Making your meetings accessible to persons with disabilities

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Abstract

This effective practice highlights the internal and external features of an accessible meeting space. Excerpted from the Effective Practices Guide to Creating Inclusive and Accessible Days of Service (2002), written in collaboration by City Cares, Points of Light Foundation, and Youth Service America, through a grant from the Corporation for National and Community Service.

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Issue

Making a meeting accessible requires a survey of the internal and external features of the meeting space to ensure the comfort of attendees with disabilities.

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Action

Check your meeting space to ensure that people with disabilities will be able to attend and participate. The following are some tips to keep in mind:

Location of Meeting

  • Is there a barrier-free pathway to the meeting space?A barrier-free pathway means that a person with a mobility impairment can make it from the street into the meeting room without encountering stairs, any sudden change in floor height over 1 inch, slippery or unstable ground, doorways less than 32" wide, or any objects obstructing walkways. Any elevators in this pathway should be large enough to comfortably fit a wheelchair.
  • Is there an accessible restroom nearby? An accessible restroom is one that has a stall with a doorway at 32" wide, grab bars installed by the toilet seat, and enough space for a wheelchair to maneuver (at least 36" x 69"). Also, at least one sink should have adequate space open beneath it so that a person using a wheelchair can sit with their legs underneath the basin as they wash their hands.
  • Is there adequate parking nearby? Are handicapped parking places available and clearly marked? Are these places close to the building entrance?
  • Is it easy to reach the meeting space from public transportation? Many people with disabilities rely on public transportation to get around. When possible, meeting rooms should be a short and simple distance from major transportation routes. A complicated pathway makes it difficult for anyone to find their way, especially people with visual or cognitive disabilities.
  • Have someone stand by the main entrance to direct people to the meeting room and help those needing assistance. This is a courtesy that everyone will appreciate.
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    • In the Meeting Room

     

  • Are printed materials available in large print? At all meetings a few copies of written materials should be available in at least 16-point font. This helps anyone with difficulty reading small print. Also, all key material that is written should be announced during the meeting. For important or lengthy printed materials, create audio taped versions or have copies on disk in a generic word processing format for people who are blind.
  • Is the meeting site free of background noise? This can greatly help people who are hard of hearing and people using hearing aids.
  • Is there a good quality sound system? Make sure to check any audio equipment for loudness and clarity.
  • Are the presenters well positioned? Have the presenters located in a position in which everyone in the room can easily see them. Do not have them located in front of windows (this can be particularly problematic for people with Attention Deficit Disorder and related conditions). If people who use wheelchairs are speaking, avoid using podiums. Have all speakers sit at a table instead.
  • Are assistive listening devices available? Rooms with assistive listening devices will make a big difference for those with hearing loss.
  • For any public meetings, state in your advertisements that "sign language interpreters are available upon request." Upon request, provide one. Ask deaf participants and interpreters what positions in the room would be best to facilitate communication.

    For more information on sign language interpreters:
    Association of Science-Technology Center:www.astc.org
    National Association of the Deaf: www.nad.org
    Phone: (301) 587-1788
    TTY: (301) 587-1789

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    Other Points

  • When advertising community meetings, give contact information that anyone can use to request accommodations. If your meeting is going to be in an accessible location, note that in the ad, or insert a disability symbol somewhere near the text.
  • Although it is not measurable, a welcoming attitude is an equally important component of preparing an accessible meeting. Remain open to requests for accommodations and remember that people with disabilities -- like all people -- should be treated with dignity and respect.For more information on disability etiquette contact: National Organization On Disabilities:
    www.nod.org     (search for "etiquette") or phone: (202) 293-5960 TTY: (202) 293-5968
  • Planning for accommodations in advance is important. A few weeks' notice can make it easier to arrange to have interpreters at the meeting. Also, for example, sending written materials out in advance of the meeting or having it translated into Braille prior, allows people who are blind to be prepared and fully participate at the meeting. Thinking through and planning for accessibility ahead of time allows people with disabilities to participate more effectively in the meeting itself.

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    Context

    The Effective Practices Guide to Creating Inclusive and Accessible Days of Service is a product of a year-long initiative conducted by the Points of Light Foundation & Volunteer Center National Network, written in collaboration with City Cares and Youth Service America. The project was funded by a grant from the Corporation for National and Community Service.Through the grant, the Points of Light Foundation worked in partnership with Compeer Inc. and Volunteers of America to engage 20 Volunteer Centers and two state associations of Volunteer Centers in volunteer-service activities. The grant resulted in the participation of over 2,900 volunteers with disabilities in 60 service days throughout the year 2001.

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    Citation

    Effective Practices Guide to Creating Inclusive and Accessible Days of Service. Washington, D.C.: Points of Light Foundation, 2002.

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    Outcome

    According to Robert K. Goodwin, president and chief executive officer of the Points of Light Foundation & Volunteer Center National Network, "This report represents what we hope will emerge as a successful process for including persons with disabilities that any organization can utilize when planning volunteer service activities. The outcomes align perfectly with our goal to engage more people in the vital work of contributing to their communities and helping solve serious social problems."

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    Posted On

    September 12, 2002

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    Resources

    From The Resource Center library:

    Effective Practices Guide to Creating Inclusive and Accessible Days of Service

    Item number: R2180

    Source Documents

    Related Practices

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    Related sites

    Points of Light Foundation & Volunteer Center National Network: Accessibility

    Topic Areas

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