The government has an obligation to make online government meetings accessible to all citizens, including individuals with disabilities. But in the case of virtual meetings, it isn’t always clear how to achieve this.
Accessibility is important in government because it promotes inclusivity, diversity, and democracy. It ensures compliance with the law and helps build trust and confidence among citizens. This is where The Americans with Disabilities Act (ADA) can help guide how to make online government meetings accessible to the public.
The ADA is a federal law that prohibits discrimination against individuals with disabilities in all areas of public life, including jobs, schools, transportation, and all public and private places open to the general public. As such, there are several ADA meeting requirements that governments must adhere to to ensure that individuals with disabilities have equal access to government services, programs, and facilities.
Accessibility Requirements for Government Meetings
Hosting ADA compliant government meetings involves taking steps to ensure that individuals with disabilities have equal access to the information being presented, as well as an equal opportunity to participate and provide input.
Here are some tips to help make online government meetings accessible:
- Host the Meeting at an Accessible Location
When choosing a location for your meeting, it needs to be accessible to individuals with disabilities. This includes accessible parking, ramps, or other entrances, as well as having accessible restrooms on-site. Of course, this can be much simpler when hosting your government meetings online through video streaming with accessibility features. This allows all citizens to view and participate in government affairs from the comfort of their homes and on their own schedules.
- Provide Accessible Materials
All meeting materials and presentations must be accessible to individuals with disabilities. This can include providing materials in alternative formats, such as large print or braille, and providing assistive technology or sign language interpreters.
- Announce the Meeting in Advance
It’s important to provide advance notice of the meeting and any accommodations that will be available for individuals with disabilities. This allows citizens to plan accordingly and ensure they have the necessary accommodations to participate in the meetings.
- Encourage Equal Opportunity to Participate
Attending a meeting isn’t always enough, and individuals with disabilities may need further support to participate in government events. This may include having designated times for public comment and addressing all questions and comments. It’s the government’s responsibility to ensure that all participants have an equal opportunity to provide input and ask questions during the meeting, wherever it may take place.
- Record Meetings for Later Availability
It’s often not possible for citizens to attend government meetings in person or join a live stream, which is why having a recording of the meeting online can significantly improve accessibility. Recording the meeting and making it available online can help ensure that those who are unable to attend still have access to all information presented in the meeting.
By following these tips, you can fulfill ADA meeting requirements and make online government meetings accessible for individuals with disabilities.
How to make Online Government Meetings Accessible
Video is the most accessible and engaging form of content, which is why many government organizations are moving their meetings online.
Live streaming your government meetings allows citizens to stay up to date with local affairs without having to spend the time and money on attending meetings in person. It’s also an easier way to manage and access any information in meetings at a later date and keep a record of key points that have been discussed. To learn more, check out our blog How To Live Stream A Government Meeting!
If you want to host ADA compliant government meetings, video is a great place to start. It helps increase accessibility in several ways, such as providing meeting materials in accessible formats and utilizing assistive technology to improve access to online meetings.
Here are four best practices to make online government meetings accessible:
1. Announce Meetings in Advance on Available Platforms
If you’re streaming your government meetings, it’s always a smart idea to share it to other popular platforms as well.
It’s easier to view online meetings when citizens can use platforms they’re already familiar with, such as YouTube, Facebook, Twitter, and more. Many of these platforms also have their own accessibility features that can improve your engagement and reach.
You can schedule your meeting live streams ahead of time on all chosen platforms to notify citizens in advance and boost your reach.
2. Upload your Agenda and Meeting Materials
Uploading any materials used in the meeting will make it easier for viewers to follow along and get an overview of important topics. This is where assistive technology can help provide the uploaded materials in various accessible formats.
In Ravnur’s video platform, you can directly upload your meeting agenda and search within the video for key points and information.
3. Make it Easy to Navigate your Online Meetings
Nobody wants to watch an hour-long meeting they might not even understand. This is why accessibility features will not only improve participation for individuals with disabilities but will greatly increase engagement for everyone.
If you make it easy to view your meetings, you’ll be sure to see a huge increase in citizen engagement. This means making your meeting accessible online, streaming to popular platforms, and using assistive technology to help viewers navigate your meeting recordings.
Depending on your video partner, you’ll be able to use a number of built-in accessibility features that make it easier for citizens to view your meetings and access information. Ravnur’s video software has all the basic accessibility features, such as closed captions and auto-generated transcripts, and advanced tools for government needs. Our software has speech and text recognition and real-time translations for over 50+ languages to make your meetings accessible to everyone in the community.
Viewers can also search within the video for speakers and key points to get all the relevant information they need within minutes!
4. Archive your Government Meetings for Later Viewing
While live streams are a great way to stay up to date and actively participate in meetings, not everyone will have the time or means to watch a meeting in real-time. This is why video archiving is a key part of accessibility.
By providing recordings of government meetings, individuals with disabilities can review the material at their own pace, access information in alternative formats, and use assistive technology to access content that might otherwise be inaccessible. It also benefits those unable to attend the meeting due to scheduling conflicts and allows them to catch up on the meeting and stay informed on government actions.
Archiving meeting recordings is required by the Americans with Disabilities Act, which mandates that government entities provide reasonable accommodations to ensure individuals with disabilities have equal access to government meetings, services, and programs.
Providing accessible recordings of government meetings is considered a reasonable accommodation to help ensure equal access to information and participation in government meetings.
The Bottom Line
Streaming your meetings is a great way to make online government meetings accessible to the public. It also promotes inclusivity and diversity, which are fundamental values of democracy. Read more about how video streaming is enabling smarter governance here!
By ensuring that government meetings and services are easily accessible, individuals with disabilities can fully participate in the democratic process, voice their opinions, and have their needs and concerns addressed. This helps ensure that government decisions are representative and responsive to the needs of all citizens.
Are you looking to live stream your meetings and improve their accessibility to the public? Reach out to our Ravnur team for a chat!
