During the Event

Speakers and the conference room


In the
Conference room

Stick to the schedule

Minimise distractions, such as background noise or music

Ensure someone is available at arrival and departure, along with a help desk during longer events, to welcome and guide participants to the conference room and exit if necessary

Inform security guards and venue staff about the needs of individual participants

Address the person with a disability first and then the accompanying person (personal assistant or sign language interpreter)

Offer assistance, but wait until the offer is accepted before acting on it

Persons who are blind or with low vision

Ensure that persons who are blind or with low vision are seated in the front rows, surrounded by as few obstacles as possible, preferably at the beginning or end of the row

Speak first and introduce yourself and others clearly, explaining their positions in relation to the person

Begin a conversation by stating the person’s name so that they know you are addressing them.

Before shaking hands, inform that you are about to do so

Read more about how to guide a person who is blind or with low vision in this publication developed by Vision Ireland.

Persons with reduced mobility

Ensure that there is enough space between rows and in the aisles

Maintain clear aisles by avoiding tripping hazards, such as loose cables or personal belongings, and securely tape extension cords to the floor

Pay attention to the height of doorsteps and offer help to open the doors and get over the steps

Reserve seating in the front or middle of the venue in the beginning or the end of the row for people who use wheelchairs

Offer help to open the doors and to get over the steps

Persons with intellectual challenges

If necessary, accompany the person to their destination

Provide your name and telephone number in writing

Provide information in person’s mother tongue

If necessary, offer additional assistance

Persons who are deaf or hard of hearing

If using screen captioning, ensure the screen is adequately positioned and sized

Make sure that lighting and seating arrangements facilitate clear visibility for individuals who lip-read or rely on sign language interpreters

Confirm that sign language interpreters can hear the speaker clearly

Seat persons who are deaf or hard of hearing in the front rows


Inform speakers about the accessibility needs of the participants

Advise speakers to talk directly into the microphone and speak as slowly and clearly as possible

Microphones should have a height adjustable stand

All speakers, including presenters and people asking questions, should use microphones


Done (1 click)

Not applicable (2 clicks)


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