Hybrid meetings and events are when some people are in the meeting online with others who are physically together.

In the public sector, hybrid meetings are part of how we work every day.

Every employee in the public sector should feel welcome included and valued. This is why any meetings or events you hold need to be inclusive.

Being inclusive when you hold meetings or events means you’ll:

  • create a more welcoming and supportive environment
  • set an example for others in your organisation
  • live up to our shared public sector values that guide how we work.

Before the meeting or event

Check the technology you want to use has good access features such as screen reader support – MS Teams and Zoom are good options.

If advertising an event or forum on an external site such as Eventbrite, check it’s accessible.

Ask for access requirements and adjustments

Whether it’s an in-person event with 100 people or an online workshop with 5 people, always ask people what their access requirements are. If they need it, you should also ask if they have a preferred interpreter or live caption service.

For example:

  • Which online platform do they prefer?
  • Which accessibility features do they need to take part in the meeting?
  • What formats do they need documents shared in and do they need them in advance?
  • Do they need an Australian sign language (Auslan) interpreter (you will need to book this in advance) and do they have a preferred provider?
  • Do they need live captions (if you book someone to do this live, it will be more accurate than if you use a platform’s in-built software) and do they have a preferred provider?

Here’s an example of what you can write or ask:

“If you have any access requirements or need us to make any adjustments for you to attend or take part, let us know at name@email.com or on [insert phone number].”

Not everyone may feel comfortable to let you know. So always focus on being inclusive when you plan and run your event.

But advanced notice will mean you can better tailor any access needs for your audience.

You must keep any information the person provides you confidential. They have no legal obligation to share their disability information with you unless it affects:

  • their ability to meet the inherent requirements of the job and work safely
  • the safety of their co-workers.

If an adjustment is clearly visible – such as an Auslan interpreter in the meeting – you must never identify or connect the request to a person in the meeting.

Ensure your materials are accessible

If you’re using any written materials, think about how you can produce them in formats accessible to everyone.

For example:

  • Is the font size large enough?
  • Do you need a braille version?
  • Can you offer to send an electronic version in advance to event participants?
  • Have you created an accessible Word version even if you’ve made an accessible PDF or PowerPoint?
  • Have you checked the colour contrast is accessible?
  • Are the text and instructions written in clear, plain and concise English?
  • Can you send any presentation materials to participants in advance?
  • Do speakers understand how to describe images and scenarios in their presentations to live audiences?

These are just a few of the things you need to think about. For the best advice, check in with an accessibility expert or speak to your diversity and inclusion team.

Book accessible venues

When you want to book a venue, always ask how accessible it is.

This includes:

  • how people in wheelchairs can enter, move around and use facilities
  • clear paths of travel including doorways
  • accessible seating options
  • accessible parking
  • accessible toilets.

Choose the right accessible technology

Also think about how you can use technology to make your event more accessible.

For example:

  • a live stream of the event can mean people who can’t physically attend can still take part
  • a hearing loop means the audio can be broadcast direct to some hearing aids
  • live captions turn real-time speech into text, provide a written transcript of the event or even translate it into other languages.

Think about sensory needs

Some people with disability or neurodivergent people may be sensitive to noise, light or other things. So think about this when you plan your meeting or event.

For example, how you can:

  • provide quiet spaces
  • adjust lighting levels
  • reduce background noise.

Other planning tips

  • Allow for breaks during meetings or events of an hour or more.
  • Try to reduce back-to-back meetings.
  • Consider the time you hold meetings or events to support worker availability, regular medical appointments or energy levels.

Checklists for before or during the event

Meeting or event invite checklist

You should write into the meeting invite:

  • a request and deadline for people to tell you what access requirements and adjustments they need
  • an agenda or running order so people can prepare and know when the breaks will be – if you can write it into the email and not attach one, this is the most accessible way
  • information on how to join the meeting or event in more than one way, such as a dial-in number
  • any materials in accessible formats – including presentations you will give
  • a list of access features of the platform you are using, or a link where to find this information.

If your meeting or event is a hybrid one, you may want to include:

  • links to maps, directions and locations for the physical meeting spot, noting the venue’s accessibility features
  • where the closest accessible public transport options are
  • photos of entrances or meeting points to aid people who are neurodiverse or have a cognitive impairment.
  • details such hearing loops available or quiet rooms close by
  • any security arrangements that may take extra time
  • where accessible bathrooms and available on-site or off-site parking are
  • a designated meeting point.

All these actions can relieve anxiety or stress for attendees.

Technology checklist

When you start the meeting or event:

  • check the technology is working for everyone in the room and online
  • ensure you’re well lit so people can see you
  • pin the Auslan interpreter to the screen (if using), to keep them in view throughout the meeting as other visuals change
  • turn on live captions to translate speech to text in the platform (or check your live captioner is ready to go if you’ve hired one)
  • check close captions are turned on if you play any videos.

If you’re using an Auslan interpreter or live captioner:

  • send them the agenda and other relevant information before the event so they can prepare
  • ask them to join the meeting or arrive at least 10 minutes before the event
  • share the live caption link before the meeting in the agenda and put it in the chat if the meeting is online.

Housekeeping checklist

Tell your attendees:

  • about any access features they can use or you’re using in the meeting (without disclosing who asked for the)
  • how they can raise any access issues they have in the meeting, such as who is checking the chat and who they can contact
  • about the meeting rules, such as to raise your hand to speak or how and when to use chat
  • about the room layout and who is in the room and who is online.

For presenters, they should:

  • have their camera on and speak facing the camera with their mouth visible.
  • describe any material they share on screen
  • tell attendees when you go to a new slide
  • use plain English and avoid acronyms to increase understanding and accurate captioning.

What do after the meeting or event

After your meeting or event, you should:

  • send a copy of the transcript or recording and other information used to all participants in accessible formats
  • follow up with participants who requested access requirements for feedback
  • send a survey to evaluate what went well and what could be improved.

Other tips

Meeting people who are Deaf or hard of hearing

  • Don’t shout – position yourself so they can see you and attract their attention with a wave if you need to.
  • Ask how they want to communicate — for example, they may lip-read.
  • Speak clearly, provide emphasis with gestures and facial expressions, face the light and don’t cover your mouth
  • Ensure your camera is on when meeting online.
  • Pause and wait for people who are using live captions so they have time to read and take part in the conversation if they want.

Meeting people who have a speech impairment

  • Allow people time to speak and don’t correct them or finish their sentences.
  • If you don’t understand, don’t pretend you do – ask them to repeat themself if necessary and tell them what you have understood so far.
  • Ensure background noise is limited.

Meeting people who are blind or have low vision

  • Let the person who is blind or has low vision know who you are.
  • Introduce other people who are there and describe where they are if you are meeting face-to-face.
  • Don’t guide them without permission — ask them if they would like to take your arm and if they wish to be warned about steps, doors, and other obstacles.
  • Do say clearly where their seat is or if guiding them, place their hand on its back or arm.
  • Remember a person with low vision may miss out on gestures or facial expressions, so ensure you communicate in a way so everyone understands.

Reviewed 5 September 2023

Published 5 September 2023