Six tips for planning and running inclusive meetings and events

Ensuring meetings and events are inclusive – not just of people with disabilities, but of a diverse range of people –benefits all attendees and ensures everyone can participate. This document offers six tips to guide organisations in making community level events and meetings inclusive. These provide a starting-point: given that local contexts and individual needs will vary widely, it is best to ask people with disabilities what supports they require to fully participate.

  1. Identify and specifically invite people with disabilities:

Ask a local Disabled People’s Organisation[1] (DPO) or self help group for advice on how to get the message out to people with disabilities in the community andinvite them to participate.

Ensure that all invitations and material used to advertise events show that people with disabilities, the elderly etc are welcome and that the event is accessible.

Use a variety of methods to advertise the event: for instance, radio as well as newspaper; or contacting the women’s group as well as the village head.

  1. Find out whether particular assistance or support is required to enable attendance and active participation in your meeting/event:

Ensure written and verbal invitations ask questions such as the following:

Do yourequire any additional support to enable you to participate (like sign language interpreters or accessible transport)? If yes, please let the organisers know so that we can best meet your needs.

Ensure that it is clear who participants should contact.

  1. Ensure promotional and meeting material is accessible:

Ask how people prefer to access written material (e.g. Braille, large print or electronic format) and provide materials in this format wherever possible.

Try and present information in both visual and audio formats. For example if you are showing a picture or a chart, also explain what is in the chart, Likewise, if you are talking, make notes of the key points or show picture/charts.

Use signs in large print and clear font (e.g. Arial font) to guide people to the venue or meeting room.

  1. Choose an accessible venue:

Check that the venue is physically accessible and includes accessible toilets, wheelchair access (ramps and wide doorways) and good lighting.

Ask DPO/self help group contacts for local venues which are known to be accessible and easy to get to.

If no accessible venue is available, ask people with disabilities what assistance you can offer to enable them to attend.

Provide transport to meetings if people have difficulty walking and/or local transport options are inaccessible (which is common).

Reserve seating or space for people with disabilities and the elderly, particularly in crowded venues. Ensure there is space for wheelchair users.

  1. Use inclusive communication:

Ask a person what type of communication is best for them – for example, sign language, lip reading, with help from a family member. If a person uses sign language it is important to have a sign interpreter.

Open the meeting by asking participants to speak slowly and use clear language to facilitate translation, interpretation and understanding for people with intellectual disabilities, and those for whom the language spoken is not their native language.

Encourage participants and translators/interpreters to ask questions as the meeting progresses to ensure discussions are being clearly understood/translated.

Use clear and non-offensive language (e.g. use ‘a person who is blind’ NOT ‘a person who suffers blindness’). Only refer to someone’s disability or impairment where this is directly relevant.

Repeat key concepts and use practical demonstrations to help understanding.

Talk directly to people with disabilities rather than to people who might be assisting them.

Introduce yourself to a person with vision impairment each time before you speak.

Make sure that only one person speaks at a time in meetings.Encourage people to raise their hands before speaking so it is easier to follow the conversation.

If a person can lip read, look directly at them, speak clearly and make sure they can see your lips.

  1. Facilitate active participation during the meeting/event:

Ask participants where they would like to be seated, to facilitate access to/from the area, and to assist lip-reading, use of sign interpreters or language translation services.

Ask people with disabilities if they would like to be paired with another person who could help in individual or group activities.

Some people – with or without disabilities – might feel uncomfortable being in a very big group, so make time for smaller group activities.

If a person seems like they are not interested or quiet, give them encouragement to participate.

Treat the person with respect at all times and ask their opinion in discussions.

Be flexible and give opportunities for people to make a choice - some people might feel worried in situations where they do not have any control.

This document was developed by CBM Australia as part of the partnership between CBM Australia and World Vision supporting disability inclusion in World Vision implemented CS-WASH projects in Papua New Guinea,Sri Lanka and Zimbabwe.

[1]Disabled People’s Organisations (DPOs) are organisations made up of persons with disabilities and which exist to represent the interests of their members. Some DPOs represent people with all impairment types, while others may focus on a particular impairment type or sectoral issue, or represent geographical areas (local, provincial, national, regional or international).