Meetings at a Distance: Considerations for Accessibility

Maine CITEThe following resources may be used to assist meeting planners meet the needs of participants with disabilities who need accommodations.

Many organizations are turning to technology to provide an inexpensive way for people to meet. The ubiquitous availability of various electronic communications systems naturally makes these methods the first choice to meet the need and new and exciting technologies are being developed every day.

Whether you are considering hosting of a web seminar (aka, “webinar”), offering an on-line course, setting up a two-way (or multipoint) video conference, or simply arranging for a telephone conference call, the issue of accessibility must be carefully addressed. Although you may often know about the accommodation needs of your employees and regular constituents, this is not always the case for every meeting, and your job as coordinator can become very stressful if you are not prepared to accommodate all participants.

Many people with disabilities who may be participating in your meeting or training session will be using assistive technology equipment or services that must be taken into consideration when planning for your meeting. People with blindness or visual impairments, people who are deaf or hard of hearing, and people with physical and or mobility impairments will make up the groups most likely needing meeting accommodations. However, there are individuals with other needs and with combinations of needs who may attend your meetings who will require other accommodations. Therefore it is best to plan your accommodations for all.

In the downloadable Accommodations Chart – PDF - plugin required, we have provided details regarding participants’ needs and specific accommodations they may need. Please use the chart as a planning guide as you prepare for your meeting and make sure you discuss the needs with each participant.

Additional considerations

All written documents to be used in meetings should be prepared in advance and distributed before the meeting with sufficient time for all participants to have an opportunity to review them completely. All written documents should be rendered accessible to all assistive technology devices. Maine CITE has publishes a series of articles on how to ensure written documents meet accessibility guidelines.

Planning for meetings should include sufficient planning time and resources to cover costs associated with the provision of certain services. For example, the services of certified ASL interpreters, CART transcriptionists or other specialized personnel should scheduled well in advance to ensure availability during the scheduled meeting time.

The following are some additional considerations:

Clear Accessibility Policy:

If you do not already have one, develop and adopt a clear set of web accessibility policies that state the requirements and provide specific guidelines. You need to check your local laws for specific accommodation requirements. Some organizations use Section 508 of the Vocational Rehabilitation Act when considering assistive technologies and information technology. All organizations holding public meetings in the United States must adhere to the requirements of the Americans with Disabilities Act (ADA).

Test and Remediate:

Meeting planners should check out and test all technology for compliance with the accessibility guidelines well in advance. Remediation of those things that do not meet the guidelines should be made before the actual meeting time.


ASL Interpreting

The following is a link to finding ASL Interpreting services in Maine. For meetings in other areas, we suggest you search Google for ASL Interpreters for you state or region, or contact your state government agency that has oversight in this area.

Web Captioning General Information

General information about how to caption video for use on websites and through web-based distribution systems:

Video Captioning Services

Organizations and businesses that provide post-production video captioning services:

Automatic Sync Technologies
Haywood, CA
(877) 278-7962
Web site:

3 Play Media
Boston, MA 02210
(617) 764-5189
Web site:

Karasch & Associates
West Chester, PA 19382
1-800-621-5689 (V)
(619) 696-2008 (FAX)

Closed Caption Maker
Harrisburg, PA 17104
1-800-527-0551 (V)
Website: Closed Caption Maker

Custom Captions
Provo, UT 84601
(801) 370-9878 (V)
Richardson, TX 75083
214-801-7606 (V)

Video Caption Corporation
Stanfordville, New York 12581
800-705-1203 (V)
800-705-1207 (FAX)

Video Production Services
North Monmouth, ME 04265
933-3896 (V)
1-800-848-8550 (V)
Website: Video Production Services

Frameweld/National Captioning Institute
Recap’d Captioning Service
Long Island City, NY 11101

LNS Captioning
Portland, OR 97205
503-299-6200 (V)
800-366-6201 (V)
Web site:

For more information on captioning and captioning service vendors, see the website for Captioned Media Program.

Captioning Software

CART Transcriptionists

Caption Logic
Shari Majeski, CCP, CBC
952-388-1546 (V)
207-650-9316 (Text)
Website: Caption Logic

Nationally certified provider of CART and captioning services. Speech-to-text solutions for webinars, conferences, distance education, public events, broadcast, videos. Display options for a single individual or for groups. Captions can interface over the Internet with various platforms, including Blackboard, Adobe Connect, Daktronics.

Maine CART & Captioning Service
Marsha Dulac-Swain
660 South Belfast Avenue
Augusta, ME 04330
207-242-9378 (V & Text)

Karasch & Associates
1646 West Chester Pike, Suite 4
West Chester, PA 19382
1-800-621-5689 (V)
(619) 696-2008 (FAX)
Audrey Greco, Vice President Business Development

Dayette J. Zampolin, RMR, CRR, CCP
697 Jug Tavern Road
Downsville, NY 13755
(607) 363-7808 (V)
Website: Captionears


Access Captioning Technology (ACT)
Lisa Sorenson
P.O. Box 614
Gorham, ME 04038
222-2882 (V/TTY/FAX)

Other Resources for Accessible Meetings

revised: 04/12/209