Start meetings with a reminder that all voices are welcome (both online and in-person).
Use a camera that shows the whole room, so remote people can see who is speaking.
Ensure high-quality microphones and speakers are installed for hybrid meetings
Ask in-room speakers to say their name before they speak.
Use good microphones and speakers so everyone can hear.
Assign two different facilitators:
One to watch the online chat and support remote participants.
One to support in-person participants
Repeat questions or comments from in-room participants for online members and vise-versa
Use screen-sharing consistently and 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.
Long-term Actions
Provide virtual or hybrid attendance options for all meetings - in-person meetings often create more challenges for members with disabilities, including those with mobility or transportation barriers.
Ensure all core work can be completed virtually, not just discussed during in-person meetings
UK – British Standards Institution (BSI): 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 virtual members.
Germany – German Institute for Standardization (DIN): 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): ANSI prefers virtual 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): 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.
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