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.
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.
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?
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.
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.
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.
* 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.
* 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.
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
N Bennett, N Payne, L Adegboye ( BME Forum), HBC Disability Access Group