Meetings help great businesses thrive, and one of the best ways to make your meetings as productive as possible is to ensure that they are accessible to everyone, including those with disabilities. Maximize your productivity and boost morale by following our top tips for planning an inclusive meeting that your whole team can participate in!
Choose an Accessible Venue
Before scheduling your off-site meeting, inquire about the accessibility features of your prospective venue. Be sure to ask about features like automatic doors, ramps, appropriately wide doorways (at least one metre), tactile signage for Braille users, and meeting rooms that allow ample space for your team to move freely. Ideally, there should be a restroom on the same floor as the meeting room, and at least one stall should be made accessible to those using mobility aids.
If you’re unsure how best to accommodate someone with a disability, the best thing to do is ask them! Consult with them and the venue manager to identify and remove potential barriers.
Design Flexible Seating Plans
Design flexible seating plans that can be modified to meet the needs of your attendees. Ensure that those using mobility aids are able to sit with everyone else and actively participate, without relegating them to a “special” table. There should be plenty of space
between tables and aisles so that people using wheelchairs, walkers, or other mobility aids can easily travel.
Cater to Diverse Dietary Needs
Many people have unique dietary needs related to allergies or various medical conditions. Be sure to offer a diverse menu with a wide range of options! At Vintage Hotels, our catering team creates custom menus for meetings and events of all sizes, and we’re pleased to accommodate dietary needs. Simply inform our event planners, and our culinary team will craft a menu that includes delicious, gourmet cuisine for everyone.
Use Technology to Include Everyone
Technology is an excellent way to bridge the gap for people with disabilities, allowing them to fully participate and feel included in your meetings. Ask your event coordinator what kind of technology will be available at your venue, including projectors, televisions, microphones, and more. You should also consider using large fonts and high-contrast colours to accommodate those with vision impairments or colour-blindness. Videos should ideally be captioned.
Encourage Participation
One of the easiest ways to make people with disabilities feel more comfortable is to encourage everyone to participate and offer plenty of opportunities for them to contribute organically to the meeting. See the person, not just their disability, and value their contributions in the same way you value those of your abled colleagues.
Plan an Inclusive Meeting with Vintage Hotels
Our event planners are eager to help you plan an inclusive meeting that offers accessibility for all! With over 47 venues across 5 locations, we can help you choose the right venue for you and plan according to your needs. Contact our team today for more information!