A Guide to Planning Accessible Meetings

Additional Clauses for Specific Disabilities

Consider including additional clauses that are specific to your attendees needs. For example, if the majority of your attendees are Deaf or hard of hearing you may wish to contract certain requirements, such as the availability of additional communication access equipment (e.g., assistive listening devices).

Likewise, if even a small portion of your attendees have Multiple Chemical Sensitivities (MCS) or environmental illness, consider clauses requiring the hotel to avoid renovations prior to and during your event, use unscented cleaners, and avoid the use of pesticides. The hotel should be asked to comply with the fragrance­-free meeting policy for the meeting space, common areas, restrooms, paths of travel, and guest rooms.

National and statewide associations specific to various types of disabilities may be able to recommend clauses to include.