A Guide to Planning Accessible Meetings

Managing Question and Answer / Audience Participation

There are a variety of strategies and tools, from low-tech to high-tech, for managing audience participation in a large gathering:

• When wireless microphones and staff are available:

  • Ensure at least two to three staff with wireless microphones are circulating in the crowd during question and answer periods.

  • Instruct speaker and panelists not to answer questions from individuals who are not using a microphone.

  • Be aware that attendees with electrical sensitivities may not tolerate wireless microphones. In this case, ask an event staff member to convey the question via microphone for the attendee.

• When microphones are not available:

  • Place blank cards and pens on each table and tell attendees in advance to use these to write down their questions. Cards can then be collected and speakers can read them into the microphone before answering. Plan for staff to assist participants who are not able to write on cards.

    • Less optimal: have questions called out to speakers, who then repeat the questions into the microphone before answering.