How to run an accessible event or meeting

An accessible meeting or event is one where everyone can participate and contribute fully.

Running a successfully inclusive meeting means being mindful of everyone’s unique requirements. Attendees, organisers and presenters all have a responsibility to ensure DCJ events are accessible.

For organisers

Select an accessible venue or platform

As organiser, you are responsible to ensure the platform or venue is accessible.

Provide yourself ample time to assess accessibility and arrange individual adjustment requests before the event.

Think through what assumptions you’re making about participation and access.

• Is the venue wheelchair accessible? Are there lifts, ramps and wide doorways and paths?
• Is there adequate lighting for presenters or sign language interpreters? Is there adequate sound?
• Is there sufficient wayfinding signage to entryways, facilities and public transport? Is there tactile signage and signage with symbols?
• What is the journey from public transport to the venue like? Is there accessible parking and facilities?
• How will you ensure everyone can participate fully in discussions? Is there a better seating arrangement or layout for attendees to ask questions or engage in discussion? Are you assuming everyone can see or reach a whiteboard or Agile board of sticky notes? Have you left enough space for all people to easily move around?
• Is the collaboration software you’re using compatible for screen readers?
• Is the audio in the room powerful enough for remote participants? Is there a hearing or audio loop?

For in-person events, select a venue with careful consideration of accessibility. Attend the venue yourself before the event and assess accessibility. Provide an ‘accessibility map’ for your attendees, including information about accessibility features, how to get the venue via public and private transport and instructions on arrival.

For online events, make sure the platform you chose is accessible. Test the platform.

For larger online events, Microsoft Teams is recommended as an accessible platform that provides a range of accessibility features. For smaller meetings, you can tailor the platform to what is suitable for the attendees.

Ask what adjustments are needed

Don’t assume that people will feel comfortable seeking adjustments if you forget to ask.

Ask your participants in the invitation or at registration if you can provide any adjustments that will help them fully participate. Include contact details in case they need to discuss accessibility further.

Provide information before the event

Make sure you detail the accessibility features available for online events and at physical venues so attendees can assess any additional accessibility requirements. Ensure any outside presenters are aware of these features too.

Provide a meeting agenda and any materials, such as presentation slides or live polling links, at least 48 hours in advance. This will mean your participants can check if there might be a challenge for them or to prepare ahead of the event.

Ensure digital accessibility for any digital documents or communications.

For participants and presenters

Participants or presenters also have an important role to ensure accessible communication during an event. It is a good idea to brief presenters ahead of the event and remind participants during event housekeeping on accessible communication.

Use plain English and allow space and time for people to speak with one person speaking at a time. Speak clearly at a reasonable pace.

For online events:

• Use a microphone for clear sound and adjust your audio settings appropriately.
• Stay on mute when not speaking.
• State your name before speaking for captioning purposes, which can take some practice to remember.
• Leave your video on and ensure you are visible to allow for speech reading.
• When presenting slides, read all content displayed on slides and provide descriptions for any visual information.
• All videos should be captioned and include audio descriptions where appropriate.

What kinds of adjustments can I request?

If you are unsure what adjustments you may need be for a particular event, contact the organiser to discuss what will ensure meaningful participation for you.

Some examples of adjustments are:

• live or closed captioning, recording, background sound filtering, pinning speakers or interpreters, blurring backgrounds for virtual events,
• having an Auslan interpreter,
• more frequent breaks throughout the event,
• special dietary or allergy considerations,
• providing large print or braille copies of materials,
• water, bathroom and space for assistance animals,
• re-arranging furniture for better listening or view of the presenter so all participants have the chance to join in discussions rather than letting one or two stronger voices dominate,
• providing a dial-in number for participants who cannot access online chats for questions and comment.

Want to know more?

• Digital NSW - Simple WCAG Accessibility Checklist
• PSC Inclusive onsite events guidelines
• Department of Premier and Cabinet, Event Starter Guide Accessibility Toolkit
• Microsoft Accessibility Features (for DCJ employees only)
• Workplace Adjustments at DCJ (for DCJ employees only)