Accessible Meeting Guide

Plan on Accessible Meetings in Lansing, Michigan

At Choose Lansing^®, we believe every meeting should be inclusive and accessible for all attendees. Whether you're planning a conference, corporate retreat, or community gathering, ensure your meeting accommodates diverse needs, fosters a welcoming environment, and supports collaboration. Use this guide to make your in-person meetings in Greater Lansing accessible to everyone.

Before Your Meeting

• Communicate Early and Often: Contact attendees in advance to ask about accommodation needs and keep an open line of communication throughout the planning process.
• Offer Flexible Registration Options: Provide multiple registration formats (online, mail-in, virtual) and ensure digital forms are compatible with assistive technologies like screen readers.
•  Share Detailed Information: Send attendees logistical details, including parking information, accessible routes, and emergency plans. This allows attendees to prepare in advance.
• Provide Virtual Access: Offer a virtual attendance option for those who may prefer or require remote participation.

Selecting an Accessible Venue

When choosing a meeting space in Greater Lansing, consider these accommodations.

For Wheelchair Users

• Ensure accessible parking and entrances.
• Reserve spaces at tables for wheelchairs.
• Provide portable ramps if needed.
•  If needed, arrange wheelchair accessible vans to transport attendees to and from the meeting place.

For Blind or Low Vision Individuals

• Offer braille versions of materials and clear signage with braille.
• Use high-contrast, large-font in any visual aids. The best fonts to use are sans serif fonts, such as Arial, Calibri, Century Gothic, and Helvetica Neue.
• For visual aids, use a minimum of 18pt font size for body text, 24pt or 32pt for headings, and 48pt for titles.
• Ensure the space is guide-dog-friendly.
• Send out a detailed description of the building and meeting space with a text-to-speech option.
• Select a space that is easy to navigate.

For Deaf or Hard of Hearing Individuals

• Arrange for sign language interpreters. Local providers like 7C Lingo offer interpreters in over 240 languages, including American Sign Language (ASL), for meetings, presentations, and other events in Lansing.
• Provide assistive listening devices (ALDs) and live captions (see above for text size guidelines).
• Share detailed meeting notes in advance.

For Neurodiverse Individuals

• Designate a quiet, low-sensory room.
• Soft lighting, chemical/food scent-free, minimal noise
• Build regular breaks into the schedule and allow extra time for questions and processing.

Accommodating Dietary Needs

If serving food, take steps to accommodate dietary restrictions.

• Include an allergy disclosure section on the registration form
• Provide a detailed menu with ingredient lists in advance
• Create an allergen-free dining area when needed

The list above is not exhaustive, and every attendee with a disability has unique needs, so it is important to communicate with your attendees about any other accommodations that may be needed.

During Your Meeting

• Ensure Physical Accessibility: Remove any barriers to movement and maintain clear paths.
• Describe Spaces Verbally: Announce the location of exits, restrooms, and sensory rooms.
• Facilitate Communication: Provide paper copies of the agenda (including braille) and use plain language to ensure clarity.
• Support Attendees: Check in with attendees throughout the meeting and encourage questions.
• If food is provided, give a verbal overview of available items and confirm ingredient details. Allow a break before food is served, and share the location of chemical/food scent-free rooms.

After Your Meeting

• Follow Up: Connect with attendees post-meeting to answer questions and provide materials such as meeting notes and summaries.
• Gather Feedback: Ask attendees about their experience and how future meetings can be improved.

Virtual and Hybrid Meeting Accessibility

For virtual and hybrid meetings, follow these best practices to ensure accessibility.

• Use Accessible Platforms: Choose virtual meeting platforms with built-in accessibility features like live captions, screen reader support, and keyboard navigation.
• Provide Multiple Participation Options: Allow attendees to engage via video, audio, or chat. Share recordings and transcripts afterward for those who cannot attend live.
•  Offer Technical Support: Ensure staff are available to assist with troubleshooting before and during the meeting.
• Caption and Describe: Enable real-time captions and provide audio descriptions for visual content to accommodate all participants.

By implementing these best practices, your meetings in Greater Lansing can be inclusive, supportive, and accessible for all. Need help planning your next event? Contact us to learn more about accessible venues and services in the region.