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Guide to Planning Inclusive Meetings

Appendix A – Accessibility Checklist for Planners

Use the following checklists to help you plan your meeting. Each one covers an important aspect of planning a meeting.

Personalize the checklists by adding or deleting items in the spaces provided, or by using the electronic copy provided on the CD, to better represent your specific meeting.

Tables :

1  Conducting the Event/Preplanning the Meeting
Completed by (Date) Comments
Volunteers

Provide time for training volunteers

    

Offer travel money ahead of time

    
     
     
Location preparation
Identify accessible telephones    
Ensure directional signage in the location for floor numbers, level locations for parking (CNIB standards for colours and contrasts)    
Identify accessible restrooms    
     
     
Preliminary budget planning
Ensure fees for all advisors (ASL interpreters, attendants, advisors) are included in the budget    

Provide honorariums beforehand

    
Provide cash advances for participants (taxis, meals, etc.)    
     
     
     
     
Presentation
Provide agendas/background information ahead of time    

Create plain language material

    
Have material available in alternative formats (e.g., audiotape, large print, audio CD)    
Ensure information is accessible and has easy-to-follow instructions    
     
     
     
Awareness training
Provide staff training in conjunction with and as part of a best practices policy    
Encourage emergency preparedness in written material    
Promote accessible services in corporate Web sites, brochures, posters, etc.    
Develop a best practice policy which would include proven solutions to common problems    
     
     
     
2  Budgeting for Accommodation
Estimated cost Comments
Conversion of print to alternative formats    

Note-taker services

    
Sign language interpretation (both ASL and LSQ)    

Advisor services

    

Adaptive technologies

    

Assistive listening devices

    

Real-time captioning

    

Dietary requirements

    

Audio systems

    
     
     
     
     
3  Scheduling Considerations
Completed by (Date) Comments
Notify participants well in advance so they can arrange for accessible transportation, attendant services and other personalized services    
Provide presenters and organizers with reference sheets advising them what is required to ensure accessible communication    
Prepare agenda with adequate meal breaks and health breaks    
Arrange for service providers such as simultaneous and sign language interpreters, note takers and captionists three to four weeks before the meeting    
Allow several weeks for converting printed material to alternative formats or plain language    
Allow time to arrange for renting audio and assistive listening systems    
Allow time on the day of the meeting to set up and test audio and assistive listening systems    
Allow time for longer break periods for those with guide dogs or those with intellectual disabilities    
     
     
     
4  Getting to the Meeting
Ensured by (Date) Comments
Accessible routes to the meeting (e.g., no construction barricades, snow removed)    
Accessible parking available close to facility    
Accessible public transportation available with schedules that work with planned meeting time    
Audio systems at road intersections to indicate light changes for people with a visual impairment    
     
     
     
     
5  Meeting Facility
Completed by (Date) Comments
Facility entrance equipped with automatic door and sufficient room to manoeuvre all sizes of mobility aids    
Accessibility features operational (e.g., doors, platform lifts)    
Floor surfaces stable, firm and slip-resistant    
Tactile signage (raised pictograms, lettering and dome Braille) on a contrasting background, mounted 1.5 metres (five feet) above floor    
Volunteers in place to greet and direct participants if signage is not available    
Public elevators that can accommodate people who use sheelchairs or motorized scooters (e.g., accessible control panel, large buttons)    

Public elevators equipped with audio floor indicators (voice or chime)

    
Accessible restrooms (e.g., cubicle with accessible grab bar, sink, toilet, soap and towel dispenser) available close to meeting room    

Accessible water fountain

    
Eating facilities fully accessible (e.g., includes accessible restrooms)    
Restrooms equipped with a visual alarm system (flashing light)    
Hearing aid-compatible public telephones, with volume controls    
Public telephone equipped with TTY capability    
Public telephones at accessible height    
Designated area available nearby to relieve and walk guide/service dogs    
Ensure lighting is of an acceptable brightness and, if possible, not fluorescent    
Braille or large-print menus in eating facilities    
     
     
     
6  Meeting Rooms
Completed by (Date) Comments
Spacious room to accommodate a translation booth, captioning equipment, etc.    
Space for table to accommodate documents, food, refreshments, etc.    

Accessible meeting room entrance

    
Room set-up allows freedom of movement using mobility aids (e.g., guide dogs, wheelchairs, motorized scooters)    
Reserved seating for people who use wheelchairs and motorized scooters or who are accompanied by guide/service dogs    
Tables at accessible height for wheelchairs, motorized scooters, etc.    
Space for sign language interpreters and/or simultaneous interpreters    
Seating near the interpreters/captionists/note takers reserved for people who are hard of hearing    
Background noise not excessive in meeting room    

Assistive listening devices available

    
Scent-free meeting room (e.g., perfumes or strong odours from newly installed carpet or fresh paint)    
     
7  Alternative Formats
Completed by (Date) Comments

Documents written in plain language

    
Printed material available in Braille, large print, audiotape, and CD, flashdrive or diskette    
Videotape presentations accessible through use of descriptive narration and/or captioning    
     
     
     
     
     
     
     
     
     
8  Safety and Evacuation
Completed by (Date) Comments

Stairwells free of debris

    
Detailed evacuation plan in place    
List of participants with evacuation needs provided to facility manager    
Designated person to help evacuate participants with specific needs    
     
     
     
     
     
     
     
     
9  Event Registration
Completed by (Date) Comments
Registration form sent to participants confirming accommodation needs    

Sign language interpreters

    

Oral interpreters

    
Assistive listening devices    

Real-time captioning

    

Advisors

    

Dietary requirements

    
Request that participants identify specific evacuation needs    
Request that participants respect scent-free environment    
     
     
     
10  Volunteers
Completed by (Date) Comments
Volunteers available to assist participants at the meeting    

Volunteers assigned specific tasks

    
Volunteers sensitized to the needs of people with disabilities    

Volunteers identifiable (name tags)

    
Find a buddy for participants requiring evacuation assistance    
     
     
     
     
     
     
     

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Date Modified:
2011-08-04