A Guide to Planning Accessible Meetings

Meeting Room Layouts and Considerations

 The layout of your meeting, event, or conference will dramatically impact the way attendees engage with your program and with one another. Creating the most accessible event possible allows all participants to fully participate. Those who use mobility aids, such as wheelchairs, scooters, walkers, crutches, and braces, require more space to move around. Other accommodations are needed for those with hearing or vision disabilities. This guide provides recommended layouts in a variety of styles that you may print and share with facility staff. Additional considerations, such as audio/visual tools and using a speaker’s platform, are also included.

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.

Printable Room Layouts

Each layout below is available as a printable PDF. You can include layouts as an addendum to your facility contract, provide them in a pre-­meeting with facility and banquet staff, and use them with your internal planning team to ensure that your rooms are set up correctly. Measurements shown are adequate for ensuring accessibility, but more space is highly recommended for aisles, paths between chairs and tables, around the perimeter of the room, and around any refreshment or display tables.

Note: these layouts are for meetings where roughly 10% of attendees use mobility devices (wheelchairs, scooters, crutches, etc.) or have a service animal. If your meeting will have more than 10% of attendees using mobility devices or service animals, increase the number of accessible seating locations and aisle widths proportionally.

Accessible Theater Style

This set-­up is appropriate for large sessions and short lectures that do not require desks or tables for extensive note-taking or frequent reference to handouts. Make sure all side and center aisles are at least three to six feet wide to allow adequate space for circulation. Aisle chairs can be removed in rows dispersed throughout the room to allow seating choices for people who use mobility devices or service animals. At a minimum, remove aisle chairs from the front, back and middle rows to create accessible seating locations. Increase the amount of accessible seating based on the known or anticipated number of people using mobility devices at your event. Remove two chairs for each wheelchair space. Make sure chairs are un­-ganged (not hooked together) to allow attendees to move them as needed. Click [here] ... for a full-page, printable handout.

Detail View – Accessible Theater Set-Up

Remove chairs to create spaces within rows for people using mobility devices (wheelchairs, scooters, crutches, braces, or other assistive mobility devices). It is not appropriate to force them to sit in aisles. Click [here] ... for a full-page, printable handout.

Accessible Classroom Style

This set-­up is very helpful when participants need a surface to take notes and refer to materials. Use the accessible chevron style (next section below) whenever possible, but if space does not allow the chevron, classroom style is an option. Include more than one accessible seating location so attendees have choices Click [here] ... for a full-page, printable handout.

Accessible Classroom - Chevron Style

This style of classroom set­-up affords the greatest flexibility and space for access. Chevron style allows better line of sight for speakers and attendees and easier entry for those using mobility devices. In either type of classroom plan, remove two chairs for each wheelchair or scooter space. Offer multiple access points and choices of where to sit. It is never appropriate to require that people using mobility devices sit only in the back or in one designated area. Click [here] ... for a full­-page, printable handout.

Accessible Round Table Style

Aisles between round tables require at least three feet of space between the tables (measured from the back of one chair to the back of the chair directly behind it). Side aisles require at least six feet between the table and the side wall or other obstructions. If people using wheelchairs or other mobility aids will be seated at round tables, decrease the number of table settings by one or two to provide adequate space; for a five-­foot round table set 8 places maximum, and for a six-­foot round table set 10 places maximum.

Note: when possible, use a half­-round set-up so that all seats are facing the presentation area, instead of placing seats around the entire table. In that case, a five-­foot table could accommodate four place settings, and a six-­foot table could accommodate five. Remember that people who use scooters or wheelchairs may prefer to transfer to the chairs at the table and park their assistive devices behind their chairs. Ensure that staff is available to assist as needed. Click [here] ... for a full­-page, printable handout.

Detail View – Accessible Round Set-Up

Measure from the back of one chair to the back of the chair directly behind it. Chairs must be set with the front edge of the chair at the edge of the table. In other words, the chairs should not be pushed under the tables. Click [here] ... for a full-page, printable handout.

The Presentation Area / Speaker’s Platform Design and Considerations

Two layouts are provided here, and either could be adapted for additional presentation elements.

Both layouts incorporate presentation screens that are easily viewed from all areas of the room. Captioning should run on at least one if not all screens showing slides, videos, or live feed of the presenters. Space for a qualified interpreter for people who are Deaf or hard of hearing should be included in all plans, and seating nearest interpreters should be reserved for individuals using those services.

Find out what accommodations your presenters will need for their presentations. Presenters with disabilities may have very specific preferences for microphone type, podium or lectern use, and panel table set­-up. The objective is to provide all of your presenters with environments and tools that are comfortable for them.

When possible, offer presenters a choice of microphone type (headset, lavaliere/lapel, table-set, or hand-held) so that presenters can use the type that best meets their needs and preferences.

When working with multiple presenters, take steps to ensure each presenter receives equal status in the presentation environment. For example, if a panel includes four presenters, one of whom uses a wheelchair, be sure to set a space equivalent to two chairs at the panel table for the wheelchair user. If some of the presenters will be using a standing podium, offer a similar option, such as a microphone on a boom stand or a lowered podium, for the presenter who uses a wheelchair.

In no case should a presenter who uses a wheelchair or scooter be asked to present from the floor while others present from a stage. Neither should a presenter using a mobility device be seated at the end of a skirted table instead of with the other presenters. Rather, create an environment where each panelist or presenter is viewed on equal ground with the others. Podiums should be avoided, unless a presenter requests one specifically to accommodate his or her needs.

If slide shows will be used, plan in advance for how they will be managed. You may need to have facilitators who advance slides instead of speakers, or have speakers use remote controls so that they can advance slides from anywhere in the room. This technology is more and more commonly available, though the remote controls vary from vendor to vendor, and some are easier to operate than others. A practice session for each presenter in advance is ideal.

Accessible Presentation / Speaker’s Platform - Traditional

This design shows a stage area with multiple panelists / presenters. Click [here] ... for a full-page, printable handout.

Accessible Presentation / Speaker’s Platform - Talk Show Style

This style is often used for a more conversational presentation, typically with a moderator and one or more guests. Side tables should be provided (for water, notes, or other materials) for each guest. Individuals who use wheelchairs or scooters may need a higher side table than other guests. Click [here] ... for a full-page, printable handout.