A Guide to Planning Accessible Meetings

Site Inspection

Once you have scored the top two to three venues, you should visit each to continue the evaluation process. When possible, plan at least two visits to each venue. The first visit should be unannounced to the facility's sales team.

Visit the common areas, have coffee or a meal at a lobby restaurant, walk any of the grounds that are open to the public, assess the parking lot, review access to sidewalks, safety features like call boxes or shuttle service from distant lots, proximity to public transportation, and other “first impression” criteria. You can use your notes from this visit during your scheduled appointment with the venue’s sales team the next time you are on site. If there are concerns that their team cannot fix for your meeting, you will have good information in hand as you make your final choice of location.

Pay attention to your senses during the site visit. Healthy indoor air does not have an odor. Clean does not have an odor. Are you aware of fragrances and scents from “air fresheners,” deodorizers, or potpourri? Is your nose or throat burning from chlorine, formaldehyde, or other solvents? Are your sinuses and breathing impacted by mustiness? Even pervasive or lingering cooking odors can be a sign of poor or inadequate ventilation. Note that attendees may have allergies, asthma, sinus problems, frequent headaches and migraines, or chemical sensitivities, and may not be able to successfully participate in your meeting, event, or conference if air quality is poor.

Emergency Planning

Emergency planning must be done well in advance for all events, and it is important to know that facilities and their staff members are prepared.

During your inspection, be sure to ask about the facility’s emergency procedures and polices related to individuals with disabilities:

• Does the site have policies in place that detail procedures for providing evacuation assistance to people who would have difficulty or who would be unable to:

  • Use stairwells,

  • Hear alarms,

  • See exits,

  • Understand instructions?

• (If a multi-story facility) Does the facility have evacuation elevators (elevators with stand-by power and other safety features, which can be used in emergencies)?

  • If the facility does not have evacuation elevators, does it have areas of refuge (fire-rated spaces where people who cannot use stairs can go to register a call for help and wait for responders), or

  • Are there evacuation chairs or evacuation devices available to assist individuals who cannot use stairs?

    • If so, are staff trained on how to use them?

• How will staff orient people who are blind or don’t see well to the locations of emergency exits?

• (If a hotel or other overnight facility) Does the guest registration process include asking guests whether they would need assistance in the event of an evacuation?

The Inspection Team

Sites should be inspected by you as the meeting planner and by people with disabilities who have a user’s perspective. Ideally, your site selection team will include someone with a user’s perspective who also has knowledge of “cross-disability” access concerns. Don’t assume that someone with a disability understands the access needs of people with other types of disabilities. Make sure your entire site review team is qualified and has the knowledge and experience to evaluate venues for the widest range of needs. An excellent guideline for including individuals with disabilities within your planning team is provided in Effectively Including People with Disabilities in Your Policy and Advisory Groups.(link is external)