Creating Accessible & Inclusive Meetings or Events

EARLY PLANNING CONSIDERATIONS

  • When possible, include people with disabilities in all stages of event planning.
  • Consider the date and time of your event to minimize barriers related to length of day, number & duration of breaks throughout the event, availability of transportation, and religious observances.
  • Designate an Access Coordinator on your team for the event or meeting.

VENUE

Conduct an early site visit to clarify accessibility and what may require additional planning related to:

  • Entrances & elevators
  • Restrooms (accessible, all-gender & transfer table availability)
  • A refrigerator & microwave for those bringing food
  • Sufficient accessible parking & transportation
  • Audio technology (microphones, listening devices)
  • Temperature control & lighting considerations
  • Quiet spaces 

Please also:

  • Ensure space is large enough.
  • Plan for wheelchair accessible seating and paths throughout the space.
  • Provide a variety of seating and table options (e.g. table heights, styles, sizes).
  • Confirm emergency protocols and request changes needed for disabled people (e.g. elevator use during a fire).
  • Identify other events at the same venue that day and plan to reduce access barriers (e.g. managing noise level).
  • Avoid decorations in pathways, flash/strobe effects, latex balloons, and fog machines.

MARKETING, WEB DESIGN & FORMS

  • Create accessible materials — learn how at accessibility.umn.edu or z.umn.edu/doccon.
  • Provide accessible online registration and request preferred names.
  • Indicate access being provided (e.g. interpreting, captioning, listening devices, audio description).
  • Ask and remind participants to use scent-free products.
  • Use this language to invite accommodation requests: “To make disability-related accommodations or dietary requests contact [Event Access Coordinator].”

MATERIALS

  • Contact Document Conversion at [email protected] to request alternate formats at least two weeks in advance.
  • Distribute all materials digitally in advance to all attendees—include an agenda indicating the amount of walking/physical activity.
  • Provide copies in Braille (as requested), large print and digitally on event day.
  • Check and update all presenters’ materials for accessibility.
  • Print preferred names on name tags in a large, dark font.
  • Consider the color choices and contrast of all materials.
  • Gather an Event Kit.

EVENT DAY

  • Post directional signs and station greeters at all entry points, elevators, stairs.
  • Use an inclusive check-in process (consider table height, amount of noise, number of staff, flow of check-in process).
  • Avoid background music.
  • Brief all staff about accessibility plans.
  • Set up clear and spacious paths outside and inside.
  • Ask photographers to not use flash and to seek permission before photographing people.

EVENT FOLLOW-UP

  • Distribute promised materials and/or post online in an accessible format.
  • Send accessible thank you notes and evaluations and ask for feedback regarding accessibility and inclusion.