A Guide to Planning Accessible Meetings

How To Use This Guide

This online guide is an update from a print publication issued in 1993. As a web resource, however, it becomes a living document that can be modified and updated as emerging practices become best practices, and as these practices fold into an ever­-widening circle of gatherings, like weddings, family reunions, and more.

Note that information may be repeated in various sections where it may be relevant. The navigation options on the left of the screen are "chapter" titles, and clicking the link will open both introductory text and additional subchapters with more information and resources.

Every effort has been made to ensure that links to other online resources are live and unbroken; staff at the Mid­-Atlantic ADA Center will continue to monitor the guide and appreciate hearing from you if broken links are found.

Finally, while the ADA is referenced often throughout this document and technical experts have reviewed content, this is not a replacement for competent legal counsel. Rather, the team presents here what is required under the law as understood by these subject matter experts, and promising practices to make YOUR event fully inclusive, a market advantage in today's competitive and ever-­expanding service economy. By ensuring that all participants have equal access, the world will truly be a richer place.

A Note on Language and Terms

"Disability advocates strive for equality, accessibility and acceptance, yet they are continually confronted by language which perpetuates negative stereotypes of who they are. People with disabilities, disability rights activists, service providers, health care providers, writers, reporters, editors, educators and supporters must become aware of the power of language. Are you perpetuating negative attitudes and false stereotypes of people with disabilities with your language?" ~Author June Kailes, 2010 publication, Language is More Than a Trivial Concern

Language evolves, often even faster than some of those who speak it. One might hear the phrase, "the disability community," and think that all people with disabilities use a common language to define themselves and one another, as well as the various accommodations that may be needed for access and inclusion. This is not the case! Often, even well­-intentioned and well­-informed individuals may fall behind the times and use language that is no longer considered current, respectful, and inclusive.

This guide is a living document, and its publishers will attempt to keep it up to date and amended over time. Defining some common terms, and discussing those terms which no longer should be used, is a way to help visitors to the site carry language into the marketplace. Of course, if you are visiting this site and come across terms that are objectionable or offensive to you as a reader, we hope you will share your perspectives so we may consider them for future updates to this guide.