U.S. Department of Justice Civil Rights Division Disability Rights Section Accessible Information Exchange: Meeting on a Level Playing Field
Search Results "Conference Room"
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Accessible Information Exchange: Meeting on a Level Playing Field
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A Guide to Planning Accessible Meetings
version 1.0 7/1/2015 Helping you navigate, plan and create accessible meetings, events, and conferences that serve all your guests' needs....
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Accessible Meeting Location
Accessible Meeting Location People attending a meeting are concerned about where to find parking, the building entrance, the meeting room, and restrooms....
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Site Selection
This includes public spaces like meeting rooms, restaurants, lobbies, and parking lots, as well as accessible overnight guest rooms and other guest amenities such as fitness rooms or swimming...
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Accessible Room Set-Up
Accessible Room Set-Up Once an accessible site is selected, it is essential that the meeting room furniture be arranged to allow everyone to fully participate....
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What Does Your Event Need? Creating a Needs Assessment
What is an affordable price point for hotel rooms in the area if overnight accommodations are needed?...
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Emergency Planning
Emergency planning must be done well in advance for all events, and it is important to know that facilities and their staff members are prepared. During your inspection, be sure...
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The Inspection Team
Sites should be inspected by you as the meeting planner and by people with disabilities who have a user’s perspective. Ideally, your site selection team will include someone with a...
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Pre-Event Attendee Registration and Communications
Knowing your audience is critical to ensuring that meeting room layouts, menus, and other elements of the event will allow every participant to engage fully....
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Accessible Presentation of Meeting Content
Accessible Presentation of Meeting Content An accessible meeting presentation ensures that all participants have equal access to the meeting's content. Auxiliary aids and services...
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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....
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Seating Locations
Seating Locations: Set up the meeting room to provide access to all participant seating locations, the speakers' area, and refreshments....
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Registration Table
Registration Table: If a table for registration and handouts is provided, make sure that people with mobility disabilities can approach it and turn around easily to move away...
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Refreshment Table
Refreshment Table: If refreshments are served, allow sufficient floor space for people with mobility disabilities to approach the tables. Arrange all food, plates, glasses...
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Protruding Objects
Protruding Objects: Some people who are blind or have low vision use canes to detect objects along a route. One element of a barrier-free meeting space for participants who are...
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Seating for Communication
Seating for Communication: Arrange the lighting and meeting room furniture to facilitate communication among participants, interpreters, and realtime captioners....
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Podium
Podium: If a podium is used, some speakers who use mobility devices may not be able to use one that is standard height. If possible, provide an adjustable-height podium for all...
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Stage or Dais
Stage or Dais: If a stage or raised platform is not accessible to all speakers, do not use it. It is insulting to ask a speaker with a mobility-related disability to be the only...
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Service Animals
Service Animals: Ensure that all participants and the meeting site staff understand that the ADA requires that service animals are allowed to enter the building and remain with...
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Printable Room Layouts
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...
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Accessible Theater Style
Aisle chairs can be removed in rows dispersed throughout the room to allow seating choices for people who use mobility devices or service animals....
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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...
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The Presentation Area / Speaker’s Platform Design and Considerations
Both layouts incorporate presentation screens that are easily viewed from all areas of the room....
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Audio Visual Components
Find out in advance if your facility has any assistive listening systems or devices available, how the meeting room is wired and equipped for sound amplification, and if there are additional...