This page was created to support activists in making their spaces more accessible, to ensure everyone is welcome and encouraged to join the climate movement in whatever way they can! The information included comes
from existing organizer databases and resources by movement thinkers. We've included resources from blogs written by people living with accessibility needs, as they are experts on this topic. Each personal experience is distinct, thus we encourage further insight from different positionalities on this topic. Several of the topics found in this guide are based on questions asked by activists in the HUB's community (i.e. how to make in-person events more accessible, how to make promotional materials more engaging etc.). This guide includes definitions of accessibility, considerations for accessible event and action planning, communication and content, creating an accessible culture and other suggestions related to creating a space that is inviting to all.
"Universal accessibility is the character of a product, process, service, information or environment which, with a view to fairness and an inclusive approach, allows anyone to carry out activities independently and to obtain equivalent results." - Groupe DÉFI Accessibilité (GDA) [1] & Ex Aequo
Ex Aequo distinguish accessibility from adaptation:
"Adaptation would consist of changes made in order to accommodate people in relation to “an environment, a communication, a program, or an already existing service. We adapt when we build a subway with only stairs, then add elevators several years later. We make it universally accessible when we provide access ramps to the buses."
Access Culture expands on definitions of accessibility, explaining:
"For people who live on the margins, who have to fight to prove their existence, who are excluded from movements, who are subject to abuse in the form of isolation, having access to spaces means having access to community, to connection, to existence.When we make spaces accessible, when we build movements based on inclusion, we recognize that each person has an intrinsic value, that our existence is beautiful and necessary. Creating accessible spaces is about recognizing that connection is necessary, that community is necessary, that our culture is built on the myth of separation, the lie of disconnection. We must move from independence to interdependence in order to transform society."
Ableism is a form of oppression that denies people with disabilities (or persons with a physical or mental impairment) and/or chronic illness opportunities to care for themselves.
We must meet everyone’s needs so they can access our collective fight. Using care as our source of strength, we can better confront and disband systems of oppression. Disabled people live through some of the most challenging consequences of capitalism and the climate crisis. Disabled people, and anyone else with an identity that renders them disposable, are leaders in describing what is wrong with how we're operating our society and how we get it right.
Do we reward certain people in our organizing spaces because they can contribute the most time and effort? Do we favour their voices over those who have to care for their health? Sometimes approaches to climate work can reinforce ableism, and this is represented by the term eco-ableism. See our page on ableism for examples of eco-ableism.
Meeting accessibility needs is an essential part of achieving justice to ensure those most affected by systems of oppression are both included in, and lead the charge towards, building a more just world.
As described by Aerik Woodams at the People's Hub, individual access is often framed as extra work; that there are 'more important things to address'. Disabled and otherwise marginalized people ask us to do things differently. This might feel like work at first, but these efforts benefit all of us by giving us more strength, understanding and tools to build a better world.
Disability and able-bodies exist on a spectrum. Most of us have experience with ableism and the pressures of capitalism, and/or experience being excluded by other systems of oppression that limit our access. We invite you to reflect on how making a space accessible goes beyond ensuring people can physically access a space, but also that they can show up as fully as others in the room. If helpful, we suggest checking out our wiki on incorporating space watchers and holders for further considerations.
Quick tips:
Pause frequently during events and meetings to ask if anyone has any access needs that need to be addressed!
Consider where people can access with and leave strollers.
Provide babysitting if possible!
Wheelchair accessibility
A person in a wheelchair should be able to move around in all the rooms and access a toilet.
Doors must be 800mm minimum. The dimensions of a toilet cubicle must be 1500 x 1500mm minimum.
All paths must be obstacle-free and have a clear width of at least 920 mm.
Check if the place is under construction or renovation, which could make the space temporarily inaccessible.
The entrance must be a single level or equipped with an access ramp. It must be at least 800 mm wide.
Snow will always make accessibility more difficult for folks with limited mobility. [3]
Food and water
Water is especially important during long events or on hot days.
Plan meals that respect dietary restrictions.
Provide snacks during long or hot days!
If you're selling food, provide free or low-cost options.
Share the ingredients lists
Accessibility support
Designate support persons for those in need as requests arise.
Identify them with something such as an armband or shirt.
Including descriptive language can paint a picture of what others see and provide richer context for those with vision trouble.
Transportation
Choose a place that is accessible by public transport and that is close to toilets and shelter from the sun or the rain.
Have people wait at these places to accompany people with reduced mobility while they wait for transport.
Ways to participate
If the event cannot be universally accessible, offer other ways to participate, such as actions that can be done remotely.
Livesteaming is great for those who can't attend in person.
Plan an activity with several components to promote the involvement of people with reduced mobility.
Timing and barriers to participation
Be transparent about the schedule for the event. Let participants know the destination(s) and duration ahead of time.
Be transparent about barriers to participation and mobility!
Language
Are speakers using word choices that most people will know?
Are interpreters available for community members who use a language other than English? What about those with visual or auditory impairments?
Timing
Do not hold your event too early in the day, or too late. Some disabilities/situations that limit people from attending early morning/late evenings.
Allergies and sensitivities
Ask participants not to wear scented products.
Fluorescent lighting can make spaces inaccessible to some people.
Photography
Always ask before using flash photography.
Encourage attendees to avoid taking photos of faces without asking for consent from those in the photo.
Bathrooms
Are they accessible and safe for everyone (such as transgender people) to use?
Neurodivergent and/or introverted inclusion
Neurodivergent: describes how developmental disorders are normal variations in the brain. [4] The neurodiverse umbrella [5] includes but is not limited to ADHD, dyslexia, autism, and other learning disabilities. Many people also include mental illnesses under the umbrella of neurodiversity, such as anxiety, bipolar, PTSD, schizophrenia etc.
Introversion: Susan Cain describes that where people who are extroverted are stimulated by their environment and absorb energy by interacting with others, introverted people recharge when they are alone and feel overwhelmed by prolonged social interactions and stimulations from their environment.
Meeting neurodivergent and introverted needs:
Outline event plans ahead of time and/or throughout the event if possible. An awareness of time can be particularly helpful. For example, some people take time-sensitive medication, need to leave by a certain time etc.
Provide breaks/slower periods. This can help avoid overstimulation and help people refocus.
Provide access to a quiet/low stimulation space. The space should not include fluorescent light, and should be calm with no pressure to socialize.
Provide handouts of key information, such as the rights of protestors, legal information, actions they can take at home etc. This is easier to comprehend than a speaker sharing this information with a crowd.
When planning activities and get-togethers, keep in mind that we are trying to avoid both overstimulation for the most introverted people and loss of interest for the most extroverted people.
Try to balance the types of activities included in your event/action to avoid overstimulating the most introverted people and losing the interest of the most extroverted people. For example, an event that exclusively involves networking will probably exclusively include extroverts! Space out activities that take a lot of social energy.
Many people require quiet time to think about their response to a question or discussion prompt. Before starting discussions, give people a minute on their own to write down their thoughts.
Publicize the organization's anti-racism position and how the organization will deal with a situation of racism.
Have staff available that are Black, Indigenous and Persons of colour in case of a person's concerns, insecurity or distress
Do not publicize the event with images of BIPOC people unless they occupy an important place within the event itself (e.g. in terms of resources allocated, people invited, partner groups, staff etc).
The most accessible option is to offer things for free; voluntary contributions are another option, but it’s better to avoid putting people in these situations.
Consider whether internet access is necessary for participation.
Provide adapted vocabulary or accompanying documents.
Pandemic Safety Measures
If you do not have safety measures in place during a pandemic, higher-risk individuals in particular are unlikely to attend your event. It also sends the message that people at high-risk of becoming very ill are disposable. Safety measures prevent people from becoming seriously ill, long-term disability and death.
Thomas A. Russo, professor of Infectious disease at the University of Buffalo, suggests that safety measures to put in place when planning an in-person event include:
Advertising that attendees wear masks for the duration of the event, even for events held outdoors. Have extra masks available for those who come without one, ideally N95 or KN95’s which are one of the best available options to protect against COVID-19.
Have a few volunteers who can provide hand sanitizer every so often, and especially before distributing food if this is included in your event.
State that those who are feeling ill, have come in contact with someone who has tested positive OR have come in contact with someone who has tested negative but is showing symptoms of illness, should not attend.
Encourage attendees to keep their distance from one another as often as possible.
The People’s CDC has further recommendations for planning safe gatherings during a pandemic:
Provide universal pre and post event testing.
Stay in small, consistent groups.
Perform contact tracing.
Ensure the meeting space has adequate ventilation and air quality (open windows/doors, ensure HVAC systems are functional, use HEPA filters if possible).
Perform high filtration universal masking. Provide certified N95/KN94 masks if possible.
Provide a place for folks to eat outside.
Reduce high-risk activities 5 days prior to the event (i.e. unmasked, indoor activities outside of the household)
Gather outdoors when possible. The risk of catching an airborne virus from an outdoor gathering is lower than from an indoor one. There is still a risk of contracting a virus, especially at crowded protests or gatherings.
Invite and include disabled people and their needs
Include disabled people as speakers.
Share what you are planning to do to increase event access.
Budget to provide closed captioning, sign language interpretation and other language interpretation.
Live descriptions, captions and good audio are key for live streamed events.
Make sure the service you’re using to host is compatible with assistive technology, for example screen readers, and that it allows for computer-based listening/speaking and 'phone-based listening/speaking.
Make sure your events are accessible to augmentative and alternative communication (AAC) users. This requires offering multiple ways to participate, answer questions, submit questions, and interact.
Have an accessibility point person who can assist with access issues and technology concerns. Mention how to reach them at the beginning of your event.
Wear a headset when presenting to improveaudio quality, and try to have speakers limit background noise. It's helpful for speakers to state their name each time they speak for those with hearing impairments and the accuracy of the technology they rely on.
Describelive scenarios and any images, read any text that appears on screen, and describe gestures for those with visual impairments.
Share the format of the event and how long it plans to run
Consider providing a glossary of terms that will be used during the event.
Allow attendees to send questions and comments in advance.
Allow attendees to send questions and comments in advance. You can also share if attendees will have an opportunity to ask questions during the event.
Make it possible for people anonymously, or with their name and RSVP attached, to make access need requests.
Build time for reflection/breaks into your event, as well as time for questions.
Offer channels to provide feedback about the event
I.e. including accessibility, to help you prepare to plan the next one.
Suggestions for Hybrid and Virtual Meetings
Virtual and hybrid virtual/in person meetings require stable internet connections, access to hardware (i.e. cell phones and computers) and some technology literacy.
If you’re working with participants who don’t have access to the internet or hardware, these tips may be hard to implement. However, there are other tools and techniques you can use such as conference call services, message groups, photos of call lists, etc. that can be used. The following are tips for holding hybrid (in-person and virtual) meetings, and general meeting tips.
Internet connectivity. There are workarounds for lower bandwidth connections, such as the phone-in options built into platforms such as Zoom, but the drawback is a lack of visual contact.
Internet connection of phone-in options for participants (otherwise call-in teleconference numbers are usually available)
Those who join a meeting using their phone do not have the same functions available as those using a desktop. Consider sending important links ahead of the meeting, or in your workspace during, so people on the phone can access them.
A platform to stream the meeting (i.e. zoom, google meets etc).
Tech literacy (provide tools and norms, such as via sharing visuals with your attendees, ahead of time so they can learn on their own)
Use a shared document for notetaking. Offline versions of meeting documents allows those joining by phone to participate better.
Prepare ahead of time
Schedule group meetings at least 2-3 days ahead of time. This helps members to arrange for schedules, care-taking, quiet space, tech, etc.
Have plugs and power cords set up ahead of time so in-person attendees can plug in as needed without interrupting the meeting. Attendees joining virtually will also want to ensure they have adequate power for the duration of the meeting.
Instruct in-person attendees to bring their computers/phones and dial into the virtual meeting platform (such as Zoom) so that all attendees, regardless of what space they’re in, can see everyone. If your meeting has a cluster of people together and only 1-2 people in the virtual space it may not be appropriate for every attendee to be at a computer. You’ll want to prep and think ahead about in-room camera and microphone placement and position chairs, easels and more in spots that can be seen and heard by the people on camera.
Use one central mic to pick up everyone’s voices in the room, or pass a microphone around the room. Or, everyone in the room can unmute while they talk and re-mute when they’re done to avoid mic feedback. Encourage virtual attendees to have headphones handy that they can use.
Roles you might consider when hosting hybrid meetings
-Lead facilitator
-Co-facilitator(s)
-Bridge facilitator; to bridge the digital and IRL spaces and who can support the IRL facilitator to make sure the digital folks are supported. This person could also be assigned to keep track of participants who have asked for a speaking turn so that both in person and digital voices are included.
-Visuals, Slides & Notes lead
-Tech lead; to manage your session slides, doing things like screen sharing, watching the chat box, setting up and doing sound checks at the beginning of your session, and troubleshooting if problems come up along the way.
-Vibes & Energizers lead
-Stack keeper (monitor order of speakers, chat and Q&A functions)
-Buddies for virtual participants (for hybrid meetings)
Plan for shifts in power dynamics, because some people are in groups vs others are on their own.
How many people are connecting individually versus in groups? How many different groups are connected? Do any of the groups connecting together already have some power (i.e. circles of established friendships)?
Consider...
-People connecting in groups may have an easier time connecting with others in the same room.
-People connecting on their own may have an easier time connecting with others who also connected on their own.
-Those who connected the same way as the facilitator may have an easier time communicating with the facilitator.
-When you use the chat box, those on their own device have easier access to participate.
-When people are in a room together, those controlling the screen, who are on camera and/or closer to the microphone are advantaged.
Preparing Participants Before the Meeting
Provide and seek information
Check out this example prep email provided by Blueprints for Change, which demonstrated some of the information that could be helpful to provide pre-meeting to make participants comfortable and prepared.
Information to provide/seek to prepare participants include:
Context regarding the main agenda items before the meeting. For example, what is the main purpose of the meeting? What are the meeting goals?
Provide items you want participants to review ahead of time so folks can reflect before the meeting.
Input and feedback from all who will be participating to add agenda items and confirm whether the meeting goals address their needs.
Ask participants to share if they will need translation, interpretation, or any other accommodations. Provide at least a few days for participants to inform you about their needs.
Mention if you will be recording ahead of time so folks can raise concerns if they have them.
Remind people to download needed software and/or sort out their audio in the invite email sent in advance.
Ask folks to set up in advance of the call.
Offer a training on how to use the platform
Offer an advance prep meeting to train and support some folks who could use your support to join and engage in the meeting. These slides have some information on how to engage in a zoom meeting that might be helpful. Make the meeting purpose and outcomes explicit for your attendees and help them understand the flow of the meeting.
Holding the Hybrid/Virtual Meetings
Start with introductions and a check-in.
Let folks introduce themselves, their pronouns and make time for relationship building by letting people share how they are doing or something about them.
For example, check-in questions related to care might be "what colour best describes how you're feeling today?" Or, "If you're comfortable, share one high and one low from your week so far!"
You can also hold more fun get-to-know one another check-in's to lighten the mood of the meeting, such as "tell us about a book or tv show you engaged with recently that you'd recommend!" Or, "what is your favourite houseplant?"
Try to take notes and video recordings for those who can't attend.
Name it early that you are recording and allow folks to opt out, by getting off video, or managing their participation.
Plans to record should also be mentioned before the meeting so concerns can be addressed.
Provide a person or place where attendees can seek support
In the case they feel disrespected or have needs that aren't being met during the meeting.
It might be relevant to share participation guidelines and/or the group's mission statement to ground the group before beginning.
Examples of participation guidelines, inspired by Aspiration Tech [21] , might include...
-Please focus on listening, not only on what you are hearing.
-Wherever possible, please refrain from multitasking on email or social media.
-Please use simple, accessible language. Please avoid jargon and acronyms.
-When you speak, please try to make one point or a few brief points and then let others speak.
-Help us be mindful of the schedule and stay on time. Please support us in moving the dialog forward.
-Please indicate you want to speak by raising your hand on video; if you are not able to use or raise your hand, please feel free to speak up, but please try not to interrupt others.
-Stay muted when you are not speaking.
-Please be mindful of background noise and join the call from a quiet location if you can. Parents and caregivers are certainly exempt, but muting still applies.
Get participants to engage with one another!
If all attendees are virtual in a “room” together encourage people who are not experiencing sensory or personal needs to turn their camera on. This helps to foster community and share non-verbal cues.
In a hybrid meeting environment people who are on screen should be assigned a buddy who is in the physical room. Their buddy regularly checks in with them and makes sure they can see and hear at all times. If you only have 1-2 people in the virtual space you may also want to have a direct line open between the virtual participants and the facilitator through text.
Encourage folks to come off mute at the beginning for introductions and check ins. This sets the tone for engagement throughout the meeting. Check the chat regularly for participation from folks who are less comfortable speaking up, and read ideas out loud.
Share visuals in the online space, not in the room. I.e. leaving ideas in an online doc, rather than on chart paper. This includes note-taking on a shared online document!
Encourage new members to contribute ideas using strategies that avoid calling them out if they aren't comfortable speaking yet, such as using an interactive powerpoint or allowing them to leave ideas in the chat that can be read out by the facilitator.
Invite your attendees to regularly evaluate your meeting, share feedback and suggest tips to make your meeting work for you and your attendees.
Use a circle up tool to keep participation equal
1. Put all participants around one big virtual circle.
2. Mark a little check next to someone whenever they speak. You can also use a star or other symbol to track when each person shares during a specific activity. Have one person assigned to do this, and to let the facilitator know who deserves speaking time. See the example from Training for Change
Be mindful of participants who may not be able to see or hear or otherwise fully participate in virtual meetings.
*If an attendee is blind, you should use more descriptive language that paints a picture of what others are seeing and provides richer context.
Some people use screen readers to access information. In this case, make sure your presentation has image descriptions and refrain from using images/GIFs with flashing lights as they can cause seizures, headaches, and migraines.
If an attendee is deaf or hard of hearing, make sure you're using a platform that supports real-time closed captioning.
Closing Meetings
Hold a check out question, but try to keep it simple. For example, "what's one word you would use to describe how you're feeling after today's meeting?" Or, "share a compliment about 1 attendee present at today's meeting!"
Send the notes and a meeting summary afterwards. Share the main items that were achieved, any major decisions or action items and a meeting recording if relevant.
Provide a channel for follow up questions, suggestions or comments.
Creating Accessible Group Cultures
The following section drew from the writings of:
Liz Kessler, a person who describes themselves as disabled and who is involved in struggles for justice [10]
Lee, a disabled, queer, trans and autistic activist. [11]
Suggestions for fostering accessible group cultures:
Finally, accept that building accessible group cultures is a process. There is no set finish line. We have to stay tuned and pay attention to the people around us.
Work with different abilities and limits
Do not set standards for hard, or how much, work should be completed. Workflow norms are tailored to some identities more than others.
Check with people on what they need to be able to pause and ground themselves, and/or move forward.
Last-minute disengagement related to personal conditions or situations is common!
Value various forms of knowledge, i.e. other than academic knowledge (e.g. lived experience).
Incorporate regular discussions about personal and group boundaries
This allows each person to give their consent actively and enthusiastically, and promotes respect for these limits.
Short term limits encourage long term sustainability.
Plan break times
Do not have meetings or tasks to complete during breaks. Commit the entire team to taking a break so no one feels excluded or singled out.
When a person takes a break from activism, access to the support and social contact of the activist community encourages resilience.
Focus on content, rather than how something is said
Some people express ideas or comments using emotion, rather than using statements such as "I feel..." and "I think...". No matter how emotional the person is when sharing their ideas, what they have to say is of equal importance.
Some people have trouble with eye contact, or need to fidget to maintain focus during a discussion. Focus on what they're sharing, not how they're sharing!
Uplift intersectional perspectives.
Intersectional perspectives are those of people who experience more than one social identity limiting their accessibility to spaces.
The people who are most often 'front and center' in our communities, and in our spaces, enjoy white privilege, attractiveness (or body) privilege, able-bodied privilege, and class. Have honest conversations about this in your group regularly.
Accessibility in Communications
There are many things to consider when it comes to accessible communication, from formatting to the language used. Accessible communication is extremely important. According to statistics from 2012, nearly half, about 49%, of people in what's colonially called Canada do not have sufficient literacy skills, and 55% do not have sufficient numeracy proficiency. Thus, it is important to ensure our written material is easy to read, easy to understand, easy to find the information you need and the information is easy to use the first time you read it.
General Guidelines for Accessible Written materials[12]
Write for your audience
Use language your audience understands.
If you are targeting the general public, a rule of thumb is to aim for an 8th grade reading level or lower. Check out
Put the most important information at the beginning, bolded, and include background information (when necessary) toward the end.
Bold important ideas!
Use as few words as possible
Limit paragraphs/written sections to 3-8 lines, 5 being a happy medium.
E.g. reduce phrases like a number of vs 'some', in order to vs 'to'.
Remove 'filler' words such as descriptive words that do not add to your main idea.
Use lists, tables etc.
Break up written text and add variety that is more visually appealing.
Add headings if they'll help break information up further
Add blank space
This draws the eyes better to key written ideas. Especially around important ideas and to separate sections.
Avoid jargon, abbreviations and technical terms
Keep your language as simple as possible (e.g. disseminate vs 'send', in accordance with vs 'by'). See more examples of simplifying your language here.
Elements that relate to the context specifically, so if it was an image of a congested highway on a news website, the description would mention the packed cars
The colours of an image (don’t overdo it however, a simple ‘light blue’ will do)
Context for an image.
Basic process for writing a description:
I first say what the content is, such as a photo, educational graphic etc. I then use what is called Object-Action-Context for the most part, For example, [Image ID: A photo of a person standing in a crowd waving to someone out of view /.End ID] While obviously I would usually provide more information than that, Person = object, standing + waving to someone out of view = action, and ‘in a crowd’ = context.
I describe the clothing that might be worn and the position that people in an image might be in, such as leaning against one another on a couch, or standing with their fingers intertwined
If the background is a simple colour, I usually include it in the first sentence of the description. However if it is more complicated, such as a river winding through a dense forest, I include that at the end of the description after describing the important elements.
An audio description is a form of narration to support blind and low vision users. An option for making accessible videos with audio descriptions to create two versions of your video, one with an audio description integrated with the rest of your video’s audio and one without.Below is an example of an audio description.
If audio descriptions are not available, written descriptions can be used. They are typically presented as written text that can be reviewed along with the video.See this example presenting the trailer for The Wheel of Time.
Meeting Disability and Accessibility Guidelines [14][15]
Use sans serif fonts, such as Arial and Comic Sans, as letters can appear less crowded. Alternatives include Verdana, Tahoma, Century Gothic, Trebuchet, Calibri, Open Sans.
Font size should be at least 12-14 point.
Line spacing of 1.5 is preferable.
Suggest bolding over underlining or italics.
Choose contrasting colours. You can review your chosen colours to check if they meet colour blind requirements using this resource. Try not to use colours that are too bright as these can also be hard on the eyes and make reading difficult.
Use single colour backgrounds. Pale or pastel backgrounds rather than stark white can be easier to read.
Use left alignment for text.
Offer subtitles and a text transcript for video communication.
When a document is published online, make an HTML version available (the only universal format currently)
It is possible to test accessibility for people with visual impairments with screen readers such as NVDA, JAWS, Window-Eye and Voice over.
Use the WAVE tool to test the accessibility of a website.Ensure that the options displayed with the mouse can also be displayed (elsewhere if necessary) using only a keyboard.
Further resources
People's hub offers trainings organizers on creating culture of access if folks are interested in further learning on this topic, and also a peer support space for people with chronic illness/disability to meet online.
If you have any suggested revisions or additional resources to share related to the above content, please email them to kenzie@lehub.ca.
↑Groupe DEFI Accessibilite (GDA) - Research report for associations in Montreal - Universal Accessibility and contributing designs (version 5.3), Langevin, Rocque, Chalghoumi & Ghorayeb, University of Montreal
