“Any Special Requirements?”
Making Your Meetings Accessible And
Inclusive
This guide has been put together by the
Equalities & Access Officer in consultation with members of
Havant Borough Council’s Disability Access Group and the Havant
Multi-Cultural Forum. It is intended to help you to think about
some of the issues around making your meetings accessible and to
give you some practical suggestions as to how to do this.
The Law on Being Accessible
There is a legal Duty to ensure that services
are accessible to disabled people. This would include a
responsibility to make reasonable adjustments the way you organise
and run meetings. The provision of accessible meetings is not just
about providing access for those who already attend, but also about
developing access so that more people can attend. There is
also a Duty to take reasonable steps to ensure that non-English
speaking residents are able to access our services, including
meetings.
If the event/meeting is open to the public you
may also wish to consider Crèche facilities as there is also a Duty
to ensure equal access is for men and women and carers. There
are exceptions to this rule where you are specifically targeting a
particular audience, but to maximise attendance you should consider
how to improve access by all people in the community. As most
people know, it is also unlawful to discriminate on the grounds of
faith or belief in the delivery of goods and services – this would
include public services.
Morally
How do you feel when you are left out? Having
a diverse make up of people in any meeting will make for a far more
productive meeting where all views can be considered – otherwise
why have a meeting?
Context
This is a list of issues to consider, with
suggestions as to where to get additional aids/equipment/advice
when planning a meeting, in order to minimise the barriers that
exist. Some resources are easier to provide than others and
require only a change in planning or thinking. All of us can
aim to action these and thus widen access generally. Other
resources take more organisation and these may need to be
considered in the light of the audience and the individual needs of
those attending.
Setting up a meeting
When considering an accessible and inclusive
meeting, there are 3 aspects you need to think about:
1. Planning and preparation
2. The equipment and information
3. The conduct of the meeting.
1.
Planning - Choosing a venue
When considering whether a venue is
accessible, the first obvious thought may be to avoid entrances
with steps. There are, however, many other things to watch
for or that you can provide to make the venue accessible:
* Is
there adequate parking, including disabled parking?
* Is
there an accessible toilet nearby?
*
Consider door width, sharp corners, wheelchair ramps, access to
parking for
anyone with
limited mobility, angle of slopes, toilets, background noise
levels,
lighting, clear
signage
*
Consider the size of the venue in relation to the number of
wheelchair users
expected to
attend. Space is required for wheelchairs to be
manoeuvred. As a
general guide
allow two spaces for every wheelchair user.
*
Arrange the seating so that wheelchair users have a choice of where
they sit.
*
Consider lighting levels for people with visual impairments, as low
lighting is a
barrier.
*
Consider the availability of induction loops or arrange reserved
front seating for
attendees who are
hard of hearing
* If
you have been unable to get an ideal venue, plan how you will
overcome issues
to accommodate
individuals, e.g. arranging help to get people down slopes.
*
Consider whether there are crèche facilities if these are required
or whether
childcare/carer’s
expenses can be paid as an alternative.
*
Brief the Venue staff regarding your needs, including numbers and
access
requirements
* If
you can, check the accessibility of a venue for yourself. Not
only can you then be
confident with
what you are saying, but you can also answer enquiries more
accurately.
2.
Providing Information and Equipment
*
The date for a meeting may influence who is able to come.
School holidays and religious may both restrict people’s
availability. A list of school holidays can be obtained
from Hampshire
County Council's website or by calling Hampshire County
Council. Information on multi-faith festivals can be
found on Havant Borough Council's
website and other sources.
*
The timing of a meeting may also affect people’s
availability. Those with caring responsibilities may find
early starts difficult and those with childcare may need to be home
to collect children. People requiring taxis often find
transport difficult around school times.
*
You should consider your audience and whether you are able to
provide expenses or resources for individuals requiring personal
assistants, those with caring responsibilities (children and adult)
or those with transport costs. Notice periods should be
as far forwards as possible to enable carers and parents to make
arrangements for replacement care.
* On
any notices or publicity used for the event, it is important to
ensure you use the phrase: “If you require any special requirements
please inform [state a contact by phone, email and preferably
address too]. This allows people to explain any access/dietary
needs (dietary needs may be influenced by faith, health or
philosophy).
*
Individuals find different formats of information easier to
manage. These include large type, Braille, computer disc,
audio
CD
. It is important
if you are providing information in a particular format for an
individual that you ask which is appropriate for them and not make
assumptions.
Braille can be transcribed by the Carnegie
Library – Portsmouth City Council and audio
transcriptions can be made through Angel Radio. There is
a small charge for this service.
*
Etiquette for producing your own audio
CD
: use people with clear speaking
voices. Give an introduction and a summary e.g. this is an
annual report of 20 pages. Have gaps between sections; state
page number at appropriate points so that people can retrieve
information; give contact details at the end; if pictures are
important to the text describe them. Allow time for taping to
be done in stages so that the reader does not sound bored.
*
Try to use plain English without jargon in all documents including
advertising.
* If
using a loop, check when booking, the area that the loop
covers. Check before
the meeting
that the loop is working.
*
Sign language interpreters, lip speakers and deaf blind
interpreters can be booked
through
Hampshire and Isle of Wight Deaf Association ( a charge will
apply)
* It
is useful to hold a briefing meeting for speakers to remind them to
use
microphones/talk
through slide presentations etc.
* If
you are keen to target your publicity to particular groups of
people, there are
specialist
agencies with newsletters and mailing lists you may be able to
use.
*
Print badges in bold text (16 pt Arial)
*
Evaluation forms should include access issues.
3.
Conduct - During the meeting
*
Ensure those at reception are briefed on issues. If sighted
guides are available they should be dedicated members of staff and
should be on hand.
* If
using a PowerPoint presentations or other visual information, ask
if people can read it. Don’t assume people will read the
slides: talk through the information. Have printed copies
available.
* At
the start of the meeting, raise your hand to attract people’s
attention. Check access e.g. whether people can hear; if the
loop is working; if the people can see and read the OHP; if they
can see the sign language interpreters.
*
When using a microphone, speakers should generally speak close to
the microphone and preferably have an opportunity to practice using
microphones prior to the event.
* If
using a loop, then all speakers must use the microphone including
those responding to questions. If the questioner is not
within the looped area then the question needs to be repeated using
the microphone.
*
Allow time for breaks in the meeting. This is important for
individuals but also for signers and lip speakers.
Useful Contacts
Hampshire Deaf Association –
will provide signers and lip speakers – (you will be charged)
Angel Radio - Transcribing
documents to the spoken work (
CD
’s,
DVD
’s)
Julie.Duffy@portsmouthcc.gov.uk
– Braille translations (you will be charged a small fee)
caren.ransom@havant.gov.uk
- If you cannot access the internet or you require hard copies of
website information detailed within this guidance or any other
information please contact
023 92 446007
Consultation:
N Bennett, N Payne, L Adegboye (
BME
Forum),
HBC
Disability Access Group