Pre-Event
Look for these features when inspecting your meeting space, particularly if it is being held offsite of the usual meeting premises:
- Visibility: Consider those with impaired sight
- Clear signage (identifying location and directions)
- Well-lit meeting space and adjacent areas
- Projection screen visible from all seating
- Acoustics: Consider those with hearing impairment
- Public address (PA) system
- Roving microphones
- Limit unnecessary background music
- Seating available near the presenter for lip reading
- Availability of assistive listening devices
- Well-lit space for an interpreter if needed
- Mobility: Consider those who may be in a wheelchair or have other mobility impairments
- Accessible parking near venue
- Proximity to bus stop
- Ramp and/or elevator access
- Accessible bathrooms
- Barrier-free pathways
- Wide doorways and aisles to accommodate wheelchairs and scooters
- No loose cables across walking areas
- Technology: Consider those who may need to use adaptive devices.
- Electrical outlets in accessible seating areas to accommodate devices
- Extra space or work surface for devices
- Service Animals: Consider access and space for service dogs
- Comfortable space for service animals to rest during event
- Accessible toileting and watering facilities nearby
- Inclusivity: Consider whether the venue is inclusive for all attendees.
- When possible, prioritize venues with gender-neutral restroom facilities
Pre-Event
Ensure that presenters are aware of CBA Alberta’s commitment to inclusive meetings and ask them to prepare and deliver their presentations with accessibility in mind.
- Designate: At larger events or events with scheduled accommodations, designate someone to be responsible for accommodations as well as help with seating, ensuring captioning and other technology is working, maintaining clear pathways, or other needs. In the case of hybrid virtual/in-person meetings, designate an individual to monitor the chat or Q&A function on the webinar platform.
- Presentations: Provide presenters with the “Tips for Presenters” guide. Request that the presenters:
- Submit materials in advance so that they can be forwarded to individuals who may not be able to view screens or flip charts;
- Always use a microphone;
- Encourage regular breaks; and
- Organize breakout group activities to maximize distance between groups (if applicable).
- Q&A: Make sure to repeat questions posed by audience members before responding, especially if there is not a roving microphone available. Presenters or audience members may express confidence they are loud enough and do not need a microphone. Regardless, ask them to speak into one.
- Technology: Consider those who may need to use adaptive devices.
- Electrical outlets in accessible seating areas to accommodate devices
- Extra space or work surface for devices
- Food: Clearly indicate and accommodate for allergens, religious dietary restrictions, and other restrictions such as vegan or vegetarian.