Make hybrid meetings accessible

Quick Actions

Use a camera that shows the whole room, so that online people can see who is speaking.
Ensure high-quality microphones and speakers are installed for hybrid meetings.
Start meetings with a reminder that all voices are welcome, both online and in-person.
Ask speakers to say their name before they speak.
Ask all participants to use good microphones for better audio quality. If that isn't possible, have someone with a good microphone repeat what was said.
Assign two different facilitators:
- One to watch the online chat and support online participants
- One to support in-person participants
Repeat questions or comments from in-room participants for online members and vise-versa.
When screen-sharing, narrate visual content for those who are blind or have low vision.
Use lighting so that people can see faces and interpreters.
Reduce background noise where possible.

Provide online or hybrid attendance options when possible - in-person meetings can create mobility or transportation barriers for some D/disabled people.
Ensure all core work can be completed online, not just discussed during in-person meetings.

Government of Canada provides guidance for accessible virtual meetings, including planning accommodations, using accessible collaboration tools, enabling captions, sharing documents ahead of time, and considering different communication preferences. Their guidance emphasizes that accessibility should be planned from the beginning rather than added later.
World Wide Web Consortium (W3C) - Accessible Remote Meetings provides practical guidance for making online meetings more accessible. It covers preparing accessibility requirements before meetings, enabling captions, sharing materials in advance, managing turn-taking, reducing barriers in communication, and ensuring participants can access meeting content. Although focused on virtual meetings, many practices apply directly to hybrid meetings.
WebAIM: Writing Clearly and Simply is about writing in a way that is easier for more people to understand. It focuses on plain language, short sentences, clear structure, and avoiding jargon where possible. It is useful for making web content easier to read for people with cognitive disabilities, people using screen readers, and anyone who benefits from clear communication.
Accessible Content and Communication: Community-led Co-design kit focuses on making content and communication accessible during co-design or community engagement work. In practice, that means using clear language, thinking about different access needs, and making sure communication works for all the people involved.

UK – British Standards Institution (BSI) uses 360° cameras, quality audio, and shared online docs to ensure remote attendees are fully included. A “remote participant advocate” helps balance input between in-person and online members.
Germany – German Institute for Standardization (DIN) uses auto-tracking cameras, real-time screen sharing, and shares materials in advance in multiple accessible formats. They also run simulations to test and improve hybrid setups.
USA – American National Standards Institute (ANSI) prefers online or hybrid meetings to reduce travel barriers. When in-person meetings are necessary, they choose accessible venues and offer support for assistive technologies. Meeting formats are adjusted based on member needs.
Japan – The Japanese Industrial Standards Committee (JISC) uses regional hubs connected by video to limit long travel. For in-person meetings, they offer travel subsidies and accessible transportation for participants with mobility challenges.