Accessibility: Meetings

Why is this important?

Accessible meetings 鈥 whether in person, virtual or hybrid 鈥 ensure everyone can participate fully. Designing accessible experiences:

  • Upholds the Americans with Disabilities Act, Section 504 and Section 508 requirements.
  • Promotes access by reducing physical, digital and communication barriers.
  • Strengthens engagement and collaboration by making all voices heard.
When to use it
  • Built into every meeting, especially when:
    • Participants include employees, students, volunteers or the public.
    • You鈥檙e hosting events, trainings, interviews or committee meetings.
    • Meetings involve both in-person and remote attendees (hybrid).
How to Use It
In-Person Meetings

Focus on creating a welcoming, usable environment for everyone.

  • Choose locations that are physically accessible and easy to navigate.
  • Consider communication needs, such as interpreters or printed materials in alternative formats.
  • Plan for different sensory needs by reducing noise and distractions and sharing information in advance.
Virtual Meetings

Design your online meeting so everyone can participate equally.

  • Use platforms with accessibility features like captions and keyboard navigation.
  • Speak clearly, describe visuals and give people time to respond.
  • Provide materials ahead of time and make sure all participants can access chat, polls and breakout rooms.

General Accessibility Tips (Applies to All Meetings)

Before the meeting

  • Ask about access needs in advance (e.g., registration forms or RSVP).
  • Share materials early in accessible formats (tagged PDFs, plain text, accessible slides).
  • Provide multiple ways to participate (e.g., speaking, chat, written follow-up).
  • Use plain language and avoid jargon or idioms.

During the meeting

  • Introduce accessibility features (e.g., 鈥淐aptions are enabled鈥 or 鈥淚nterpreter is present鈥).
  • Describe visuals aloud for blind or low-vision participants.
  • Speak clearly and at a moderate pace.
  • Pause between topics to allow processing time.
  • Monitor the chat or Q&A for questions from participants who may not speak up.

After the meeting

  • Share recordings with captions and transcripts.
  • Summarize key points in plain language.
  • Follow up with accessible notes or action items.
Additional In-Person Meeting Tips
  • Use microphones consistently, even in small rooms.
  • Reserve front-row seating for people with low vision or hearing loss.
  • Ensure lighting is adequate for lip reading and visual cues.
  • Avoid flashing lights or strobe effects that may trigger seizures.
  • Provide quiet spaces for breaks or sensory regulation.
Additional Virtual Meeting Tips
  • Test accessibility features of your platform (e.g., Zoom, Teams).
  • Enable keyboard navigation and screen reader compatibility.
  • Avoid rapid screen sharing or switching between windows too quickly.
  • Use accessible polling tools.
  • Label breakout rooms clearly and offer alternatives for those who can鈥檛 join.