Providing accessibility

Accessibility is a pre-condition for persons with disabilities to participate in any process.

Accessibility provisions are known to benefit all and not just persons with disabilities. For example, people prefer using a ramp as compared to steps, closed captioning in a webinar is useful for all, or material developed in easy to read format benefits everybody and not just persons with disabilities.

Providing accessibility requires addressing different components during the planning, implementation and follow-up of any participatory process such as consultations, workshops or meetings. Accessibility plays an important role, especially concerning:

Choosing the right venue for the consultation should adhere to accessibility standards. Check these 30 accessibility considerations when choosing an event venue.
Availability of an accessible mode of transport that persons with disabilities can use to easily reach the venue,
Preparation of all information related to the consultation to be available in accessible formats such as Braille, large print, easy to read etc.
Deciding the platforms and the tools you would use in virtual meetings and in face-to-face meetings, as they need to be accessible. If there are group activities on the agenda, then these must be oriented to the universal understanding of the attendees.
Proactively making sure that persons with disabilities can communicate freely throughout the consultation.
Making assistive devices and information and communication technology to support participation such as induction loops and other sound enhancement systems available.
Ensuring availability of budget for support staff such as Sign Language interpreters and closed captioners. Budget would also be required to pay expenses for participants from Organisations of Persons with Disabilities (OPDs). This could include paying for their transport or for their data costs for attending an online meeting. This is particularly important for marginalised groups who are more likely to experience poverty. Expenses should also be paid for support people.

OPDs can be hired to undertake a professional accessibility assessment to check the accessibility of the venue and to identify service providers for Sign Language and closed captioning.

A graphic with overlapping circles filled in different colours. Around the circles are the words 'Built environment', 'transportation', 'information', 'communication', 'assitive aids and ICT' and 'availability of support staff'. — Different building blocks of accessibility

Accessibility requirements for specific groups of persons with disabilities

Persons with disabilities are a diverse group and equally diverse are their accessibility requirements. Below we have categorised some basic accessibility requirements for a few disability constituencies to demonstrate that accessibility requirements are diverse and not the same for all persons with disabilities.

Persons with intellectual disabilities

Accessibility requirements of persons with intellectual disabilities include:

Venue to have a simple layout avoiding complicated directions to reach.
Venue staff sensitised to support persons with intellectual disabilities. For example, not to talk to patronise persons with intellectual disabilities or treat them like children, but use plain and easy to understand language when sharing information such as directions.
Adequate resting spaces in the venue.
Simple signage with the use of icons and easy to identify landmarks.
Availability of accessible transport to travel to the venue.
All information for the consultation should be available in easy to read format ahead of time. Good practice is minimum two weeks ahead of the meeting and include all the discussion questions participants are expected to contribute to.
Sensitisation of meeting chair on using plain language and making sure all participants in the session are using plain language, don't use acronyms and proceed at an appropriate speed ensuring all participants can follow and are included.
Provision of reasonable accommodation on the request of individuals with disabilities. Organisers should proactively ask participants if they would like to bring a support person.

Factsheet: The Exclusion of People with Intellectual Disabilities in Official Development Assistance by Inclusion International.

Additionally, you can find more information in the 'Listen, Include, Respect'-Guidelines by Inclusion International and Down Syndome International.

Persons with psychosocial disabilities

For persons with psychosocial disabilities, accessibility includes:

Venue to be free of distractions and have a simple layout, avoiding complicated directions, providing good signage.
Staff are aware of the needs of persons with psychosocial disabilities and sensitised to support them. For example, make sure that the breakout areas remain uncluttered and quiet. Moreover, there may be flexibility in the breaks planned.
Presence of adequate breakout zones for those who may want to take a short break. Such spaces are to be quiet, without clutter and jarring colours.
Availability of accessible transport to travel to the venue.
Provision of reasonable accommodation on the request of individuals with disabilities.

Persons with physical disabilities

For persons with physical disabilities, some important accessibility requirements include:

Physical accessibility of the venue and the building where the consultation takes place, including ramps, lifts, wide circulation areas, varying/variable heights of tables, drinking water facility, counters etc.
Venue staff sensitised, trained to assist persons with physical impairments. For example, do not push the wheelchair without informing the occupant, when talking making sure to be at the same eye level as the wheelchair user.
Some persons with physical impairments may be using some specialized assistive technology for communicating or a motorized wheelchair etc. While they would have their personal devices, the venue may have plug points where they can plug their device if needed.
Availability of transport accessible to persons with physical disabilities to travel to the venue.
Providing reasonable accommodation on the request of individuals with disabilities.

Persons who are blind or have low vision

Accessibility requirements for persons who are blind or with low vision include:

Physical accessibility of the venue and the building where the consultation takes place, including having tactile way-guidance, easy to identify landmarks, Braille signage, good colour contrast between main surfaces, good lighting, etc.
Venue staff who are sensitised and trained to assist persons with visual impairments. For example, not to touch without prior vocal notice, not to pull the person’s white cane when guiding them, not to pull the person with a visual impairment but to provide the arm that they can hold as you walk with them.
All written material provided in accessible formats as requested by the participants. A soft accessible version of the material that can be read on the computer using text to speech tools is often preferred, but individuals may request for material in formats such as in Braille, large print, or audio version.
Text to speech software installed in computers if they are expected to use these during the consultation.
In case of an online consultation the online platform and tools used must be accessible as much as possible.
Availability of accessible transport to travel to the venue.
Providing reasonable accommodation on the request of individuals with disabilities.

Persons who are deaf or hard of hearing

Accessibility requirements for persons who are deaf or hard of hearing include:

Physical accessibility of the venue and the building the consultation is housed in, including good signage, acoustics, and lighting.
Venue staff who are sensitised and trained to assist persons with hearing disabilities. For example, make sure to face the person when communicating to allow for lip reading, communicate using pencil and paper or in easy hand gestures.
Sign Language interpretation and closed captioning must be provided during the consultation, including online consultations, as well as during breaks.
Availability of accessible transport to travel to the venue.
Providing reasonable accommodation on the request of individuals with disabilities.

Persons who are deafblind

Accessibility requirements for persons who are deafblind include:

Physical environments with simple layouts of buildings that are easy to navigate through. Use of Braille signage and tactile way guidance and warning on the floor can be useful.
Venue staff sensitised to assist persons who are deafblind. Example be comfortable in spelling words on hand to communicate.
Availability of tactile Sign Language interpreters.
All written material provided in accessible formats, e.g. Braille.
In case of an online consultation the online platform and tools used must be accessible.
Availability of accessible transport to travel to the venue.
Providing reasonable accommodation on the request of individuals with disabilities.

Further references:

IDA (2022): Recommendations for accessibility at in-person and online events and meetings.
II and DSI (2022): Listen Include Respect: Guidelines for inclusive participation.
EDF (2021): Toolkit Accessible Meetings and Events.
WBU and CBM Global (2020): Accessibility Go! A Guide to Action (FR, ES).
WHO (2016): Priority Assistive Products list.