Action 2.2D Mandate accessible meeting and events spaces as standard.

Guidance

Company/Department-wide meetings and events are a vital part of building connection across teams and helping staff members feel like they belong in the workplace. Often, though, the accessibility of meeting/event spaces is not considered, leaving some to feel excluded. To ensure that all meetings and events are inclusive, it is useful to implement a policy mandating the use of accessible venues for company meetings or events.

While it’s difficult to enforce specific standards around this, criteria/guidance set within a policy may include:

• Accessible Parking/Transport: The venue should have accessible parking spaces within easy reach of the entrance, and a range of public transport options nearby.
• Accessible Building Entrance: Wheelchair users can easily access the building as the entrance is on a flat and doors are automatic, or power assisted.
• Meeting/event Location: The specific location of the meeting and event within the building is easily accessible for a wheelchair user, for example it is on the ground floor or lifts to the requisite floor are available.
• Room Layout: Meeting room allows for flexible layout (i.e., not fixed seating), and wide wheelchair friendly pathways through the room have been prioritised in seating layout.
• Accessible Toilets: Wheelchair accessible toilets are easily accessible from the specific location of the meeting/event, such as on the same floor.
• Hybrid Functionality: Venue is equipped to support hybrid meetings and events to accommodate remote participation. This ensures that individuals who cannot attend in person due to accessibility issues or other reasons can still engage.
• Channels to Share Accommodation Needs: Communications/registration forms around the event offer easy ways for staff to share their accessibility needs in order to enable their participation, such as accessible parking.
• Sensory Friendly Spaces: Accessible venues should not only meet physical standards but also offer sensory-friendly environments where possible e.g. low-noise environment, ensuring lights aren’t overly bright, avoiding areas near strong smells such as cooking smells from a canteen.

“Taking a Universal Design approach makes a big difference so that people don’t have to stand out.”

WIDE Consultation Participant – Disability Organisation

By prioritising accessible meeting and event spaces, your organisation can foster an inclusive environment that supports the participation and engagement of all employees.