Abstract

With a little foresight and planning, events and meetings can be accessible for all members and volunteers. This effective practice offers tips from the National Service Inclusion Project, and was submitted by Training Specialist, Elesheva Soloff, in December 2005.

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Issue

Considering inclusion issues when planning presentations or meetings.

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Action

When planning events or meetings, effective practices to ensure accessibility include:

Reasonable Accommodations

Ask in advance if attendees need reasonable accommodations to enable them to fully participate. Be aware that reasonable accomodations may include:

• An interpreter
• Computer Assisted Real-Time Transcription (CART) service (real-time captioning)
• Alternative format materials, which can vary from large print to Braille
• Audio and electronic files

Physical Environment Accessibility

• Set up a training area with integrated and fully accessible space for people who use wheelchairs.
• Lighting an area which is well lit, without distracting strobes, spot-lights, and similar apparatus, fosters a professional learning environment, benefiting everyone involved. Quality lighting is essential for people who lip read or sign as well as for people who have low-vision.
• Avoid flashing and flickering lights and loud noises as these can trigger seizures.
• Reserved up-front seating can be helpful for some people with hearing and visual disabilities.

Signage

• Signs that use symbols are more accessible to people with learning, cognitive and visual disabilities.
• Black print on white, flat (not glossy) paper, with a combination of upper and lower case letters, provides good visual contrast.
• Print visual aids in as large a size as possible.
• Caption films, slide shows and video tapes.

Printed Materials

• Designing materials with access in mind always results in more organized, readable documents for everyone.
• Make printed copies of speeches and presentations available ahead of time to allow for taping and interpreter familiarity. Also provide a copy of speech or notes so that people with hearing loss can refer to it during the presentation.
• Use large print (at least 16 point) for all handouts and avoid colored print or paper.

When Lecturing

• An audible public address system enhances hearing accessibility for everyone.
• Describe all visuals and read text on overheads verbally.
• Allow time before and after presentations for questions about presented materials.
• If you tend to speak quickly or softly, slow down and speak up. There is a short delay when using interpreters or captioners.
• Face the audience when speaking and keep hands away from mouth so those who read lips can understand what is being communicated.
• Do not speak while facing and writing on flip chart.

When Engaging in Dialogue with the Audience

• Repeat all questions asked by the audience before answering if a microphone is not available to the audience.
• It is helpful if you ensure that speakers wait to be recognized by the presenter, people speak one at a time, and individuals introduce themselves for voice identification.
• If someone has difficulty speaking, wait calmly for him/her to finish. Do not interrupt. If you do not understand, ask to have the comment repeated. If you still do not understand, restate what you did understand and ask for more information.
• If interpreters are being used, face the person using the interpreter, not the interpreter. The same applies to someone who has a personal attendant -- address him or her, not the attendant.

If Sign Language Interpreters are Present

• Do not stand or walk between interpreters and their audience.
• Provide the interpreter with a copy of your speech or notes prior to the speech so that they may familiarize themselves with the material.

If You will be Serving Food

• Straws are necessary for people with dexterity, neurological, and other disabilities.
• Always know and advertise the ingredients of what is being served.

Some Other Suggestions

• A smoke-free environment is required for people with emphysema, allergies, and other respiratory disabilities.
• Never assume anything, if you are unsure -- Ask!

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Context

The National Service Inclusion Project (NSIP) is a Corporation for National and Community Service (CNCS) training and technical assistance provider. Through comprehensive training, technical assistance, and product dissemination, NSIP strives to ensure meaningful service experiences for all Americans, regardless of their abilities.

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Citation

Adapted from materials produced by the Boston Center for Independent Living, Boston, Massachussets and AXIS Center, Columbus, Ohio.

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Outcome

Following these effective practices helps:

• Increase the functionality and efficiency of meeting and presentations.
• Positively impacts volunteers and members with disabilities, as well as the communities they are serving.

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Source Documents

Related Practices

• Making your meetings accessible to persons with disabilities
• Ensuring access to your training session

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