Creating truly inclusive gatherings requires careful attention to detail. This comprehensive checklist covers all the essential elements for ensuring your meetings and events are welcoming to everyone, regardless of ability. By prioritizing accessibility from start to finish, you can foster a culture of belonging and ensure equal participation for all attendees.

Venue Selection

• Ensure accessible parking spots are available and clearly marked.
• Check for barrier-free entrances, elevators, and pathways.
• Confirm onsite accessible washrooms, including gender-neutral options when possible.
• Consider seating arrangements that can accommodate mobility devices.

When evaluating potential locations, consider factors like proximity to accessible parking or transit, barrier-free entrances and pathways, and the availability of accessible washrooms. For instance, a venue with automatic door openers, wide hallways, and step-free access to all areas would be ideal.
Once the venue is selected, it is a good idea to email the registered guests to inform them of all of the accessibility features provided at the venue and even where to locate these features (i.e. accessible parking, washroom locations, etc.).

Invitations & Registration

• Include clear accessibility information and accommodation request options.
• Provide multiple ways to RSVP (e.g., phone, email, online form).
• Ask about dietary restrictions, allergies, and assistive technology needs.
• Provide directions to the accessible entrance and information on parking and transit.

Including accessibility information and accommodation options right from the start sends a powerful message of inclusion. It lets people know their needs will be met, and their participation is valued. For example, when sending out invitations, you might include a statement like: “We strive to make our events accessible to all. Please let us know if you require any accommodations to participate fully, such as sign language interpretation, captioning, or large print materials.” Also, include an email address and phone number where someone from your team can answer any questions or concerns as they come up.

Technology & Equipment

• Provide high-quality microphones for presenters and audience participation.
• Offer live captioning or CART (Communication Access Realtime Translation) services.
• Install hearing loops or have assistive listening devices available.
• Ensure visual alarms are in place for emergency notifications.
• Understand and accommodate any accessibility needs for speakers (height adjustable podium, ramp).

Assistive technologies play a crucial role in making meetings and events inclusive for people with hearing, vision, and speech disabilities. By providing tools like microphones, captioning, hearing loops, and visual alarms, you ensure that everyone can engage with the content and contribute to the discussion. 

For example, a conference might use a mobile app that provides real-time captioning of speaker presentations, making the information accessible to attendees who are deaf or hard of hearing.

Meeting Materials

• Create digital documents that are screen-reader-friendly.
• Provide large print and Braille options for printed materials.
• Use sans-serif fonts and high colour contrast for easy readability.
• Include alternative text descriptions for images and graphics.

Creating accessible meeting materials is about providing information in formats that everyone can use and understand.

This might involve using larger fonts and high-contrast colours for printed handouts, adding Alt text to images in digital documents, or providing Braille versions of key resources. The goal is to ensure that no one is excluded from accessing important content.
For instance, a training session might offer both a printed workbook and an accessible PDF version that can be read aloud by screen-reader software.

Inclusive Meeting Facilitation

• Send materials in advance so attendees can review and prepare.
• Establish communication ground rules and use a range of facilitation methods.
• Provide regular breaks and allow people to move around as needed.
• Verbally describe key visual elements like slides, flip charts, and demonstrations.
• Turn on automatic captions and transcriptions in Zoom¹, Microsoft Teams² or your preferred meeting software if presenting digitally.
• Allow attendees to contribute anonymously through options like Post-it notes or online forms to create psychological safety.

Inclusive facilitation is about creating an environment where everyone feels welcome, respected, and able to contribute.

This might involve using a variety of communication styles, providing regular breaks, and actively seeking input from all participants.

Offering anonymous ways to engage, like writing on Post-it notes or submitting comments through an online form, can help people feel more comfortable sharing their thoughts. For example, a facilitator might open a meeting by saying, “We want to hear from everyone today. You can share your ideas verbally, in writing, through drawing, or anonymously—all forms of participation are equally valued.”

Presentations & Speakers

• Coach presenters to speak clearly and at a moderate pace.
• Remind speakers to face the audience and verbally describe visual content.
• Have presenters use microphones, even in small group settings.
• Integrate sign language interpreters and real-time captioning.

Ensuring presentations are accessible is a shared responsibility between event organizers and speakers. It also means coordinating with sign language interpreters and captioners to ensure their services are seamlessly integrated into the presentation. For instance, a speaker might describe a graph by saying, “This bar chart shows our sales increasing by 20% over the last quarter, with the largest gains in the western region.”.

Catering Considerations

• Offer a variety of food options for different dietary needs.
  
• Ensure serving areas are accessible, with variable table heights and clear pathways.
  
• Provide bendable straws, lightweight utensils, and easy-to-open packaging.
  
• Label food options clearly, including ingredients and common allergens.
  
• Make ingredient lists and allergy warnings available in multiple formats (e.g., large print, digital).
  
• When a number of attendees with mobility devices are present, avoid floor-length tablecloths.

Accessible catering goes beyond providing diverse food options. It’s also about ensuring that people with mobility disabilities can easily navigate the space, access refreshments independently, and have the information they need to make safe dietary choices

This might involve setting up buffet tables at variable heights, providing lightweight utensils and easy-to-open packaging, and offering assistance as needed.
Critically, ingredient lists and allergy warnings should be available in large print and digital formats so they’re accessible to people with visual impairments or reading disabilities. For example, a conference might provide seated and standing tables with ample space for wheelchairs and have staff available to assist with serving and answer questions about ingredients.

Emergency Preparedness

• Develop emergency response procedures that are inclusive of people with disabilities.
• Provide clear wayfinding signage and maps that indicate accessible emergency routes.
• Designate trained staff to assist individuals who may need support during an evacuation.
• Ensure alarms have both audible and visual components.
• Provide evacuation chairs or areas of refuge for individuals with mobility disabilities.

Inclusive emergency planning is critical to ensuring the safety of all attendees, including those with disabilities. This involves developing evacuation procedures that account for the needs of people with mobility, sensory, and cognitive disabilities. It means providing clear, accessible communication about emergency protocols and designating trained staff to assist individuals who may need support. Evacuation chairs or refuge areas are essential for keeping individuals with mobility disabilities safe. For instance, an event venue might provide a visual map of emergency exit routes, a text-based description for people who are blind or have low vision, and an area of refuge where people with limited mobility can wait for assistance.

Following this checklist, you can create meetings and events prioritizing accessibility, inclusion, and equal participation. Remember, small details can make a big difference in ensuring everyone feels welcome and valued. Commit to continual improvement and seek feedback from attendees with disabilities to refine your approach over time.

With thoughtful planning and attention to accessibility, your gatherings will set a new standard for inclusion and belonging in the workplace and beyond.