10 Accessibility Tips You Might Not Have Considered

The rule when it comes to planning accessible meetings is ‘Never assume.’ Ask many questions and, if possible, include an accessibility advisor.

The following 10 tips will ensure that you — and most important, your attendees — are not caught off guard:

Tip #1: Just because you’re told a guest room is ADA-compliant doesn’t mean it is.

The only way to ensure that guest rooms are accessible is to inspect them during site visits to make sure they actually provide what is required by law and needed.

Tip #2: The van is ADA-accessible, but is the driver trained?

Ensure that the staff is able to operate lifts and ramps and that drivers are trained to assist people who are deaf, hearing-impaired, blind, or who have low vision.

Tip #3: If the destination or hotel doesn’t have photos, have them take them.

Some destinations offer guides for accessible travelers, but if they don’t, encourage the venue to provide tips and take photos.

Tip #4: Make sure the directional staff knows how to direct.

Directional staff should be trained to assist using details, not vague statements and hand gestures. Directing people to a coffee break ‘behind you and a few steps to the right,’ is more helpful than ‘over there,’ and a finger-point.

Tip #5: Don’t assume that your speakers are up to date on accessibility.

Speakers should be briefed to face the audience and cameras to assist lip-readers, to always use the microphone, to avoid speaking too quickly or quietly, and to be aware of delays for those using listening or interpretive devices. They also need to fully describe photos, diagrams, and models used in their presentations.

Tip #6: Your speakers could have special requirements, too.

Be sensitive about access ramps to the stage, microphone height, and use of lecterns or podiums. Modifications should enable the person (and not the disability) to be spotlighted.

Tip #7: What’s basic common sense to you might not be to another team member.

Make sure you go over the basics with your team, such as:

• Don’t assume people want to be touched when attempting to help.
• Ask for permission to interact with any service animal.
• Don’t assume that talking loudly will help someone understand better. 

Tip #8: Not everyone moves at the same pace.

Planners will be under pressure to pack as much into an agenda as they can, but it’s up to you to push back for breaks between sessions. Explain to management that it takes more time to navigate a venue with a mobility device, especially if it is crowded. Also, remember that changes in schedules can be difficult for those who need to navigate the venue differently than everyone else. 

Tip #9: Just because you think it’s readable doesn’t mean it is.

Printed event items should use large text (16-point font minimum), sans serif fonts, matte paper, and high-contrast colors. The best source for ensuring that something is readable is the American Foundation for the Blind.

Tip #10: Have a separate crisis management plan for people with disabilities.

Emergency response procedures for those with accessibility needs is a critical step that many meeting organizers miss. For more information, see the NFPA’s Emergency Evacuation Planning Guide for People with Disabilities.