A Guide to Planning Accessible Meetings

Best Practice Recommendations for Layout Planning

Keep these recommendations in mind as you plan the layout of seating, tables, and other elements:

• Accessible restrooms should be on the same floor as meeting rooms. If accessible restrooms are not on the same floor, increase break times between sessions.

• If 10% or more of participants are expected to use mobility aids, plan for 30% additional space.

• Circulation space (including aisles) should be at least 36 inches and preferably 60 inches wide so that passing room is available for people using mobility devices. A six foot width (72 inches) is recommended whenever feasible.

• When possible, include both “horizontal” (side to side) and “vertical” (front to back) aisles to improve access and flow.

• Offer accessible seating locations throughout the room so individuals with disabilities have choices similar to the choices available to others. Have event staff or volunteers in attendance at the start of each session to assist with last-minute changes (moving chairs, etc.) that may be needed.

• Individuals who use scooters may remain in their scooter seats or may transfer to standard chairs and keep their scooters nearby or behind their chairs. Again, event staff may be needed to assist with adjusting furniture.

• When a personal assistant accompanies an individual, plan seating to include the assistant.

• If possible, leave room at the rear of the meeting space for attendees to stand or stretch.

• Doors should be propped open at the start and end of each session, and event staff should be on hand to open doors during sessions if needed.

• When round tables are used for a presentation, consider the use of half-round seating so that all participants may face the direction of the speakers/presentations.

• Place low-tack tape on carpeted floors to mark pathways that should remain unblocked. Include information in printed event materials (programs, handouts, etc.) and introductory remarks to remind participants to keep those areas clear of bags, chairs, or other items that can cause barriers.

• Some attendees may need a space with no fluorescent or compact fluorescent lights. Be prepared to turn off a bank of fluorescent lights and have on hand floor lamps or table lamps with incandescent light bulbs.

• Designate one wall or zone outside meeting rooms for all attendees to recharge their batteries and devices. This helps protect attendees with electrical sensitivities.

• Designate an area in the facility to serve as a fluorescent-free and cell phone-free space.