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
Long-term Actions
- Create a travel fund to help cover extra costs like accessible hotels, support workers, or accessible transportation.
- Set aside emergency funds for unexpected access needs during travel.
- Provide clear information about what is covered and what is not
- Offer travel grants that people can apply for easily.
- Make the funding process simple, accessible, clear and quick.
Barriers these actions address
- Recruiting for diversity
- Inaccessible in-person meetings
- Lack of financial support or payment
- No funding for accessibility accommodations
- Travel barriers for D/deaf and D/disabled people
Choose accessible meeting spaces
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.
Barriers these actions address
- Inaccessible hybrid meetings
- Inaccessible in-person meetings
- Lack of training and support for chairs and facilitators
Help with travel planning
Quick Actions
- Share travel guides and advice from disabled and Deaf people who have previously attended similar meetings.
- Make a shared document or online space where people can share travel tips, resources, and experiences.
- Match first-time travelers with a “buddy” who has similar access needs and has traveled internationally before.
- Assign an accessibility contact person for each in-person meeting, including someone available at the venue to help.
- Provide an accessibility guide for each host city, with local information and tips.
- Offer a travel checklist and packing list that includes medications, mobility aids, chargers, and required documents, and provide information about possible travel restrictions when crossing international borders (for example, rules related to carrying certain medications, medical supplies, or assistive devices).
- Arrange a contact person for travel questions and support.
- Share information about accessibility at the venue including entrances, elevators, and bathrooms.
- Provide clear details about transportation including accessible taxis and public transit options.
Barriers these actions address
- Inaccessible in-person meetings
- Consultation fatigue in D/deaf and D/disabled communities
- No funding for accessibility accommodations
- Travel barriers for D/deaf and D/disabled people
Provide translation and interpretation for everyone
Quick Actions
- Offer translation and sign language/interpretation support from the start and make it normal for everyone to use.
- Test whether transcripts are working in advance.
- Use the automated transcript feature in video conferencing applications and save transcripts to share after the meeting. Check the saved transcripts for any errors or discrepancies after every meeting has ended.
- Give extra time for discussions and allow follow-up later, especially in international groups.
- Rotate meeting languages based on members’ needs, and provide interpretation when needed.
- Support smaller working groups in members’ native languages so they can participate more fully.
Barriers these actions address
- Inaccessible hybrid meetings
- Inaccessible in-person meetings
- Lack of training and support for chairs and facilitators
- Lack of training and support for committee members
- Difficulty receiving and communicating information