GUIDE TO PLANNING INCLUSIVE MEETINGS AND
CONFERENCES
1. INTRODUCTION
Meetings and conferences bring people together to share information,
develop strategies, work toward common goals and celebrate
accomplishments. Participation is a key element in the success of these
events. Given the time, effort and resources committed to planning
events, it makes good business sense to ensure that all attendees can
participate fully.
Although unintentional, the need to include people with disabilities is often
overlooked when meetings and conferences are organized. This guide
will provide meeting and conference organizers with practical tips and
advice on how to encourage full participation from persons with
disabilities.
The guide provides information on:
• Planning, organizing and conducting accessible and inclusive events
• Products and services that can maximize participation
The guide also provides the following tools:
• An accessibility checklist for planners
• Registration forms for participants
• Reference sheets on the role of event organizers, chairpersons and
presenters
2. PUTTING A PLAN IN PLACE
2.1 Budgeting
Accessibility and inclusion are integral parts of hosting successful
meetings and conferences. To hold a truly inclusive and accessible event,
any allocations for adaptive measures or products must be made in the
budget. Considering all potential requirements for adaptive measures in
the early planning stages is essential to the budgetary exercise.
Participants may request one or more products or services for their
particular needs. Here are some examples of products and services that
should be considered when developing the budget:
• Conversion of print material to alternative formats
• Dietary accommodations
• Equipment to support simultaneous interpretation
• Real-time captioning
• Note-taking services
• Audio systems and assistive listening devices
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2.2 Knowing your participants
When planning an event, ask participants to identify any requirements for
adaptive measures that they may have. Early planning can help ensure
that expenses incurred reflect only services that are required.
Appendix B contains a sample registration form and a sample invitation
that can be used to request information from participants regarding
required adaptive measures.
2.3 Selecting Accessible Facilities
Interpretations of “accessibility” vary. The presence of an accessible
entrance does not necessarily mean that the entire facility is accessible. A
site visit is the most accurate way to assess whether a facility will meet
the needs of all participants and can help minimize potential surprises on
the day of the event.
The Accessibility Checklist for Planners in Appendix A should be used in
the initial planning stages to conduct site assessments. The checklist is
not exhaustive, but is rather a reference point that can be expanded upon
according to individual needs. An accessibility assessment should include
the meeting space and the facility in general. If the event includes an
overnight stay, hotel rooms should be assessed as well.
Examples of physical features of an accessible facility include:
• Automatic doors and obstacle-free pathways for people using mobility
aids
• Tactile signage for persons who are visually impaired
• Access to the outdoors to allow persons to walk their guide/service
dogs during health breaks
• A meeting room layout that allows ample space for participants to
move around freely without running into obstacles or requiring the
removal of objects during the event
• Meeting rooms that are large enough to accommodate assistive
listening devices, translation booths and seating for sign language
interpreters
• Doorways to meeting rooms that are approximately one metre (three
feet) in width to allow easy access
Accessible hotel rooms should include:
• Door handles, sinks, faucets and other accessories that are easy to
use for participants with limited dexterity
• Easy access to the bedroom and washroom for persons using
wheelchairs
• Flashing alarm system to ensure safety, as well as access to a TTY to
ensure telephony service for persons who are deaf, deafened and
hard of hearing
• Building access standards are usually minimal standards and may not
necessarily reflect the degree of access required for some persons’
individual needs. Therefore, innovative solutions may be required.
When a barrier is identified within a facility, advise the facilities
manager, as the manager may be in a position to remove the barrier.
When in doubt, consult the person with a disability in the initial planning
stages to ensure the access standard meets the individual's
requirements. Consultation with persons with disabilities can sometimes
lead to creative solutions based on past experiences in similar situations.
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For example:
• Noises from ventilation systems can make it difficult for persons using
assistive listening devices to participate in dialogue. Verify sound
quality in the meeting room before the event, and if necessary, ask
the facilities manager to turn down the ventilation fan during the
meeting. Ask the participants if this adaptive measure is satisfactory
and invite suggestions.
• Persons who are blind or visually impaired may have difficulty
navigating in unfamiliar environments. Audio floor level indicators in
public elevators and tactile signage to help find amenities such as
restrooms, meeting rooms and hotel rooms may not always be
available. Such barriers may require volunteer assistance. Again, ask
the participants if this adaptive measure is satisfactory and invite
suggestions.
2.4 Safety and Evacuation Procedures
To ensure the safety of all participants, discuss evacuation plans and
procedures with the facilities manager in the early planning stages.
Invite participants to identify their particular evacuation needs when they
confirm attendance at the event. Provide the Protection Services officer
with a list of participants who need assistance in the event of an
emergency evacuation.
At the beginning of the event, inform participants of the emergency exits
located near the meeting rooms and washrooms. At this time, invite
participants to identify their requirements for assistance in the event of an
emergency, and notify the Protection Services officer of any updates to
the list.
To facilitate a coordinated and expeditious evacuation, request volunteers
to assist persons who have identified a need for assistance.
2.5 Scheduling Considerations
It is important to allow as much time as possible to address the needs of
all participants.
For example, several days’ to a week's notice may be required to make
arrangements for the following:
• Scheduling by participants for accessible transportation
• Requesting sign language interpreters for persons who are deaf or
deafened, and amplification systems for persons who are hard of
hearing
• Requesting conversion of conventional print material to Braille, large
print or plain language, as this process could take up to a few weeks
to complete, depending on the size and complexity of the document
3. CONDUCTING THE EVENT
Communication is key when sharing ideas, developing strategies and
working toward common goals at meetings, conferences and social
gatherings.
Event organizers, chairpersons and presenters help set the tone of the
meeting and can promote the success of accessible and inclusive
communication.
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Appendices C, D & E are reference sheets that outline some rules of
accessible communication that can be shared with event organizers,
chairpersons and presenters. The reference sheets are intended to help
plan and prepare the event within a framework that respects the
accessibility and inclusion needs of all participants.
4. PRODUCTS AND SERVICES THAT MAXIMIZE PARTICIPATION
A variety of products and services are available to help facilitate
communication and accommodate individual needs in meetings and
conferences. Participants with the same disability may require different
adaptive measures. The adaptive measures requested are generally
based on the individuals' experiences and knowledge of products and
services.
For example:
• Some individuals who are blind or visually impaired may request
materials in Braille, while others may request a CD or DVD.
• Some persons who are hard of hearing may request an infrared
system, while others may request the services of a note-taker or realtime captionist.
4.1 Interpretation Services
Interpretation services are available in the following formats:
• American Sign Language (ASL)
• Quebec Sign Language (QSL/LSQ)
• Deaf blind intervener services
• Oral interpreters for a person who is hearing impaired and may not
use sign language and may rely on speech (lip) reading
Sign language interpreter assignments often require two interpreters to
allow for a break every 15 to 20 minutes. If sign language interpretation is
required in both official languages (ASL and LSQ), allow for a minimum
seating of four interpreters. Schedule interpreters to facilitate information
sharing during health breaks, mealtimes and receptions.
Interpreters, interveners, captionists and note-takers will require handsfree earphones to process the information in their language of work when
simultaneous interpretation services are provided.
4.2 Real-Time Captioning and Note-Taking Services
Real-time captioning can enhance communications for people who have
experienced hearing loss, people who have certain types of learning
disabilities and people whose first language is neither English nor French.
It also has the added benefit of providing an electronic record of the
event's proceedings.
The delay between speech and the appearance of the written text is
typically less than two seconds, allowing readers to participate fully in the
proceedings. Two separate captionists along with their related equipment
will be required if both Anglophone and Francophone participants who
require real-time captioning are present.
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The captionist's text output may be transferred to a monitor or projected
onto a screen. The size of the monitor or projection screen will be
determined by the size of the room and by the number of people requiring
the service. A laptop computer may suffice for one-on-one meetings,
while larger gatherings may require a projection screen.
4.3 Alternatives to Print Formats
Persons who are blind or visually impaired may rely on alternative formats
such as Braille, large print, audio recording on CD or DVD. Persons with
learning disabilities may also rely on alternative formats such as audio
recording on CD or DVD or large print to ensure ease of access to printed
material.
Written materials are most accessible when printed using upper and
lower case, Arial or Times New Roman fonts and high contrasts (black on
white and white on black).
If alternative formats cannot be made available in a timely manner, use
other means of conveying the information to participants. For example,
sending material by email before the event to persons who are visually
impaired gives them the opportunity to review the materials.
4.4 Captioned Material
Videos and film clips used during meetings and conferences should be
captioned to ensure that participants who are deaf, deafened or hard of
hearing can access the information presented. Captioned material is
available in open captioning and closed captioning.
Open-captioned products can be viewed with a standard television.
However, viewing closed-captioned material requires a television with a
captioning microchip to decode the captioned material. Usually,
televisions manufactured after 1993 that have monitors 13 inches (32.5
cm) or larger have built-in captioning microchips. The television menu or
closed caption (CC) button on the remote control provides access to the
captioning.
4.5 Assistive Listening Devices
People who use hearing aids may need an assistive listening device to
amplify sound. For these systems to work effectively, amplification
systems need to be utilized properly. During roundtable discussions and
meetings that have been set up with table seating, microphones should
be located at each table. Larger gatherings require hands-free
microphones in addition to the traditional podium microphone.
All of the multimedia classrooms are equipped with amplification systems,
assistive listening devices and closed-captioning systems.
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APPENDIX A - ACCESSIBILITY CHECKLIST FOR
PLANNERS
The accessibility checklist should not be used as a prescriptive or
exhaustive list, but rather as a guide to help eliminate barriers that may
exist.
Because of the evolving needs of persons with disabilities, blank rows
appear in each section of the checklist to allow customization according
to client needs and the capacity of the organization to adapt.
1. Budget
Yes
Comments
Yes
Comments
Forecast takes into account accessibility costs
a) Conversion of print to alternative formats
b) Note-taking services
c) Real-time captioning
d) Audio systems
e) Adaptive technologies
f) Assistive listening devices
g) Dietary requirements
2. Scheduling Considerations
Notify participants a few days in advance to
facilitate scheduling of accessible transportation,
attendant services and other personalized
services they may require
Provide presenters and organizers with
reference sheets advising them of what is
required to ensure accessible communication
Prepare a schedule with adequate meal breaks
and health breaks
Arrange for service providers such as
simultaneous and sign language interpreters,
note-takers and captionists three to four weeks
before the event (if required)
Allow one to two weeks for conversion of printed
material to alternate formats or plain language (if
required)
Allow time to arrange for rental of audio and
assistive listening devices
Allow time on the day of the event for setup and
testing of audio and assistive listening devices
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3. Getting to the Event
Yes
Comments
Yes
Comments
Accessible routes to the event (e.g. no
construction barricades en route, snow
removed)
Accessible parking available in proximity to
facility
Accessible public transportation available
Audio system at road intersections indicate light
changes for persons who are visually impaired
4. Meeting Facility
Facility entrance equipped with automatic door
Accessibility features operational (e.g. doors,
platform lifts)
Floor surfaces stable, firm and slip resistant
Tactile signage (characters or symbols) on a
glare-free finish, mounted on contrasting
background approximately three metres (three
yards) above floor
Volunteers in place to greet and assist
participants with site navigation if signage is not
available
Public elevators that can accommodate persons
using wheelchairs and motorized scooters (e.g.
accessible control panel, large buttons)
Public elevators equipped with audio floor
indicators (voice or chime)
Accessible washrooms available in close
proximity to meeting room (e.g. cubicle with
accessible secured grab bar, sink, toilet, soap
and towel dispenser)
Accessible water fountain
Fully accessible eating facilities (includes
accessible washrooms)
Braille and/or large print menus in eating
facilities
Washroom equipped with a visual alarm system
(flashing light in the event of an emergency)
Hearing aid compatible public telephones, with
volume controls
Public telephones equipped with TTY capability
Public telephones at accessible height
Designated area available nearby to relieve and
walk guide/service dogs
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5. Meeting Rooms
Yes
Comments
Yes
Comments
Yes
Comments
Spacious room to accommodate a translation
booth, captioning equipment, etc. (if required)
Space for table setup to accommodate
documents, food, refreshments, etc.
Accessible meeting room entrance
Room setup allows freedom of movement for
people using mobility aids (e.g. guide dogs,
wheelchairs, motorized scooters)
Reserved seating for persons using wheelchairs
and motorized scooters, and persons
accompanied by guide/service dogs
Tables at accessible height for wheelchairs,
motorized scooters, etc.
Space for sign language interpretation and/or
simultaneous interpreter service providers
Seating near the interpreters/captionists/notetakers reserved for persons who are hearing
impaired
Background noise not excessive in meeting
room
Assistive listening devices available
Scent-free meeting room (e.g. cologne, as well
as strong odours caused by newly installed
carpet or fresh paint)
6. Alternative Formats
Documents written in plain language
Printed material available in Braille, large print,
audio format on CD or DVD (as required)
Videotape presentations accessible through use
of descriptive narration and/or captioning (if
required)
7. Hotel Rooms
Fully accessible adjoining washroom
Freedom of movement throughout room for
person using a wheelchair or motorized scooter
Telephone adjacent to bed
Telephone equipped with a voice amplification
system
Telephone equipped with TTY capability
Television features closed captioning
Rooms equipped with visual alarm system
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8. Safety and Evacuation
Yes
Comments
Yes
Comments
Yes
Comments
Stairwells free of debris
Detailed evacuation plan in place
List of participants requiring assistance with
evacuation provided to facilities manager
Designated person to assist with evacuation of
participants requiring assistance
9. Event Registration
Registration form sent to participants confirming
needs for adaptive measures
a) Sign language interpreters
b) Oral interpreters
c) Assistive listening devices
d) Real-time captioning
e) Dietary requirements
f) Overnight accommodations
g) Request that participants identify specific
evacuation needs
h) Request that participants respect scent-free
environment
10. Volunteers
Volunteers available to assist participants at the
meeting
Volunteers assigned specific tasks
Volunteers sensitized to the needs of persons
with disabilities
Volunteers identifiable (name tags)
“Buddy” assigned to participants requiring
evacuation assistance
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APPENDIX B
SAMPLE 1
The following registration form can be used to acquire detailed information from
participants regarding adaptive measures:
Please indicate your requirements to help us plan an event that meets your
inclusion needs:
A. Mobility requirements:
• Physical accessibility (specify)
B. Language requirements:
• American Sign Language (ASL)
• Quebec Sign Language (QSL/LSQ)
• Deaf-blind intervener services
• Oral interpreter
C. Service requirements:
• Oral interpreter
• Assistive listening system
• Intervener
• Real-time captioning
D. Alternative media requirements:
• Large print
• Audio format on CD or DVD
• Braille
• Diskette
• Captioned videos
• Descriptive videos
E. Other requirements - please specify:
• Dietary
• Evacuation needs
• Overnight accommodations
• Name of attendant/coach accompanying me to event (first name, last name)
• Other
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SAMPLE 2
An alternative to the detailed Registration Form is to add the following text to the
registration form or the general invitation.
If you require any adaptive measures (interpretation service, alternative format, etc),
please contact _____________________ by email at _____________ by phone
at _____ or by TTY at ________, before __________ so that we may
make the necessary arrangements.
SAMPLE 3
Another alternative to the detailed Registration Form is to add the following text to the
registration form or the general invitation.
Accessibility requirements? Please contact ____________ by email at
_______ or by phone at _____, before __________.
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APPENDIX C - ROLE OF EVENT ORGANIZERS
The following are suggestions to help organize events within a framework that
respects accessibility and inclusion:
1. Determine a schedule that includes regular breaks for participants,
service providers and guide/service dogs (approximately 20- to 30-minute
health break and a 90-minute lunch break).
2. Promote a scent-free environment by providing advance notice to
presenters and participants to refrain from using perfumes, colognes and
strongly scented toiletries.
3. Provide a copy of Appendix D to the chairperson and copies of
Appendix E to the presenters so they can plan and prepare
communications that reflect access and inclusion.
4. Keep in mind the needs of various participants and their service
providers, such as seat allocation nearest to the sign language
interpreters for persons who are deaf, deafened and hard of hearing.
5. Request advance copies of presentation materials from presenters to
forward to service providers (e.g. simultaneous and sign language
interpreters, note-takers and captionists) before the meeting.
6. Prepare event signage using large print and contrasting colours (e.g.
directions to meeting rooms and washrooms, scent-free environment
poster, emergency exits, participant nameplates and name tags).
7. To encourage inclusion and involvement of the participants, schedule
interpreters to be present during networking events that take place during
and after hours, such as receptions, dinners or other activities.
8. Find participants to volunteer to help persons with disabilities who
require assistance in the event of an emergency evacuation.
9. Establish a policy/mechanism for waiving registration and/or entrance
fees for attendant/coach.
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APPENDIX D - ROLE OF THE CHAIRPERSON
The following are suggestions to help chair events within a
framework that respects accessibility and inclusion:
1. Ask participants, interpreters, interveners, captionists and note-takers
to introduce themselves at the outset of the meeting and to identify
themselves before speaking throughout the meeting for the benefit of
participants who are visually impaired.
2. Inform participants of the nearest emergency exits and accessible
washroom facilities.
3. Remind participants to use microphones.
4. Encourage clear speech at a moderate pace by all attendees to help
interpreters, interveners, note-takers and captionists communicate with
persons who are deaf, deafened or hard of hearing.
5. Briefly describe the content of the agenda and handout materials.
6. Clearly indicate changes in topics, health breaks and adjournments
during the course of the event.
7. Advise participants to minimize interruptions; interpreters, interveners,
captionists and note-takers are providing services that require
concentration.
8. Advise participants that interpreters will say everything that is signed,
and sign everything that is said. In other words, interpreters will not add
words, edit or censor a conversation.
9. Remind participants that the event is scent-free.
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APPENDIX E - ROLE OF PRESENTERS
The following are suggestions to help present information at events
within a framework that respects accessibility and inclusion:
1. Advise presenters of the need to adhere to a planned schedule.
2. Make arrangements to convert conventional handout materials to
alternative formats (Braille, large print, audio format on CD or DVD)
requested by participants. If alternative formats are not available, refrain
from providing conventional handouts to participants.
3. Send alternative formats upon request to participants when distributing
conventional print handouts before the event.
4. Prepare audiovisual aids using at least 18-point font in Arial or Times
New Roman with high contrast backgrounds (black on white or white on
black).
5. Ensure video material is captioned to provide access for participants
who are deaf, deafened and hard of hearing, and in descriptive narration
format for people who are blind or visually impaired.
6. Speak clearly and face the audience during the presentation.
7. Periodically verify with the audience if the message and presentation
material is being understood and rephrase to clarify as needed.
8. Allow adequate time for persons who are deaf, deafened and hard of
hearing to process onscreen messages and for the interpreters to
communicate the spoken word through sign language interpretation.
9. Use plain language and presentation materials that are crisp, to the
point and not too lengthy. Slide presentations that are too busy can create
information overload.
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APPENDIX F – GLOSSARY
CD - Publications are read aloud or recorded using text-to-speech
software and digitized on a CD-ROM.
Braille - Publications are produced in a code of raised dots that are read
by touch.
Closed Captioning - Text hidden within the lines used to create the
television picture and cannot be seen unless decoded. Just like subtitles,
the decoded text appears at the bottom of the screen.
Descriptive narration - Video with a described narrative woven into the
original soundtrack that meets the viewing needs of a blended audience;
it is meaningful for the vision-restricted viewer and unobtrusive for the
sighted viewer.
DVD - Publications are read aloud or recorded using text-to-speech
software and digitized on a DVD.
FM system - Use of radio frequencies to transmit sound signals that can
be amplified.
Guide/service dog - Guide dogs can often be used by persons who are
visually impaired. Service dogs can be used by persons who have
different disabilities, such as reduced mobility.
Infrared system - Use of infrared light to transmit sound signals that can
be amplified.
Intervener - A professional service provider who communicates auditory
and visual information to a deaf/blind person using a variety of methods,
depending on what works best for the individual. These include visual
sign language, tactile sign language, tactile finger spelling, Braille and
large-print notes.
Large print - Publications printed in a font size that is not less than 14
point.
Note-taker - A person who provides a text (written or transcribed using a
keyboard) of the key messages communicated through presentations and
discussions.
Open captioning - Text that appears on the television screen at all times,
without decoding.
Oral interpreters - In some cases, a person who is hearing impaired may
not use sign language and may rely on speech (lip) reading. At larger
meetings and conferences it is difficult to be positioned in front of all
speakers in order to read speech. As such, the services of an oral
interpreter, whose speech is read, may be requested.
Real-time captioning - A highly trained captionist records speech on a
shorthand transcription machine, similar to court reporting.
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Sign language interpreters - An interpreter is used to facilitate
communication between people who do not share a common language,
and typical of this is the interaction between hearing impaired and hearing
persons. In Canada, sign language interpreters communicate in both
American Sign Language (ASL) for Anglophones and Quebec Sign
Language (QSL/LSQ) for Francophones.
TTY teletypewriter - A telecommunication device that enables
conversation over the telephone. It consists of a keyboard, an acoustic
coupler and a printer or electronic
screen or both.
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