An IDRC Project An Inclusive Design Research Centre Project

Quick Actions

  • Select venues with accessible entrances, restrooms, elevators, and parking.
  • Provide seating for wheelchairs, quiet areas, and easy access to exits.
  • Use lighting so that people can see faces and interpreters.
  • Reduce background noise where possible.
  • Offer breaks and allow people to step away without judgment.
  • Provide quiet rooms where assistive technologies can be used.
  • Ensure access to tech support, adapters, charging stations, and different plug types.
  • Avoid working discussions over meals in noisy or informal spaces unless accommodations are provided.
  • Remind members not to hold important conversations unless the full committee is present.

Examples

Barriers these actions address

Inaccessible hybrid meetings

Why is this a problem?

During hybrid meetings, where some people are physically in the room and others are online, people in the room often have an advantage. If the meeting is not set up well, remote and disabled participants can miss important information or have their input overlooked.

Common problems include:

  • Poor sound, background noise, or people speaking without microphones.
  • Cameras not showing who is speaking.
  • Slides or visuals not described out loud, which is also a problem for blind and low vision people who are in the room.
  • Captions missing or incorrect.
  • People providing sign language/interpretation not visible to everyone.
  • Documents and tools that do not work with screen readers or other assistive technologies.
  • Materials shared only during the meeting, not in advance.
  • No clear system for taking turns.
  • Facilitators focusing mostly on people in the room.
  • Online contributions being missed or ignored.
  • Side conversations happening in the room that remote participants are left out of.
  • Technology delays or platform problems.

Ways to address the barrier

  • Choose accessible meeting spaces
  • Make remote/virtual/online meetings accessible
  • Plan meetings so people worldwide can join
  • Provide translation and interpretation for everyone
  • Set meeting language captions correctly
  • Use accessible hybrid meeting practices

Inaccessible in-person meetings

Why is this a problem?

In-person meetings often take place in spaces that are not accessible to everyone. This can make it hard for some people to attend, participate, or feel included.

Common problems include:

  • Travel that is long, costly, or hard to access
  • Fatigue from travel, especially for people with chronic pain or low energy
  • Buildings without ramps, elevators, or accessible restrooms
  • Not enough space for wheelchairs or assistive devices
  • No power outlets for assistive devices
  • No captions or sign language interpreters
  • Poor lighting or uncomfortable seating
  • People speaking over each other or no microphones used
  • No quiet space or flexible breaks
  • Networking in informal spaces that aren’t accessible

Ways to address the barrier

  • Build in travel funding
  • Choose accessible meeting spaces
  • Help with travel planning
  • Provide translation and interpretation for everyone

Lack of training and support for chairs and facilitators

Why is this a problem?

Chairs and facilitators often need help to run inclusive and accessible meetings, but support is limited. Common problems include:

  • Few resources are available on how to lead inclusively and accessibly to ensure everyone, including D/deaf and D/disabled people, can participate.
  • Little guidance is provided on managing diverse or cross-cultural groups.
  • Time and resources to manage both technical and accessibility tasks are limited.
  • Handling conflict resolution without enough training and support.
  • Knowledge of accessible technology for virtual meetings and document sharing is not common.

Ways to address the barrier

  • Choose accessible meeting spaces
  • Empower chairs and facilitators to manage conflict
  • Host onboarding meetings before committee work begins
  • Make remote/virtual/online meetings accessible
  • Provide chairs with practical support and tools for accessibility
  • Provide ongoing accessibility and inclusion training
  • Provide translation and interpretation for everyone
  • Use inclusive approaches for decision-making