Suggestions

Planning an Accessible Meeting

• Show participants who have visual impairments the site by explaining the layout and walking through the meeting area with them.
• Offer to help participants with visual impairments find a seat in the meeting room.
• Have a staff member or volunteer available to sit with the participant and describe the presentations, if the participant so desires.
• Have photocopies of transparencies or slides available upon request for closer examination.
• Design exhibits so that they may be touched and/or heard.
• Limit the amount of time an interpreter must interpret to twenty minutes, then have a five minute break. When two interpreters are used, rotate every twenty minutes.
• Use one interpreter if the meeting will last less than one and a half hours with continuous interpreting. Use two interpreters when the meeting lasts longer than one and a half hours.
• Have a staff member or volunteer available to take notes during the presentation, allowing the participant to focus on the speaker and interpreter.
• Arrange seats in a circle for small group discussion. When an interpreter is used, he or she should be directly in front of the participant who is deaf or hearing impaired.
• When possible, plan for interpreters to be available for meals and social events.
• Check for the special needs of presenters with disabilities. Special needs may include ramping or podium requests, a reverse interpreter (an interpreter for the speaker), an orientation and mobility specialist, or a guide for a person with limited vision.
• Include personal assistants and interpreters in the estimated number of participants. Include their registration fees with the registration fees of the person they are assisting or provide the assistant with reduced registration fees.
• Avoid buffet lines in meal situations or provide assistance with carrying food for people who need it.
• Assign someone to work with people with disabilities in making travel arrangements (airline, hotel reservations, car rental).