resources on how to make meetings and events more inclusive. Please note that there are many comprehensive resources to ensure meetings are fully accessible, such as the World Institute on Disability’s Conference Accessibility Checklist.
How do I ask participants what disability accommodations they might need?
Meeting with potential grantee/colleague donor/contractor
“We are looking forward to meeting you! So that we can ensure everyone’s full participation in the meeting, please let me know if you or one of your colleagues require an accommodation or service (such as sign language interpretation, ASL, CART, digital, large-print or Braille materials, wheelchair access, etc.)”
When you don’t yet have an invite list, but are planning
“Are you currently aware of any disability accommodation needs that would make the event/meeting more inclusive?”
When you send invitations
How can we help you fully participate?
“The Foundation is committed to making all events held within its premises accessible to everyone. If you require an accommodation or service (such as ASL, CART, digital, large-print or Braille materials, wheelchair access, etc.) to fully participate, please contact XXX at least 2 weeks prior to the event. If an accommodation would be helpful and the lead time is less than two weeks, please let us know so we can make every effort to ensure the accommodation is available.
Based on the information you receive, you may be asked to provide accommodations for individuals with disabilities who use a wheelchair or assistive device, are blind or visually-impaired, Deaf or hearing impaired, have a cognitive or intellectual disability, attention issues, chronic pain, or other invisible disabilities.
We encourage you to partner with the events planning staff/administrative staff to arrange the accommodations requested. They may have preferred service providers or vendors on retainer and they are your best, first stop.
If a participant is deaf, hard of hearing, or uses brailed materials how do I locate service providers?
Sign language interpretation
A participant may have a preferred interpreter or service provider, so it’s always best to consult them first. In addition, interpreter familiarity with a subject area often helps ensure the best translation. If you’re new to using sign language interpreters, check out this one-page tip sheet so you know what to expect and how to plan.
Several large cities in the US have agencies focused on disability, such as the NYC Mayor’s Office on Disability, which shares information about sign language interpretation services. In addition, the Registry of Interpreters for the Deaf (RID) advocates for best practices in interpreting, professional development for practitioners and for the highest standards in the provision of interpreting services for diverse users.
Depending on the length of the event and number of Deaf people, you may need more than one interpreter. In addition, if the person does not use ASL (i.e., uses Mexican Sign Language), you will need an interpreter who can translate from Mexican Sign Language into ASL. Note that interpreters typically need to be in the front of the room, but again always consult the person using the service provider to understand what works best for them.
Brailled printing
Participants may request that materials be provided in braille in advance of the meeting. Depending on the service provider, they may need 1-2 weeks to produce the materials. Locating providers is as easy as googling “braille printing services near me.”
Is there a short guide on the basics of cultural competency for meeting attendees with disabilities?
Yes, see the Chicago Community Trust’s Interacting with People with Disabilities.
As I’m organizing a meeting or event, what do I need to think about to ensure full inclusion and at what point in the planning?
Please see below several resources from the Chicago Community Trust to guide your efforts:
- Planning accessible and inclusive meetings: What things do I need to think about?
- The Day of a Meeting: How do I arrange the space?
- Conducting Meetings: How do I facilitate inclusive meetings?
- Maintaining Access: How do I ensure the physical space access is accessible?
How can I tell if my website, a grantee website, or other online resources is accessible?
Bad news on this one – it’s really tough to do and not a yes or no answer. A number of websites exist that purport to help you determine if a website is for example, friendly to screen readers or low-vision individuals, but it’s best to get professional advice. Some NGOs, such as the Perkins School for the Blind and the American Federation of the Blind provide such consulting services.
What resources can I share with grantees who want to assess the extent they have been disability-inclusive?
- The Chicago Community Trust has developed the “Renewing the Commitment Guide: An ADA Compliance Guide for Nonprofits,” which supports nonprofits to understand the principles of the ADA and develop their own plans for disability inclusion.
- The MacArthur Foundation asked their 100&Change Semifinalists to complete this checklist in order to assess how disability-inclusive their proposals were.
Any last advice?
No single guide or checklist is the solution to inclusion. Just remember, it’s always good to ask the person what he/she/they need as people are different and may have different preferences and accommodations needs. It’s important to be proactive about planning and ensure you have the time to arrange accommodations. Also, attend disability events and see what this advice looks like in action!
Additional resources
While these resources cover a lot of what’s been addressed above – they’re quicker to scroll through and offer a different perspective in narrative form.
- How to make your event autism-friendly (3-parts): not covered as well in above resources
- How to Make Your Social Justice Events Accessible to the Disability Community: A Checklist from Rooted in Rights
- Making Your Events Truly Inclusive from the Chicago Community Trust